Evergreen Project Informational Webinar - Maine · Owner for the Evergreen Project. Here with me today is Brittany Rogers. Brittany is the OADS Contracted Project Manager, for the

Evergreen Project Webinar

Lesley Myska & Brittany Rogers

12/10/2019

Welcome to the Evergreen Project Webinar for the OADS EIS Community Partners.

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Welcome

Maine Department of Health and Human Services

• Introductions

• What can I expect from this webinar?

• How can I participate?

Introductions

My name is Lesley Myska. I have been the Information Services Manager, here at OADS

since February of 2016. I oversee the OADS electronic systems and I am the Product

Owner for the Evergreen Project.

Here with me today is Brittany Rogers. Brittany is the OADS Contracted Project

Manager, for the project.

What to Expect

This webinar is intended to provide you with some project background, a current status

update, and some additional information about the new Evergreen system.

Webinar Details/Ground Rules

We have prerecorded the upcoming webinar to provide a consistent message for all of

our participants.

Your lines will be muted throughout the webinar to ensure that there are no

distractions for other listeners.

We encourage you to type questions into the chat at any time during the presentation,

as we intend to save some time at the end to respond to as many as possible today.

We may not be able to get to all of the questions during this session, however, we will

collect all questions submitted and post a comprehensive list of responses to our

project website at the end of the series.

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Agenda


• Why Evergreen?

• How to stay informed

• Common questions answered

• Featured Highlights

• Questions

On today’s webinar we will cover the following topics:

Why the Evergreen Project is happening, including project background, goals, and the

current project scope.

How you can stay informed

Answers to some of the common questions we’ve already received

Updates on some of the new and improved features available in Evergreen

And we’ll save some time at the end of webinar to answer questions that you have

submitted through the chat feature.

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Why Evergreen?


• Why are we doing it?

• What are the goals?

• What is the scope of the project?

• Background

What is the Evergreen Project?

The Evergreen Modernization Project is an OADS initiative to implement a single

electronic system to replace the office’s Legacy systems (EIS, MAPSIS, and MeCare) in a

phased approach.

FEi Systems (FEi), was awarded the competitively procured State of Maine contract for

configuring and implementing the new system.

The project is a reuse type project, leveraging code which has been built and

implemented in 7 other states and counties.

Why are we doing this project?

Prior to 2012 the Long Term Services and Developmentally Disabled Services

populations were managed by different offices in separate systems.

Due to resource constraints these systems were never combined.

The now 20+ year old electronic systems are not flexible or stable enough to handle

ongoing policy and program changes.

Resulting in DHHS not being able to efficiently implement data-driven business

decisions with a high level of confidence.

The overarching purpose of the project is to reduce long term service delivery costs by:

Increasing staff efficiency through the automation of current manual and paper

processes.

Reducing system errors and billing issues by adding functionality to enforce

business rules.

Making reporting more efficient and improving data quality by giving staff direct

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access to data.

What is the scope of this phase of the project?

The scope of this phase of the project is to implement a non-proprietary, web-based,

Care Management software application, which will be comprised of proven, web-based

software modules, configured/customized to match State of Maine Adult Protective

Services and MaineCare Waiver Section 13/18/20/21/29 and State Plan 102, program

policies and rules.

The project also includes a Data Warehouse, which will receive data feeds through

interfaces with the new Evergreen system, as well as feeds from some of the DHHS

Legacy electronic systems such as MIHMS and MeCare.

The Data Warehouse will store and transform data for analytical reporting.

The primary project goal is to improve the services being provided to our constituents

through the

Automation of some paper and manual processes

Reduction of redundant data entry

Streamlining of workflows and processes

And improvement of data and reporting

Project Background/Update

The project officially kicked off in July 2018

We had our 1st production release on 5/31/19, which included a single module called

the Program Management module that is being used by two of the OADS staff to

manage the waitlist and offers for MaineCare Waiver Section 21 and 29.

We have two more releases planned.

One at the end of April 2020 for the Adult Protective Services and Public Guardianship

forms.

And one at the end of May 2020 which will replace of the OADS EIS functionality for our

Developmentally Disabled and Neurobehavioral Programs.

All of the system requirements were completed at the end of September.

The project team is currently focused on data migration and testing activities.

Formal User Acceptance Testing for the Developmental Disabilities and Neurobehavioral

program functionality will begin in February.

And Training for the EIS OADS users is planned for April of 2020.

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How To Stay Informed


• Monthly emailed communications

• Website www.maine.gov/dhhs/bh/evergreen/

Communications

FAQs

Training

If you are wondering how you can stay informed about the project, there are a couple

of simple ways.

The first is by reading the monthly emails that we have been sending to our EIS email

distribution list. The monthly emails include lots of great information such as project

updates, sneak peaks of some of the cool new features that Evergreen has to offer, and

answers to some of the frequently asked questions.

The other option is to visit our project website at www.maine.gov/dhhs/bh/evergreen/,

where you can find pdfs of all of the emailed communications, a comprehensive list of

all of the questions and answers from these webinars, and in the future, we will be

posting additional details such as training dates.

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Update EIS Email Address


• Update your email address in EIS

Do it yourself:

Send a request to: [email protected]

Microsoft Word

Document

If you haven’t been receiving our monthly emails, we may not have your current email

address.

You can update your email address by logging into EIS, clicking on the “My Events”

option in the left-hand menu, then from the “My Events” page, click on the “Set My

Preferences” option, make the necessary changes and click save.

If you’ve already done this and you still aren’t receiving our emails, please send a

message to the EIS Support email at [email protected].

It is important that we have your updated email address, as this is how we will be

sending out your Evergreen system login credentials.

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Common Questions Answered


• Common questions that have been asked

Training

Provider Portal

Data Migration

Browser Compatibility

We have already received several questions related to training, whether Evergreen will

include a provider portal, how data will be migrated into the new system, and which

internet browsers are compatible with the Evergreen system.

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Questions: Training


• Will I be trained? Yes

• When? April 2020

• Training Poll

The questions we have received about training include will training be provided and

when.

The answer is Yes and training is planned for April of 2020.

We have a multi-faceted training plan with a variety of training options including:

Live webinars, which will be recorded for playback

Robust training manuals with step by step instructions and system screen shots

A series of short video tutorials which will cover topics like searching for a person

record, creating a new form, submitting a reportable event, and so on

You will also be given access to a training environment, which you can access as much

as you’d like prior to the system launch to familiarize yourself with the system in

advance

We also intend to train up some of our internal staff such as the Incident Data

Specialists and Community Case Management Liaisons to provide additional support for

you after we go live

Lastly, FEI’s Help Desk will be available Monday through Friday from 8-5 to answer any

system related questions you might have

We are going to pause the recording for a short, four question poll, to help us

determine whether it is feasible to offer live, in-person training.

Please take a moment to respond to the questions now.

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Question: Provider Portal


• Will I be able to send data from my electronic system into Evergreen?

Yes, Eventually

Another question we have received is whether Evergreen will allow you to import data

from your own electronic systems directly into Evergreen.

The answer to this is question is yes, eventually.

This current project is the first phase of our system upgrades.

We plan to make additional enhancements including a provider portal, which will allow

for data to be uploaded into Evergreen.

This functionality will be included as part of the scoping for the next phase.

We will have a better time table for these enhancements by next year and will

communicate dates for this feature at that time.

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Question: Data Migration


• Will I need to print everything in EIS? No

• Will I need to manually input all of my client information into Evergreen? No

We have received a couple of questions about the data in EIS and whether you will

need to print anything from EIS in preparation for the move to Evergreen and/or

whether you will be expected to manually enter any of your existing EIS client data into

Evergreen once it has been rolled out.

The answer to both of these questions is no.

ALL data from EIS will be migrated and validated in the Evergreen System, and/or Data

Warehouse, by the project team before we switch over to Evergreen.

There will be no need for you to print any data in preparation for moving to the new

system and there will be no expectation that you will have to enter any of the EIS data

into Evergreen.

We will do that for you as part of the data migration.

Data necessary for you to do your jobs will be available in the Evergreen system and

historic data will be available upon request, from the OADS Information Services Team.

A data request process will be developed and shared with you, for submitting these

requests and receiving a timely response.

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Question: Compatible Browsers


• What browsers are compatible with Evergreen? Chrome and Internet Explorer are Confirmed

We have also heard from you about which internet browsers you can use with

Evergreen.

The Evergreen system is built using HTML5, which is a browser agnostic technology.

The system is fully tested in Chrome and Internet Explorer.

It should also work in Microsoft Edge, FireFox, and Safari, however we can not

guarantee full functionality in anything other than Google Chrome and Internet

Explorer 11.

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Features: Improved


• Person Profile

• Comprehensive Assessment

• Person Centered Plan

• Prior Authorizations

• Reportable Events

Person Profile

The Evergreen system is Person Centric, meaning almost everything you will do is

within the context of a person record.

In order to ensure that data is in sync with other DHHS systems such as ACES and

MIHMS, the Evergreen system will leverage some MaineCare data sets. The Member

data set will be searched, and matching records can be used to create a new person

record including names, social security and Medicaid numbers, and other demographic

information like addresses and phone numbers.

Data collected and maintained in the person profile will be used to prefill other

form/areas of the system, such as the comprehensive assessment, person centered

plan, and others.

The Person summary page is a landing page which contains all of the important items

that members of the Crisis team, After Hours support, Public Guardians, and Case

Workers would need immediate access to such as:

Guardianship Status

Critical, Safety, and Environmental Alerts

Allergies

Eligibility/Enrollment Status

And Waitlist/Offer Status to name a few

Comprehensive Assessment

In Evergreen we have condensed our three existing assessment forms (the BMS 99,

Psychosocial, and portions of the V7) into a single Comprehensive Assessment form.

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Data from the Person Profile and Intake assessment will feed into the comprehensive

assessment, making it much more efficient for Caseworkers to complete.

The assessment questions grouped by domain or topic areas.

Most of the questions are yes/no answers and several are contingent on others and will

only display if previous responses require them to be answered.

Each domain areas has a set of standard “Needs” question which will be used to pre-

populate the Person Centered Plan under the Shared Planning Needs section.

When a person experiences a significant change in need, the most recent comp assess

will be made available for editing.

Person Centered Plan

With the help of some subject matter experts and the PCP Board we have been able to

overhaul the Person Centered Plan in Evergreen.

This new format will reduce the process from 4 Parts down to 2 Steps.

Portions of the plan will be pre-populated by the person profile and the comprehensive

assessment.

The process coordination section is grouped into same domains as the comprehensive

assessment, with ability to view all of the answers from each assessment domain

without having to navigate away from the plan.

The shared planning section offers the ability to document non-waiver and natural

supports, along with waiver services.

And documentation of the services and supports being provided, from the current V7,

have been incorporated into this section as well.

Supports being provided to, with and for the person, can be documented in text fields

within each service added to the plan or uploaded as a HAB Plan attachment.

The services section will also allow risks captured during process coordination to be

linked to a need and mitigations strategies documented in the services being provided,

per the HCBS Rules.

All Waiver Services added and approved at the meeting will auto generate Prior

Authorizations for Resource Coordinator review/approval.

Prior Authorizations

Prior Authorizations, which are generated by the plan will queue up for resource

Coordinator review and approval in the PA module.

Evergreen will also leverage MaineCare a provider data set for the creation of

organizations and locations, which will help to reduce PA errors related to mismatching

NPIs.

The MaineCare data sets will also give us the ability to display PA utilization within the

Evergreen system.

Reportable Events

The reportable events form has also been streamlined.

It now includes a couple of standard questions about emergency and law enforcement

involvement, which will help to reduce the number of custom questions being asked.

And custom questions will dynamically appear within the form based on the categories

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selected making it more efficient to provide answers than in EIS.

The death report questions have also been incorporated as custom questions to

eliminate the separate step for reporters to complete another form.

The 30 day follow up form is available immediately upon submission of a reportable

event, however it can be filled at any time within the 30 day period.

Evergreen will provide the user with a reminder if the follow up hasn’t been completed

within 25 days of submission, so that they are submitted timely.

AND best of all…you will no longer have to use EIS!

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Features: New


…and MORE

• Help features

• Password resets

• Attachments• Global print

• Queries

• Enhanced Person Profile• Single sign-on

• Field level validation

• Required fields

• Business rules• Coverage

• Electronic signature

• Responsiveness• Chrome

In addition to the improvements, Evergreen will offer several things that EIS doesn’t.

You will have access to a Help section, where you can find user manuals and training

video tutorials, along with the contact information for the Help Desk. More

importantly, you can submit a support ticket from any page within the system and track

the status of the ticket within the Help section.

You will no longer have to wait for someone to reset your password for you, as you will

have the ability to reset your Evergreen password whenever you need to.

In Evergreen you will have the ability to upload and view attachments by category.

Evergreen also offers a global print feature that allows you to print any page, as it is

displayed, within the application.

Queries are predefined role based task lists that allow you to quickly drill down to the

outstanding tasks that require an action.

The Evergreen Person Profile includes a Health Information tab where you can add

multiple diagnoses, medications, allergies, and more) as well as a History tab where

new bits of history can be added by domain categories and sub categories, as they are

discovered.

If you are a user with multiple roles, you will only need one set of login credentials for

your combined set of access.

Field level validations preventing things such as future dates of death, alpha characters

in numeric value fields, etc., will help to reduce data entry errors.

Required fields will be highlighted and marked with asterisks if they are required to

save a form and fields required for submission will be marked with an exclamation until

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they have been filled, when they will change to a check mark. Each form will provide

the ability to see which sections still need to be completed before a form is submitted.

Business Rules will alert users when they attempt to execute something that they might

not want to do (ex: resource coordinators will see an alert when a prior authorization

might result in a claim being denied due to provider enrollment ending before the

service authorization end date).

If you are going to be out of the office for an extended period of time, you can use the

coverage feature to assign someone to cover in absence. If you are out unexpectedly,

then your supervisor can assign coverage for you.

The electronic signature feature allows you to capture person and caseworker

signatures on a variety of forms using the computer touch pad OR you can choose to

upload a document with a wet signature if you prefer.

The Evergreen system will respond faster than EIS, with 80% of page clicks resolving in

less than 2 secs.

Evergreen has been fully tested and is confirmed to function in Google Chrome.

And so much more.

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Evergreen Home Page Screen Shot

Welcome to Evergreen

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Questions


We have reached the live question portion of the webinar.

Please feel free to type your questions into the chat now.

We will answer as many questions as possible in the remaining time.

All of the questions submitted, will be collected and responses will be posted to our

project website at www.maine.maine.gov/dhhs/bh/evergreen/, at the end of the

webinar series.

You can also email the Evergreen project team at any time at

[email protected].

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Brittany Rogers

Project [email protected]

https://www.maine.gov/dhhs/bh/evergreen/index.shtml


This concludes our webinar.

Thank you for participating!

We look forward to working with you on a successful system implementation in 2020.

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Evergreen Project Informational Webinar - Maine · Owner for the Evergreen Project. Here with me today is Brittany Rogers. Brittany is the OADS Contracted Project Manager, for the