HCSIS Project Update
Contents
1. cccccesceccesseecceeseeceeeeeeceaseeceeeseessaneeeseess 5 Individual Support Plans ISP Missing Services ccccseeeeeceeeeeeeeeeeesaeeeeesaeeeeeseneeeens 5 December 2013 Page 1 BONINA wa 0 101m E HCSIS Announcements HCSIS Help Desk Holiday Just a friendly reminder that the HCSIS Help Desk will be closed on December 25 2013 and January 1 2014 in observance of the holidays Have a wonderful holiday season The HCSIS Help Desk will also be closed on January 20 2014 in observance of Martin Luther King Jr Day LMS Updates To see new courseware or take advantage of the other resources available on LMS click this link now www humanservices r state pa us HCSISLMS pgm asp learning default asp and log in Program Course Name Office SC100 1 Supports Coordination Enhanced Communications Job Aid V 1 12 14 13 SC100I Supports Coordination Annotated ISP V 2 12 14 13 OCYF OCYF Incident Management OCYF Incident Management Reports Guide 12 14 2013 ALL USERS HCSIS Reports Guides HCSIS ODP Reports Guide v7 0 20131214 ODP ODP SC100I Supports Coordination ISP Character Count V 2 20131214 ODP SC100I Supports Coordination HCSIS_ODP_SC_07_v9 0_ 20131214 OLTL OLTL Individual and Plan Guidebook OLTL Individual and Plan Guidebook v3 12 14 2013 OMHSAS OMHSAS CCRI Batch File Interface CCRI Batch File Clearance Tip Sheet v2 0 12 14 13 OMHSAS OMH2. When a Supports Coordinator SC creates a critical revision some services may disappear from the Service Details screen although they still exist in the HCSIS database The technical team is aware of this issue and is in the process of researching the cause and implementing a long term solution When a SC encounters a missing service they must take the following actions 1 Do Not add the missing service to the ISP 2 Confirm that the service is missing by comparing the critical revision to the last approved version of the plan You can also conveniently compare the 2 plans by pulling up the Printable Plan via the History screen 3 Contact the HCSIS Help Desk HD at 1 866 444 1264 Have the following information ready a User ID b Consumer Name c ISP Plan Year d Missing Service Details Provider Name Service and Dates of Service 4 The HD will create an incident to restore the missing service 5 The SC can continue to update the ISP as needed and submit it for approval The service still exists and claims will continue to process against it it just cannot be seen in HCSIS 6 When the incident is resolved the service is restored the HD will notify the SC Re adding the service to the ISP will cause a duplication of the service and will interrupt the billing process f the impacted service is waiver supports coordination the duplicate service can cause TSM claims for your entity not to process correctly The SC should nev
3. 01 24 11 December 2013 Page 4 BONINA wa 0 101m E Harry M Changes Implemented for ODP The lawsuit Harry M et al v Pennsylvania Department of Public Welfare DPW was filed by the Plaintiff claiming that the Department was not providing services under the Americans with Disabilities Act Section 504 of the Rehabilitation Act of 1973 and Title XIX of the Social Security Act in its Consolidated Waiver The Plaintiff claimed that the Department did not provide services that would allow an individual who is deaf to effectively communicate with others As part of the Harry M et all v Pennsylvania Department of Public Welfare settlement it was agreed that DPW would add mandatory data fields to the Home and Community Based Services Information System HCSIS and make changes to the fee schedule and residential rates To facilitate this change Enhanced Communication Service indicators have been added to HCSIS Changes related to enhanced communication services were be applied in HCSIS with Release 7 4 on December 14 2013 These changes affect screens utilized by Support Coordinators SCs and Administrative Entities AEs Job aids and other training materials have been added to the Learning Management System LMS in conjunction with the December release SCs and AEs are encouraged to review LMS documentation Individual Support Plans ISP Missing Services Currently there is an issue in HCSIS with the Individual Support Plans ISPs
4. 15 14 BP Administrators will need to update all current user ID s who had previously been assigned the ISP Reviewer role by adding the Provider Contributor role PW HCSIS ProvrCntrbEl This activity should begin immediately The Provider Contributor role shall also be used for any user IDs created in the future Attention all users with the ISP Reviewer role Please reach out to your respective BP Administrators in order to be given the Provider Contributor role in order to maintain the same level of system access Secondly contact the infant toddler preschool provider administrator or provider lead assigned to the child s record you wish to access so that Document Assignment can be performed Attention all users with both the ISP Reviewer role and the Provider Contributor role While it is not necessary for you to request any new roles from your BP Admin the following should be noted If you aren t already doing so in order to review the evaluation report and plan documents must first be assigned to the Provider Contributor user through Document Assignment Contact the infant toddler SC and your agency Provider Admin to ensure that Document Assignment is performed More information regarding this can be found on the LMS for infant toddler and preschool respectively PELICAN El IT Provider Materials Download Document Assignment Process Guide 3 1 11 PELICAN El PS System User Reference Materials Download Document Assignment User Manual
5. DECEMBER 2013 HCSIS Project Update Additional Resources OSs What s in this Monthly Update Here are the highlights of this month s update LMS Updates HCSIS Tips and Reminders This monthly newsletter is to bring you up to date on the latest in HCSIS You re always welcome anytime to let us know of any topics you d like to see the newsletter cover Email the HCSIS Help Desk Learning Management with HCSIS Monthly Update in the subject line System LMS Register for training And if you have any comments or suggestions to improve this newsletter please send an e mail to download reference material Thank you Table of Contents HCSIS ANMOUNCEMEMIS crosio N Ai 2 PIV Slo Help Desk Holiday sc ceceiccccuacs sesexletossaicctuteciedeiecedeecwenssySenaseavestpoeanielesndvisaeeres Leos ys 2 CMS A a etcetera E 2 HCSIS Tips and Reminders ssoi aaa 3 R HCSIS Tip of the Month Don t Use Browser Back ButtOn ccceccceceeeeeeeeeeeeeeeeeees 3 Internet Explorer 10 HCSIS Compatibility Issue ccc ccceecceceeeeeeeeeeeeceeeeeeseeeeeeseeeeeas 3 l Reminder to BP Admins Deactivate past employees ceccecceseeeeeceeeseeeeeeeaneeeeeees 3 HCSIS Password Reset PMOCESS 125 as ccictcodeivactereiesiiecsivaclacceyacecebaslacauncladvedisnceeseastes 3 ISP Reviewer Role Update for Providers in Infant Toddler programs ccssseeeeee 4 Harry M Changes Implemented for ODP
6. SAS CCRI Batch File Interface CCRI Batch File Layout v2 0 12 14 13 OMHSAS OMHSAS CCRI Batch File Interface CCRI Batch File Tip Sheet v2 0 12 14 13 OMHSAS OMHSAS CCRI Batch File Interface CCRI Batch File Validation Messages v2 0 12 14 13 OMHSAS OMHSAS CCRI Batch File Interface CCRI MHX Reconciliation Report Layout v1 0 12 14 13 OMHSAS OMHSAS CCRI Batch File Interface CCRI Reconciliation File Tip Sheet v1 0 12 14 13 Don t have or remember your LMS Login ID and Password Contact your Business Partner Administrator your BP Admin Contact your BP Admin if you need additional LMS roles as well December 2013 Page 2 BONINA wa 0 101m E HCSIS Tips and Reminders HCSIS Tip of the Month Don t Use Browser Back Button As a rule of thumb it is best not to use your internet browser s back button when working in HCSIS In fact most screens in HCSIS include navigation tools Using the browser s back button may cause you to create duplicated records lose unsaved items or be redirected incorrectly Instead of using the browser s back button users should use either HCSIS s menu or navigation buttons path to view screens records they have previously accessed Internet Explorer 10 HCSIS Compatibility Issue Users have reported issues within HCSIS after upgrading their Internet Explorer IE to version 10 HCSIS s compatibility with IE 10 has not yet been tested I
7. er re add the service Note that the HCSIS team is also proactively running back end fixes for these services to lessen the impact on both you the SC and on claims processing and TSM December 2013 Page 5
8. f users are experiencing issues in IE 10 the HCSIS Help Desk suggests users discuss the following options with their IT department rolling back to an earlier version of IE such as 9 8 or 7 or using Firefox as their browser HCSIS has been tested to confirm compatibility with these browsers Reminder to BP Admins Deactivate past employees BP Admins are reminded that when an individual leaves the company s employment the individual s user ID needs to be deactivated in the system HCSIS Password Reset Process You may not realize it but resetting your password is a quick and simple process In fact all HCSIS users are able to reset their own passwords The first thing to do is click Forgot Password option listed on the login screen see image This option will have you answer the security questions you set up when you first set up your HCS Forgot Userid Edit Profile IS account Remember that the security answers are Self service for Commonwealth Employees case sensitive Once the questions are answered Change Password or Hint Questions Intranet Only correctly the system will prompt you to complete the remaining steps to reset your password If you do not remember the answers to your security questions you need to contact your Business Partner Administrator BP Admin All BP Admins have the ability to reset users passwords December 2013 Page 3 BONINA wa 0 2101 E PELICAN El March Release ISP Rev
9. iewer Role Update for Providers in Infant Toddler programs This notice is to inform infant toddler BP Administrators El Coordinators SC Supervisors Provider Administrators and provider users with the ISP Reviewer role that a role change will be occurring as part of the March Release scheduled for 03 15 2014 As apart of the release the ISP Reviewer role PW HCSIS ProviderlSPReviewer will be removed from Identity Manager Provider users who require secure access to the evaluation report and plan documents will need to be assigned the Provider Contributor role PW HCSIS ProvrCntrbEl to better align with the PELICAN El designed security In order to prepare for this role change the ISP Reviewer role will be removed from Identity Manager and HCSIS entirely so that it can no longer be assigned to users If provider users do not already have the Provider Contributor role PW HCSIS ProvrCnitrbEl assigned to their user ID it should be added allowing continued secure access to the evaluation report and plan documents It should be noted that although the Provider Contributor role is capable of executing the same document updates as the ISP Reviewer role documents must first be assigned to the Provider Contributor user through Document Assignment The document assignment process is described in the LMS under PELICAN EI IT Process Guides Document Assignment Process Guide ACTION NEEDED Attention BP Administrators Prior to the March Release 03
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