HCSIS Update
Contents
1. Session Hour End Time HH MM AM PM Session Hour Start Time HH MM AM PM Session Start Date MM DD YYYY State HCSIS Project Update e Zip For a complete list of all El Analytics Ad Hoc Query Items refer to the PELICAN EI All Reports and Data Warehouse Training Materials Ad Hoc Metadata List training course material located on the LMS Subject PELICAN El Troubleshooting Tips Are you new to PELICAN EI Do you struggle with finding answers to your PELICAN El questions Download and review the new PELICAN EI Troubleshooting Tips document from the HCSIS Learning Management System LMS to learn more about 1 Using PELICAN El Training Materials and Resources Effectively 2 Answering Common PELICAN El Questions 3 Thinking Through Solutions to Complex Issues This document is available under the PELICAN EI ALL Troubleshooting course Message from the HCSIS Help Desk Updating Provider Information in HCSIS The chart below shows who is able to update Provider Site Information for each Program Office Program Office ODP ID Infant Toddler OLTL ODP BAS OCYF Preschool Add Edit _ HCSIS Delete Sites Program Office Program Office Program Office Help Desk Providers can use the following contacts when updates to provider information are required Infant Toddler Preschool Providers email BEIS at ra ocdintervention pa gov OLTL Providers contact Provider Bureau of Supports at 800 932 0939 ODP BAS Providers conta2. can be tempting to use but may have unwanted consequences in the PELICAN EI systems BEIS uses PELICAN EIl data to inform early intervention program and policy decisions Incomplete data reduces the state s ability to see children s progress and service utilization statewide Various PELICAN EIl screens display a table of information in the top portion and an information entry area in the bottom portion of the screen e g Address Contacts and Supplemental Documentation The table provides an overview of information previously entered into the screen and may allow users the ability to view edit or delete the information depending upon their role If information is edited on or deleted from the screen most PELICAN El screens have a corresponding History screen which stores the historical data but not all screens have a History screen e g El Services ECO Data and Goals Outcomes If an item is deleted from the table of these screens the information has been completely deleted from the system and cannot be retrieved When working in the PELICAN EI system it is best to use the edit function to correct or end date information instead of deleting the information from the table Do not delete table information unless it really was incorrectly entered into the screen and cannot be corrected by editing Detrimental effects of incorrectly deleting information may include providers that are unable to bill for services rendered or new caseworkers not bei
3. April 2012 HCSIS Project Update Additional Resources ri Sis What s in this Update Below are the highlights of this month s update HCSIS Announcements New documents posted on the Learning Management System LMS HCSIS Tips and Reminders Message from the HCSIS Help Desk Did you know Learning Management System LMS ae peat n If you have any comments or suggestions to improve this communication please send an e ei mail to the HCSIS Help Desk with HCSIS Monthly Update in the subject line Table of Contents FICSIS Announcements wiiiisessisisssicarsssnwisennsssaevsesuvisnacssuesviannsesrsesnnsevansvsesrensaneiwunet 2 Updates Made to HCSIS Login Screen cccccccccsseeecceeeeeceeeeeeceseecceueeeceeeeeseuseesseneeessess 2 Certification and Licensing System Implementation for ODP Licensed Providers 2 Learning Management System LMS Updates ccccceeeeesssseesseeeeeeeseeneenees 3 New Documents Posted ccs scecctejes cea tenvinceliice cedex Seize neintscterenGuudsawncsiiecow seu decancecineexdawaeseneedinee sets 3 j HCSIS Tips and HEMIRGSr Ss viciscisteceentedenisvineddasivusinnsideceestevdiviaetdecesuvaiveiawolecerlans 3 H Reminders Tor ODP USGS ecccrse seinen ee eee ee een a ee ee eee ee 3 Tip for ODP Support Coordinators SCs 6 cincesseveccnesie Scenes cede enct bacdnaniciencandeaeeieeetauctndenet 3 Reminders for PELICAN El users cccccseccceececeeeee
4. ceeeceececeueeeseeeeseueeseeessaeeeseeeteneessaes 4 Updating Provider Information in HCSIS cccccccssecccceeeeceeeeeeceseeceeseeeceeueeesseseeeseneesseees 7 TY OU DOW nascent ra a nese dauneni ee cunleiannesUenneadys 7 Deactivating a HCSIS User ID in Identity Manager cccseecceeseeeeeeeeeeeceeeeeeseeeeeeseneeesaees 7 PELICAN El To Delete or Not to Delete 0 cc cccccceececeeeeceeeeeseeeeseeeessaeeeseeeesaneessaees 8 HCSIS Project Update HCSIS Announcements Updates Made to HCSIS Login Screen The Login screen for HCSIS was recently updated with additional features for both Business Partner Users and Commonwealth Employees Self service for Business Partner Forgot Userid Forgot Password Edit Profile self service for Commonwealth Employees xc hange Password or Hint Questions Intranet Onh Edit Profile Allows Business Partner users to change their Email address Password or Security Questions Change Password or Hint Questions Intranet Only Allows Commonwealth Employees to change their Password or Hint Questions Certification and Licensing System Implementation for ODP Licensed Providers ODP will be implementing the Certification and Licensing System CLS in May 2012 CLS is an online system that ODP Licensing Representatives will use to accept and process provider applications manage provider inspections sanctions appeals and regulatory waivers and verify provider informatio
5. ct at Program Office 866 539 7689 OCYF Providers contact HCSIS Helpdesk 866 444 1264 Did You Know Deactivating a HCSIS User ID in Identity Manager BP Administrators must deactivate user IDs when an employee no longer works for an agency Use the following steps to search for a B user ID in order to deactivate it Search for B user ID to deactivate 1 From the HCSIS Home Page click on the Identity Manager tab 2 Log in to Identity Manager with your BPADMIN business partner administrator user ID 3 On the Users gt Tasks menu select Modify HCSIS BP User HCSIS Project Update 4 Enter the user ID in the text box If you do not remember the user ID you can search by the user s last name Select User ID from the drop down list and enter the name in the text box or use the to search for all User ID s within your organization 5 Click Search A list of possible matches in your organization appears 6 Click the radio button for the appropriate user and click Select Deactivation Steps Uncheck the Enable HCSIS Access checkbox Remove any assigned scopes from the Current values field Modify email address and reset password if required On the Access Roles tab uncheck all selected roles Click Submit ae aa PELICAN El To Delete or Not to Delete The definition of Delete is to strike out or remove cancel erase expunge Does that sound like an action to be done without hesitation The Delete button
6. ility gt Record Status History Detail Reason Effective Begin Date Effective End Date Record Status El Analytics Adhoc Package gt Plan gt Plan Components gt Participation in Regular Early Childhood Programs e Describe other setting e Describe specialized service setting e If Yes how many hours per week does the child spend in a special education and related services in other settings e If Yes how many hours per week does the child spend in a specialized setting e ls the child currently attending a special education program El Analytics Adhoc Package gt Plan gt Plan Components gt Transition Plan Date transition notification letter sent Transition meeting held on Transition Outcome Goal Transition plan initially developed on Transition plan updated on What is happening now What information and child and family considerations should be shared with the team in order to better prepare for transition El Analytics Adhoc Package gt Plan gt Plan Components gt Transition Plan Activity e Activities Services El Analytics Adhoc Package gt Plan gt Plan Components gt El Services Financial View e Total Units El Analytics Adhoc Package gt Provider gt Administration gt Classroom Information Address Line One Address Line Three Address Line Two City Classroom Capacity Classroom Name Classroom Status Fiscal Year FTE Staff Local Program Number of Session Provider Name Schedule session End Date MM DD YYYY
7. n The system will allow ODP to perform data analysis Providers that will use CLS include Community Homes Family Living Homes Adult Training Facilities Vocational Training Facilities Intermediate Care Facilities for the Intellectually Disabled ICF ID Intermediate Care Facilities for Other Related Condition ICF ORC As a result of the implementation licensing data will be displayed on HCSIS SSD and the HCSIS Provider Qualification screens A link will be added to HCSIS Provider Access to allow providers to navigate to CLS Updated HCSIS training materials will available on the LMS in May Please review these materials to become familiar with the changes In addition new CLS training materials will be available on the LMS by May 4 2012 Look for more information about CLS in upcoming HCSIS Monthly and Release Communications HCSIS Project Update Learning Management System LMS Updates New Documents Posted The following courses have been added or updated on the LMS For more information on the documents in these courses please visit the LMS at www humanservices r state pa us HCSISLMS pgm asp learning default asp PELICAN EI I T Provider and Evaluator Materials PELICAN El I T System Training PELICAN El PS System Captivates PELICAN El PS System Captivates for Mac Flash PELICAN El PS System Process Guides PELICAN El PS System User Reference Materials PELICAN El Note A Login ID and Password are required to acce
8. ng able to thoroughly evaluate a client due to an incomplete case history NOTE Before deleting an item in PELICAN El refer to the Blue Information bar to ensure the correct record is displaying Check your knowledge Take the PELICAN El Delete or Not to Delete Quiz on the next page HCSIS Project Update Take the To Delete or Not to Delete Quiz A child s day care teacher was entered as a contact on the Contacts screen and took part in the Initial IEP meeting The parent has informed you that the child no longer attends that daycare When entering El Services into a record you selected Occupational Therapy instead of Physical Therapy A child has met an Outcome Goal and no longer needs the corresponding El Service You are performing an annual review in PELICAN El and are reviewing the Team Membership screen A provider who attended the Initial IEP meeting was not invited to the Annual Review meeting because the service they provided is no longer needed by the child You are performing an annual review in PELICAN El and must document the mandatory Procedural Safeguards Parental Rights Agreement document on the Supplementary Documentation screen 9 S Vv dE V Z Eg T Aay Jamsuy Answers See Answer Key at bottom of page Delete the teacher from the Contacts screen as she no longer is a contact for the child Edit the teacher s contact information with an Effective End Date Do nothing as the child ma
9. programs tracking classroom sessions on the IEP existing classroom sessions continuing into 2012 13 should be copied forward and new classroom sessions added This will allow IEPs to be updated with a child s classroom session information Users with the following roles can update classroom session data e Preschool Program Data Entry e Preschool Program Lead Supervisor e Preschool Program Administrator To update Classroom Sessions 1 Log into PELICAN El 2 Follow the menu path Provider gt Administration gt Classroom Information 3 Search for your program and the current Fiscal Year to display a table with all current classroom sessions 4 Copy classroom sessions to the next year and or add new classroom sessions as appropriate Note A classroom session must be added to the Classroom Information screen for each Early Childhood Special Education Class held by the Preschool Program or external Providers Refer to the PELICAN El PS System Process Guides Classroom Information Process Guide training course material located on the LMS Subject New El Analytics Ad Hoc Query Items The following Query Items have been added to the El Analytics Ad Hoc Package If you have access to the El Analytics Ad Hoc Package you may create custom reports using these data items HCSIS Project Update El Analytics Adhoc Package gt Child gt Eligibility gt Record Status e Case Closure Comments El Analytics Adhoc Package gt Child gt Eligib
10. re plan and e Click Update Selected Sections Only the sections updated in the current plan can be selected on this screen If you modified anything in the Outcome amp Service Details section and you select that section to copy into the future plan everything in the new fiscal year plan will be overwritten with data from the current plan Any changes made to services in the new fiscal year will be overwritten If you have made changes to services in the future fiscal year plan DO NOT copy the Outcome amp Service Details section from the current plan into the future plan Instead manually update the section in the future plan to accurately reflect the service needs for the new fiscal year Reminders for PELICAN El users School District Information e Infant Toddler Please confirm the School District field on the Consumer Demographics screen menu path Individual gt Demographics gt Demo reflects the child s current school district prior to initiating the Infant Toddler to Preschool transition process e Preschool School district information is often used in reports Please confirm the School District field on the Consumer Demographics screen menu path Individual gt Demographics gt Demo reflects the child s current school district Infant Toddler Service Notes New Service Type A new Service Type has been added to the Service Notes screen to accurately capture service notes for children when the medical necessity form ha
11. rvice contracts for FY 2012 13 HCSIS Project Update Refer to the contract management training materials located in the PELICAN EI I T County Financial Management Materials course on the LMS Preschool School Year Activity Renew Review Provider Service Contracts Contracts for Evaluation and Early Intervention Classroom Services must be renewed manually for 2012 13 This task should be completed so evaluation services can be selected in planning for future evaluations and re evaluations that will occur on or after July 1st Contracts for other Early Intervention Services are renewed automatically for the next fiscal year Programs should verify the provider service contracts are accurate and make modifications as necessary so that Leads and Provider Leads may make any necessary updates to IEPs Note Contracts may need to be created for services not used during the summer months as these contracts may not automatically renew in PELICAN El To renew Provider Service Contracts 1 Log into PELICAN El 2 Follow the menu path Financial gt Providers gt Contract Management 3 Review Add evaluation and classroom service contracts for 2012 13 Refer to the following training courses materials located on the LMS e PELICAN El PS System Checklists Provider Contracts Checklist PELICAN EI PS System User Reference Materials Provider Contracts User Manual Subject Preschool School Year Activity Update Classroom Sessions For
12. s not yet been received Use the No Med Necessity option to capture Service Coordination activities for a child where the medical necessity form has not yet been received All service notes with Service Type of No Med Necessity are non billable regardless of Category If the child s medical necessity documentation is later received these service notes can be changed to the correct service type e g Direct Indirect and will be submitted for payment processing based on the type of activity performed Infant Toddler Fiscal Year Activity Renew Review Provider Service Contracts County Contract Administrators must manually renew contracts for 2012 13 Evaluation Services This task should be completed so evaluation services can be selected in planning for future evaluations and re evaluations that will occur on or after July 1st Contracts for other Early Intervention Services are renewed automatically for the next fiscal year Counties should verify the provider service contracts are accurate including rates and make modifications as necessary so that Service Coordinators may make any necessary updates to IFSPs Please confirm that low incidence services have contracts in place too These may not have automatically renewed for 2012 13 if they were not utilized in the past year To renew Provider Service Contracts 1 Log into PELICAN El 2 Follow the menu path Financial gt Providers gt Contract Management 3 Review Add evaluation se
13. ss the LMS If you do not have a Login ID or need additional LMS roles please contact your Business Partner BP Administrator HCSIS Tips and Reminders Reminder for ODP Users Subject Fiscal Year FY 2012 2013 ISP renewal lt is that time of the year again Please reference the 025 12_InfoPkt_12 13FY Renewals for guidance during the Fiscal Year FY 2012 2013 ISP renewal period The following are some of the topics covered in this informational packet e FY 2012 2013 estimated waiver rate load in the Home and Community Services e Information System HCSIS e Unit impact when creating the draft FY 2012 2013 renewals e Anticipated FY 2012 2013 service definition changes and their FY renewal impact e How Supplemental Habilitation SH and Additional Individualized Staffing AIS services will be addressed during the FY 2012 2013 ISP renewal period e Reminders and resources Tip for ODP Support Coordinators SCs Y Subject Copying Changes to a Future Fiscal Year ISP On the Draft Plan screen answer Yes to the question Would you like to copy the changes to the future ISP and click Submit The Future Fiscal Year ISP Update Section screen will appear This screen allows users to update all or selected sections of the future draft plan To copy over all changes e Click Update All Sections HCSIS Project Update To copy over selected changes e Check the boxes to the left of sections that you would like to copy to the futu
14. y go back to the day care in the future Delete the service from the El Services table as it was incorrectly added and add the correct service Edit the Occupational Therapy service with an Effective End Date to be the same date as the Start Date Keep the service in the El Services table as the person may need it in the future Delete the Outcome Goal and the El Service so as they are no longer needed End the Outcome Goal via Add View Progress Updates and add a Service End Date to the El Service Keep the Outcome Goal and El Service open just in case the child regresses Delete the provider from the Team Membership screen so their name will not appear of the child s Annual Review ISFP IEP Update the provider s Attendance Status as Not Attended Excused so it will still appear on the Annual Review IFSP IEP Keep the provider on the list as is Delete the old Procedural Safeguards Parental Rights Agreement entry and add information for the new one Edit the dates on the existing Procedural Safeguards Parental Rights Agreement for the Annual Review Keep the existing Procedural Safeguards Parental Rights Agreement and add a new one for the Annual Review
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