Clearance and Demographics Process Enhancements BAS, BEIS, OCYF, ODP, OLTL, OMHSAS OCTOBER 2010 1
Contents Overview Roles Impacted Changes to Clearance Process Alerts Additional Resources 2
Overview This initiative impacts the way in which clearance and demographic information are updated in HCSIS. As a result of these changes, demographic information for individuals receiving services through Department of Public Welfare (DPW) will be consistent across DPW systems and the creation of duplicate records for individuals will be minimized. The changes are the result of an upgrade in the HCSIS application to the new MCI.NET service. When individuals are cleared into HCSIS, an additional step in the process will be used to verify that the Social Security Number (SSN) entered is valid. 3
Overview, Cont d When certain demographic information is updated in HCSIS, the information will be verified against other subscribing systems according to a set hierarchy and approved or rejected based upon verification. Core demographic information which requires verification from the Social Security Administration (SSA) includes: First Name, Last Name, Date of Birth, SSN, and Gender. Non-core demographic information requires verification from Client Information System (CIS), Child Care Works (CCW), and/or CHIP and adultbasic Processing System (CAPS) CIS, CCW or CAPS, if the individual is known to one of these systems. Non-core demographics include: race, ethnicity and citizenship. Alerts will be generated to notify users if a record is updated and changes are approved or rejected. 4
Roles The table below includes the user roles that are impacted by this initiative: Program Office BAS EI - IT Role ACAP Region Administrator Data Entry Region Administrator ACAP Administrator State Administrator SC SC Supervisor SC Intake Referral SC Unit Manager Program Office ODP Role Clearance SC Data Clearance and Addition Data Clearance and Addition Data Maintenance and Validation Intake Pre-Registration Registration Registration Data Entry SC SC Supervisor EI - PS Lead Supervisor Intake Referral SC Unit Manager Agency Administrator Data Entry Intake Worker EI Provider* OCYF OMHSAS Provider Administrator* Provider Lead* Data Clearance and Addition Clearance Data Clearance and Addition State Administrator OLTL Registration SC SC Supervisor SC Unit Manager Registration Data Entry SC Data Entry *EI Provider roles will receive alerts but do not have the ability to perform clearance 5
Changes to Clearance Process The act of Clearance is one of the most important processes in HCSIS. Clearance assigns each individual a Master Client Index (MCI) number. Because the Commonwealth uses the MCI number as a unique identifier, it is important that all individuals in HCSIS have only one MCI number. Users may accidentally give an individual a second MCI number if they add the individual to HCSIS as a new record instead of linking to an existing record. A variety of enhancements have been requested to streamline the Clearance process: Prospective individual matches are sorted with the HCSIS matches at the top of the list. Individual s records already in HCSIS are often a good match Prospective matches from other systems will be displayed after the HCSIS matches; these matches may have a higher probability of matching. Users can re-sort the list of matches by clicking any column header. 6
Changes to Clearance Process, Cont d Social Security Number (SSN) will be required to perform Clearance for ODP-MR, OLTL and OMHSAS individuals When SSN is entered during Clearance, the Master Client Index system will verify the SSN is valid before allowing Clearance to occur Changes made to an individual s First Name, Last Name, Date of Birth, SSN, Gender, Race, Ethnicity or Citizenship in DPW s Client Information System (CIS), Child Care Works (CCW), and/or CHIP and adultbasic Processing System (CAPS) systems will be updated in HCSIS automatically Only individuals records who are active in HCSIS and one of the validating systems (CIS, CCW or CAPS) will be affected When CIS, CCW or CAPS makes an update to a record in HCSIS, the Recording Worker displayed on the screen will be MCI Verified When CIS, CCW or CAPS reviews and rejects an update to a record in HCSIS, the Recording Worker displayed on the screen will be MCI Rejected Changes made to an individual s First Name, Last Name, Date of Birth, SSN, Gender, Race, Ethnicity or Citizenship in HCSIS must be verified and approved by the CIS, CCW, and/or CAPS systems Only individuals records who are active in HCSIS and one of the validating systems (CIS, CCW or CAPS) will be affected HCSIS alerts will be generated for specific roles for each program office to notify users of the change 7
Verification Hierarchy = Verification System MCI Verification Systems CIS CCW CAPS Non-Verification Systems ecis- AP HCSIS Pre-K LIHEAP OCYF ecis- LTL Verification Systems Systems that have the most accurate data due to more stringent data collection policies Ex: CIS, CCW, CAPS Non-verification Systems Systems that have potentially less accurate data and would need to have their updates verified prior to saving to MCI Ex: HCSIS, ecis-ap, Pre-K, LIHEAP, OCYF, ecis-ltl Subscribing Systems Any State system which currently shares information that is stored within MCI Ex: CIS, CCW, CAPS, HCSIS, ecis-ap, Pre-K, LIHEAP, OCYF, ecis-ltl 8
HCSIS and the Hierarchy As a subscribing system, updates made to core demographic information in HCSIS can update data in MCI; updates made by other systems to individuals in HCSIS may also be updated in HCSIS HCSIS updates will be made based on predefined rules: When the individual is served only by HCSIS, updates will go directly into MCI If HCSIS shares the data with CIS, CCW or CAPS, the update must be verified before changes are made to MCI CIS CCW CAPS Verification If HCSIS shares the data with ecis-ap, Pre-K, LIHEAP, OCYF, or ecis-ltl, updates go directly into MCI ecis-ap Pre-K LIHEAP OCYF ecis-ltl 9
Alerts Messages to HCSIS users will be generated if changes are made to an individual s First Name, Last Name, Date of Birth, SSN, Gender, Race, Ethnicity or Citizenship of the individual is served by HCSIS OR if updates made in HCSIS to this demographic information is rejected by: CIS CCW CAPS Changes made to an individual s First Name, Last Name, Date of Birth, SSN, Gender, Race, Ethnicity or Citizenship information by CIS, CCW, or CAPS will automatically be updated in HCSIS An alert will be generated from MCI to the HCSIS users 10
Checking Alerts Users must log into HCSIS and check alerts regularly to be sure Demographic Update alerts are not overlooked If an alert is received, internal communications should be put in place to ensure that the appropriate staff is aware of the updated information Alerts are accessed from the HCSIS Home Page or via the Tools > Alerts > Pending Alerts menu path (Tools > Alerts for OCYF users) 11
Alerts The Alerts subject will be: Demographic(s) Update [status] Pending Verification: sent to verification system; not verified Verified: verified and updated in MCI Rejected: rejected by verification system; changes reversed in HCSIS MCI: update made by system higher in hierarchy or updated individual in HCSIS only 12
HCSIS Alerts Screens 13
Alerts Pending Verification The screen below shows the alerts for demographic updates made in HCSIS that are pending verification by CIS, CCW, or CAPS Alert Subject Alert Message 14
Alerts Update Verified The screen below shows the alerts for demographic updates made in HCSIS that have been verified by CIS, CCW, or CAPS Alert Subject Alert Message 15
Alerts Update Rejected The screen below shows the alerts for demographic updates made in HCSIS that have been rejected by CIS, CCW, or CAPS; the requested changes are NOT made in HCSIS Click (More Info ) to see the details of the request Alert Subject Alert Message 16
Alerts Updated by MCI The screen below shows the alerts for demographic updates made in HCSIS to maintain consistency with MCI Alert Subject Alert Message 17
OCYF Alerts Screens 18
Alerts Pending Verification The screen below shows the alerts for demographic updates made in PWIM that are pending verification by CIS, CCW, or CAPS Alert Subject Alert Message 19
Alerts Update Verified The screen below shows the alerts for demographic updates made in PWIM that have been verified by CIS, CCW, or CAPS Alert Subject Alert Message 20
Alerts Update Rejected The screen below shows the alerts for demographic updates made in PWIM that have been rejected by CIS, CCW, or CAPS; the requested changes are NOT made in PWIM Alert Subject Alert Message 21
Alerts Updated by MCI The screen below shows the alerts for demographic updates made in PWIM to maintain consistency with MCI Alert Subject Alert Message 22
Reviewing History for Updates When changes are made to key demographics for an individual in HCSIS, a history section will be displayed on the Consumer Demographics screen and/or the Alternate Identifiers (updates to SSN only) screen The history section will include any updates made to the record, a date stamp for the update and verification status (for core demographics fields) Select the radio button to the left of an update and click [View] to see more details on the update The Verification Status displayed for core demographics will be: Verified: verified and updated in MCI Obsolete, Not Verified: the specific update was superseded by a more current request and is no longer current Rejected: rejected by verification system; changes reversed in HCSIS In addition, the Recording Worker (Program Office) field will contain MCI Verified or MCI Rejected If update was made by MCI and pushed to HCSIS it will show MCI Verified If update was made by HCSIS and rejected it will show MCI Rejected 23
Consumer Demo. MCI Updated Record Recording worker: MCI, Verified 24
Consumer Demo. History Verified: An update to First Name, Last Name, Date of Birth, Date of Death (not displayed on screen), SSN, Gender, Race, Ethnicity, Citizenship was verified and updated in MCI Rejected: sent to MCI and not approved; shows the fields that are NOT updated Obsolete/Not verified: The specific update was superseded by a more current request and is no longer valid 25
Alternate Identifiers MCI Updated Record, Rejected Recording worker: MCI, Rejected 26
Alternate Identifiers History Verified: ONLY SSN verified Rejected: sent to MCI and not approved; Obsolete/Not verified: The update was superseded by a more current request and is no longer valid 27
OCYF Screens 28
Consumer Demo. MCI Updated Record, Verified Recording worker: MCI, Verified 29
Additional Resources 30
Additional Resources HCSIS Help Desk Call: 1-866-444-1264 Email: c-hhcsishd@state.pa.us Hours: Monday Friday: 8:00 5:00 Learning Management System Training resources that provide additional detail about these system enhancements are located on the HCSIS Learning Management System (LMS) and can be accessed by clicking the LMS link on the HCSIS Homepage. Online Help Remember that HCSIS Online Help is updated with each release and is a valuable HCSIS tool. Help is located in the upper, right corner of each screen. 31
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