Web IFSP Service Coordinator Presentation February 24, 2010

Web IFSPService Coordinator Presentation

February 24, 2010

WelcomeHousekeeping

Introductions

Agenda

Objectives

The Big Picture

Morning AgendaFor Service Coordinators

• Introduction

• Big Picture - Overview

• Navigation of the Web IFSP for Service Coordinators

• Break

• Key Forms for Service Coordination

Afternoon Agenda

for Service Providers and

Coordinators• Introduction

• Big Picture - Overview

• Getting into the system

• Navigation of the Web IFSP

• Enter Real Case with your team• Evaluation and Assessment• Outcome Page• Services Page

• A Quick Look at the rest of the Web IFSP

Objectives for the Day

Participants will:

• Begin to learn how to use the Web IFSP

• Have hands on experience with the Web IFSP

• Provide feedback to presenters on continued needs, for improving the training, on what questions still exist

Big Picture - Overview

Charting Our Course

Joane Amick

Early ACCESS Regional Coordinator

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Service Coordinators forRegion 1

• AEA ECSE Teacher Consultants

• OT/PT when they are the only service provider

• Vicki Berger, SLP; Zondra Foster, hearing itinerant; Marti Andera, nurse practitioner

• Child Health Specialty Clinics - Drug Affected, Preemies, Medically Fragile

• Visiting Nurses Association - lead exposed, no developmental delays

Early ACCESS Partners

Providing Family

TrainingHAWC Empowerment - Howard, Allamakee, Winneshiek, and Clayton Counties

Early Head Start - Allamakee and Clayton Counties

Parent Share and Support - Fayette County

Parents as Teachers - Delaware County

Parents as Teachers - Dubuque County

Expectations for Learning

• Mastery of getting into the system

• Understanding navigation process

• Conceptual mastery of data entry versus page entry

• Mastery of how to add a child to the system

• Understanding of service coordinator role for access to others and how to set up meeting page

• Awareness of how to access forms

Let’s Get Started

At the Dock: Structure of the Web IFSP

System

Julie Tschirgi

Co-web IFSP Administrator

Sue Schulz

Early ACCESS Administrative Liaison

Co-web IFSP Administrator

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Similarities to Web IEP

• Same URL - https://iep.aeaims.org/IDEA_Apps/

• Application built for commonalities - 85-90%

• IowaIDEA.org • Update Subscription • Quick Reference Guide

• Passwords• Bug Reports • Time Out• Typing not an activity• Log Out Procedures

Browsers & Settings

• Browsers & Platforms• Mac OS 10.4 - Firefox 3• Windows 2000, XP, Vista - IE7 or IE8, Firefox 3

• Browser Setup (pp 13-19; Ref Guide)• Cache, Popups, Print backgrounds

• Printing - similar features including • incomplete data report• printing only the pages you need

Login Screen

https://iep.aeaims.org/IDEA_Apps/

Main Menu

Permissions set up by IMS Data Entry Folks

Can set default to web IFSP or web IEP

Pop up Menu

All Hands on Deck

•Activity - 10 Minutes

• IowaIDEA.org • Set up notification• Find IFSP supportive

documents

• Log In• Set default

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Caseload

Red boxed area varies by the permissions you’ve been assigned. Service coordinators have additional permissions that service providers (only) do not need.

Service Coordinators will see “View Caseload”Service providers will see “View Child List”

Intake Entered by Office

Assistances at AEA,

Lead by VNA - Meghan Wolfe, CHSC -

Rae Miller

Accuracy of Name andBirthdate are important!

Ask for the name as it appears on birth certificate

When calendar is provided - use it!

Reason for Referral

Available from the Print - Preview - Intake Form

IMS Data Entry Staff Assign Service

Coordinator

“You’ve got mail”

Check

Caseload

Frequently

* Denotes new case

“Add Child”Completed by Office

Assistants

“Add Child” process used for children already entered in IMS - e.g Annual Review, Periodic

Key Points of Caseload View

• Service Coordinators menu includes “view case load”

• Service Providers menu includes “child list”

• Service Coordinator providing a service will see both lists

• “New” indicates a new referral

• An email will also accompany the referral alert

• Don’t abandon current and common sense practices around communicating with team mates

Tips for Navigating the IFSP

Lists!

Banks!

Blank line in popup to delete info

Navigating Tips (cont.)

Unlike web IEP, shifting from one screen to the next does NOT save. SAVE often! Also, note Print option.

Setting Sail

Raising the Sails

First Steps on Forms

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Completing Family Information

Key points about the family

information page• Much of the family information page will be filled automatically if a New Intake form is being done.

• If the intake page is edited/updated it will not carry forward to the family information page.

• If “Add Child” process is used, family info will need to be entered.

Family Information Page

Family Tab Fields:•Name/Birthdate•Ethnicity•District•County•Language in Home•Adults and Siblings

Use add button for lines to enter siblings

Provider and Insurance Tabs

Same info that isrequired on currentFamily Info page

Note: You don’t seethe form - only thetext boxes. Text will print on form template.

View of Completed

Family Info Page

Note XThis deletes

form from Print command only!

Obtaining Forms

Use Print command to obtain some forms such as Consent for Evaluation and Consent for Services.

Also use for viewing Intake Page (e.g. reason for referral)

Print - Form Key Points

To select a form, click on the selecttab. Choices include a blank form (Blank) or the completed form (Form)

Like web IEP you can see what’s missing - Inc Data Report

Print Preview

allow you to view any

form selected

If info is missing you will need to think about where

you enter the info - e.g. Meeting tab -

since the form itself is not

available for data

entry.

Raising the Sail Activity

• Activity - 15 Minutes

• Navigate the Family Info page tabs• Family Info

• Providers

• Insurance

• Locate the reason for referral info on new intake - partner, if needed

• Print Command• View the Print Menu options

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SC Starts a Meeting

Select the Meeting tab by clicking on it

Choose a meeting type

Enter meeting date to access other forms!

Meeting Popup

Do NOT select the

“Yes” box for initials

orannuals

Initial IFSP Meeting

Be sure to monitor dates as you go!

Special population checks don’t print!

Transition Planning Meeting?

Box appears if childis 2 yr 3 mo or older

When you select Y, eligibility reasons appear

Meeting Tab• Enter the child’s

eligibility basis, IT Code, Meeting Participants and so on

Meeting Tab (cont.)Read thefields carefully

Return tothis tabas planprogresses

Info from this tab is integrated into various forms

Meeting Page

Correct mtg date to reflect actual mtg date

Enter eligibility reason and areas

Meeting PageIf the child is not eligible, selecting N will auto-fill the case closure.

If eligible AND the Parent Declined, marking eligibility choices will remove all other 'Incomplete Data Report' items. Plan needs to be electronically implemented.

Meeting Page

Consent for EA Evaluation and Parental Rights

Documentation

Update the Consent and Procedural Safeguard info

Key Points about the meeting page

• One of the first pages you need to access (selecting meeting date and type of meeting) and the last page (completing meeting results) to be completed when an IFSP is developed

• Make sure you have the accurate date for IFSP meeting if changed from the original estimate

• Enter Consent for Evaluation and Parent Rights information

• Enter Eligibility information

Tab Counts

Once you start a tab - a tally will be kept of how many fields still need to be completed. Based on the info so far, the meeting tab has 5 data elements yet to be completed

Services Tab

On initials add the various providers/ team members who will assist with evaluation

Once eval is done and IFSP is written, delete those who will not provide servicesAdding providers gives access

Select Service Provider

Add the provider assigned to the team from the provider L - List

Services

Service Coordination is a pre-filled service for all IFSPs

Minutes are total for the ‘Expected Duration” period You cannot edit the Frequency - 1 in 6 month period - of Expected Duration This is dictated by Medicaid

Example: If you SC every other month for 30 mins. then you would enter 90 minutes

Include All Services Provided

If you SC + SP you will need a box for both services.

Service Providers complete own box for services page.

Include All Services Provided

If you SC + SP you will need a box for both services.

Other Services

Other Services are addressed within the Services tab

Early Intervention Services

and Other Services

Other Services

Deleting Services

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Getting Underway

Take the next 15 minutes and review

• Meeting Tab

• Service Tab

Service Coordinator

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And Team Evaluate Child

Getting started with family statements

Family Statements Form

(family assessment)Fill in the Family Statements once the evaluation is in process

Case Closure

To Access the Case Closer options, Service Coordinators clicks on EDIT Intake. Be sure to put in date.

SC Key Points & Summary• New Intake or Add Child - OA assists

• Meeting tab needs to be started so access to forms is available

• Services need to be assigned so others have access to child’s forms

• Services can only be deleted by the service coordinator

• Service coordinator must do the printing & submitting

• Service coordinator only can see everyone’s logs

Work on Your Own Cases

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In the remaining time,feel free to work on a case you brought.

Your local AEA office assistantCan assist your smoothSailing with the new web IFSP.

Dubuque - Rachael PutmanOelwein - Glenda Suckow Elkader - Julie Bergan