advanced eto data entry february 2015 1. learning objectives at the conclusion of this training,...
TRANSCRIPT
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Advanced ETO Data Entry
February 2015
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Learning Objectives
At the conclusion of this training, CWICs will:• Understand the overall importance of
timely, accurate and complete data entry.• Understand the definition of efforts and
when they should be entered.• Understand how and when to properly
record follow-up assessments. • Understand the upload documents
feature.• Understand how to connect with, and
access available ETO resources. 2
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Recording Efforts
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Meeting the Efforts Benchmark
• Benchmark: Number of WIPA enrollees with at least 4 efforts recorded within the first 182 days of enrollment.
• Calculation: – Numerator = participants active in WIPA Services
within the date range who had more than 3 efforts recorded before their 183rd day of enrollment.
– Denominator = participants in WIPA Services with 4 or more efforts in the first 182 days AND participants enrolled at least 182 days.
• Goal: 80% of WIPA enrollees will have at least 4 efforts within the first 6 months of enrollment into WIPA.
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What Constitutes an Effort?
• In the WIPA program, efforts are defined as ANY action with or on behalf of the beneficiary:
• Every contact, attempted contact, or action with a beneficiary, or with another entity on behalf of the beneficiary should be recorded as an effort.
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Examples of Efforts
• Leaving a message for a beneficiary• Requesting, or assisting with benefits verification• Mailing the beneficiary additional work incentives
information • Answering questions about the Ticket program• Completing or updating the Benefits Summary &
Analysis (BS&A) or Work Incentives Plan (WIP)• Discussing the BS&A and/or WIP with the
beneficiary • Assistance with earnings reporting• Communicating with VR, EN, or others on the
beneficiary’s support team
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Efforts Reminders
• Begin entering efforts as soon as the beneficiary is enrolled in the WIPA program. It is not necessary for the baseline assessment to be completed first.
• Complete the fields on the WIPA Effort that are relevant to the action you are recording.
• Always complete the ‘time spent’ field, but do not include time spent traveling to or from meetings/ activities.
• Each time an Effort is recorded, a case note related to the activity may be entered in the notes field. Since Efforts are now recorded for all activities with or on behalf of a beneficiary, it is possible to maintain a complete case note record within ETO.
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When to Record Efforts
• Remember the “DATE” acronym – Do At Time of Event!
• Timely and accurate effort entry is critical in terms of meeting your benchmarks.
• Entering all efforts as soon as they occur will eliminate the need for intense “back-data entry” days.
• Immediate effort entry also ensures that critical contacts with the beneficiary and others are not forgotten, and results in a complete electronic case record.
• If it’s not recorded in ETO; it didn’t happen!8
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The Effort Screens
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Caution: watch for date of contact accuracy, default will be day of entry.
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Value = Provided Problem Solving & Advocacy, Work Incentives Analysis, or Long Term Support ServicesTime Spent – record in minutes
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Jackie Case Study - Efforts
• Jackie is 36 year old SSI beneficiary enrolled in WIPA services.
• She’s not currently working, but has recent past work; wants individualized services, and wants to pursue future work as her health allows.
• 5 efforts are recorded between enrollment in WIPA Services and development of the BS&A.
• Several of the efforts document verification tasks required to finalize the Baseline Assessment.
• Refer to Case Study document for discussion details.
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Efforts: Recording BS&A Development
• Important: Enter only one effort when the BS&A is completed, but include all time spent analyzing the information and developing the report.
• Record the effort as soon as the first activity related to development of the BS&A occurs.
• Edit the effort each time additional development activities occur and add details in the case notes box.
• ONLY check the ‘Completed BS&A’ box when the effort (BS&A) is finished, and change the date of the effort to that date.
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Example of BS&A Effort
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Activities Included in BS&A Development
• Analysis of BPQY, all verification documents received, beneficiary employment plans, and any other pertinent information gathered.
• Actual writing of the BS&A.• Supervisor/peer review of draft BS&A.• Finalization of the BS&A. • The goal is not to count the BS&A
development more than once, but CWICs should document all of the time spent and steps completed in one effort.
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Jackie Case Study – BS&A Development Effort
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• Refer to Effort #6 in attached Case Study document
• Total time spent is 285 minutes (4.75 hours)• Each individually dated contact or activity
point is detailed in the ‘notes’ box with the time segment noted as well.
• The Date field reflects the final date that the BS&A is completed.
• BS&A Status field is marked as ‘Completed BS&A’
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What is NOT Part of the BS&A Development Effort
• Gathering information and verifications by contacting various providers. (pre-BS&A)
• Reviewing the completed BS&A with the beneficiary.
• Answering subsequent questions related to information presented in the BS&A.
• Developing future BS&A updates.• These are all individual, separate efforts!
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Jackie Case Study – Other Efforts
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• Although it may appear that these efforts could be part of the BS&A development effort, separate effort entries should be recorded for the following activities:
• Efforts #1, 2 & 3 in attached Case Study document relate to gathering necessary verification for the BS&A, as well as the baseline assessment.
• Effort #7 captures the review of the BS&A with Jackie and answering her questions.
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Efforts: Recording WIP Development
• Important: Enter only one effort when the WIP is completed, but include all time spent discussing potential steps with beneficiary and others and developing the WIP.
• Record the effort as soon as the first activity related to development of the WIP occurs.
• Edit the effort each time additional development activities occur and add details in the case notes box.
• ONLY check the WIP Completed box when the effort (WIP) is finished, and change the date of the effort to that date.
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Example of WIP Effort
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Activities Included in WIP Development
• Discussing beneficiary choices that result in “to do” steps from BS&A review.
• Confirming participation with other members of the employment support team in relevant action steps
• Drafting and finalizing appropriate WIP action steps.
• Mailing / delivering completed WIP to beneficiary.
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Jackie Case Study – WIP Development Effort
• Refer to Effort #8 in attached Case Study document
• Total time spent is 120 minutes (2.0 hours)• Each individually dated contact or activity
point is detailed in the ‘notes’ box with the time segment noted as well.
• The Date field reflects the final date that the WIP is completed.
• WIP Status field is marked as ‘Completed WIP’
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Editing Efforts
• Efforts can only be edited by the CWIC who originally recorded the effort.
• Access previously recorded efforts via the beneficiary dashboard.
• If the effort you want to edit is not shown in the “Recent Efforts” box, you can review all efforts from the “Action Links” box by searching a specific date range.
• Remember to update the ‘date’ and ‘time spent’ fields appropriately.
• Refer to ETO Guidance, Tips and Reminders document for specific how-to steps on editing.
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Strategies for Recording Efforts
• Only check the ‘Completed BS&A or WIP’ box ONE time!
• ‘Completed BS&A or WIP’ should only occur once, all future revisions or updates to either document should be reflected as ‘Updated BS&A or WIP’.
• Notes should be “just the facts”, no judgment statements.
• Consider developing standard notes that are regularly used, and copy & paste from a Word document into the “notes” field of the effort to save time.
• Project may also want to develop some standard shorthand phrases for short contacts.
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Completing Assessments
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Importance of Assessments
• Assessments record a baseline and ongoing changes in beneficiary’s status as an indicator of service impact.
• WIPA Services are all about measurable outcomes! Without baseline and follow up assessments, outcomes cannot be measured and documented.
• The data collection goal is to document the activities and successes of the WIPA projects and share these results with Social Security and Congress.
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Baseline Assessment
• ALL individuals enrolled into the WIPA program must have a Baseline Assessment completed.
• A beneficiary only gets one Baseline Assessment.
• The Baseline Assessment establishes the “start point” in the beneficiary’s employment journey. As changes occur, future assessments will be compared to the baseline to measure beneficiary outcomes. 27
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Completing the Baseline Assessment
• May take more than one sitting to complete (may only get partial info from the beneficiary in one contact).
• Continue updating Baseline Assessment and save as a draft until the point you have verified all benefits.
• Once all benefits are verified, the Baseline is complete and saved as ‘final’. No further updates are made to the Baseline Assessment at this point.
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Follow-up Assessments • Record a Follow-Up Assessment anytime there is
a change in the beneficiary’s situation after the baseline assessment is completed.
• No limit to the number of Follow-Up Assessments.
• Each time you learn of a change in a beneficiary’s situation, take a new Follow-Up Assessment.
• Follow-Up Assessments can be pre-populated with information from the prior assessment.
• A Follow-Up Assessment and an Effort can be completed at the same time, if applicable.29
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Types of Changes in Situation
• Changes in situation equal recording a Follow-Up Assessment. Examples include:– Start/stop working – Increase/decrease hours or wages– Employer health coverage starts/stops– Work incentive starts/ends– Ticket assignment/unassignment– Changes in benefits received (type,
amount, entitlement, etc.)
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Follow-Up, Effort, or Both?
• Follow-up Assessments capture information on a change in the beneficiary’s status.
• Follow-up Assessments do not provide a record or means for tracking the work being completed by the CWIC.
• Any activity done with or on behalf of a beneficiary is recorded as an effort.
• If, during the contact being recorded as an effort, you learn that a change has occurred in the beneficiary’s status, also record a Follow-Up Assessment.
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Follow-Up, Effort, or Both?
Example:The CWIC has a conversation with a beneficiary to learn about their current situation, and in the course of that conversation learns about a change in their situation that constitutes a Follow-Up Assessment. •Record a Follow-Up Assessment to record the change in the beneficiary’s status.•Also record an Effort to capture information (make a case note) about the contact with the beneficiary.
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Jackie Case Study – Follow-Up Assessment
• Effort #4 documenting a call with Jackie notes that she has just begun receiving Unemployment Insurance.
• This change in receipt of benefits results in the completion of a Follow-Up Assessment in addition to recording of an Effort.
• Efforts #9 and 10 - Although the CWIC had contact with Jackie after the WIP was developed, neither contact resulted in the need for a Follow-Up Assessment, there was no change in situation.
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Jackie Case Study – Follow-Up Assessment
• Effort #11 documents a discussion with Jackie that notates another change in situation – a new job.
• This change requires another Follow-Up Assessment to be completed in addition to Effort #11.
• Effort #12 documents yet another conversation with Jackie indicating another change in situation – the end of receipt of UI; meaning another Follow-Up Assessment.
• Note that this is the third time both an Effort and a Follow-Up Assessment are completed to document one point of contact.
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Uploading Documents
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Uploading Beneficiary Documents in ETO
• The upload feature is available in both the I&R and WIPA programs.
• There is no limit on the number of documents, size of documents, or frequency of uploads.
• Since ETO is a Social Security approved and secure environment, WIPAs may upload files with PII. There is no need to remove or limit PII before uploading.
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Benefits of Uploading Documents
• Paper reduction
• Security – all information is in a secure environment
• Provides back-up; mitigates potential loss of data
• Access to important beneficiary documents across project staff when back-up coverage is needed
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Uploading Beneficiary Documents in ETO
WIPAs are strongly encouraged to save and upload the following types of documents:
•Correspondence created / sent to beneficiary or other agencies•BS&A reports and WIPs•Release of Information forms•Signed WIPA program policies, procedures, and rights form(s)•BPQY and other benefits verification forms
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More Types of Documents to Upload
• Social Security work incentives development forms/documents
• Work incentives documents for other programs
• Copies of Individual Plan for Employment or other employment related plan documents
• Pay records (documentation on pay received, copies of receipts for wage reporting)
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Tips for Uploading Beneficiary Documents
• CWICs are encouraged to upload draft and final versions of the BS&A report, WIP, and other communications.
• Be aware that simply uploading the BS&A and/or WIP does NOT record it towards meeting the benchmark – you must complete an effort to document completion of a BS&A and/or WIP.
• Be consistent across staff in labeling types of documents. Note ‘draft’ in the file name when applicable.
• Refer to handout Uploading Documents for detailed instructions.
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Where to Go for Assistance – Resource Documents
• www.vcu-ntc.org has a designated ETO page that contains many valuable resource documents.
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Where to Go for Assistance with Technical Issues
• Requests for assistance with technical issues should be directed to the WIPA Technical Helpdesk:
– 855-816-0890 or [email protected] – Friday, 8:00am – 8:00pm EST
– Examples of technical issues include: activating a secure government furnished computer and ETO user account, access to ETO, difficulty logging in, finding a beneficiary in ETO, missing data, hardware or software issues, technical difficulties with accessing reports in ETO, how to upload documents.42
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Where to Go for Assistance with Other Issues/Questions
• All requests for assistance related to entering data on beneficiaries to accurately capture services provided should be referred to your VCU Technical Assistance Liaison. – Examples include: determining who to enter into
I&R and WIPA services; determining how to view TtW Helpdesk referrals into ETO; when to dismiss someone from I&R; deciding when a follow-up assessment is necessary; or when to enter efforts into ETO
– For TtW Helpline referral issues, also include Laura Coffey: [email protected]
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Final Thoughts
• Timely, accurate and complete data entry is CRITICAL!!!!
• Contact your TA liaison for questions about what to enter.
• Questions?
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