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Florida Safe Families Network

Person Provider

User Guide

October 09, 2020

Prepared for State of Florida Department of Children and Families

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Florida Safe Families Network Person Provider (FSFN) User Guide

October 09, 2020 of 23

Change History Release #

Date CR # or

Incident # Change Description Author(s) Section Modified

12.15.2013 Transformation UHS Background Check FSFN Enhancements Team

Complete document

03/22/2017 CR529.24 Updates per CR Jishil Johnson To add a Household Member or a Non-Household Member

03/28/2017 CR529.24 Peer Review per CR529.24 Kathleen Watson

To add a Household Member or a Non-Household Member

04/17/2017 Reformatted to remove blank page

Leah Dienger

2/26/2018 UHS/OPHA Added screenshots and information up through sprint 12

Chris Gosselin All screenshots and information with UHS/OPHA enhancements

04/25/2018 UHS Updated to incorporate DCF feedback

Kortney Rudd Entire Document

11/28/2018 Amd 20 GAP Licensing – Sprints 1-3 updates

Patricia Atchley

Throughout

12/21/18 AMD 20 Training Tab Supplemental Sprint 4 updates

Hope Martin To edit the training tab section

12/26/2018 Amd 20 GAP Licensing – Sprint 4-5 peer review and incorporating DCF feedback

Patricia Atchley

Throughout

7/15/2020 ENHQ120-21 Sprint 1 Changes Tyler Daniel Added the To Add Compliance History Record section pages 10-12

08/05/2020 ENHQ120-21 Sprint 2 Changes Tyler Daniel Pages 10-12

10/08/2020 ENHQ120-21 Finalized & accepted changes for Q120-21 Enhancement

Melissa Daniel Throughout

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Table of Contents About FSFN User Guide ............................................................................ 4

The Intended Audience ................................................................................................................. 4

Prerequisite Knowledge ................................................................................................................ 4

Related Resources ....................................................................................................................... 5

Person Provider ......................................................................................... 6

About Person Provider .................................................................................................................. 6

To edit Person Provider information ............................................................................................. 6 To add a Compliance History record ............................................................................................ 9 To add a Household Member or a Non-Household Member ...................................................... 11 To edit the Characteristics tab .................................................................................................... 17 To edit the Training tab ............................................................................................................... 22

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About FSFN User Guide The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN, but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of children, families, and adults of Florida.

The Intended Audience This user guide serves a wide audience of FSFN end users who include:

• Adult and Child Protective Investigators • Hotline Criminal Investigation (CI) Unit • Ongoing Case Managers • Provider Management

• Security Officers/Administrators • Supervisors • Support and Data Entry Staff

Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, please read the following information. If you need to refer to additional User Guides, How Do I Guides, or other information, visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us).

• You must have a working understanding of Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN.

• You must have a working understanding of the basic FSFN navigation and functionality. See the Multi-Topic Basics User Guide and How Do I Guide.

• If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I Guide.

• Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book.

• The Search page referred to within this user guide is the Search page with four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other type of searches may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are working. The Person Search page should not be confused with the Search page with the Person tab.

http://fsfn.dcf.state.fl.us/

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Related Resources Visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us) for online access to additional resources to support FSFN system end users, including:

• FSFN Project Information • Online Web-based Training (WBT) • User Guides • How Do I Guides (Job Aids) • Topic Papers (System Functionality Design) • Reference Data (Selection Values)

http://fsfn.dcf.state.fl.us/

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Person Provider

About Person Provider This user guide outlines the steps to create and maintain Person Providers in Florida Safe Families Network (FSFN).

To edit Person Provider information From the Desktop, you can access the Person Provider page for a provider that is currently

assigned to you through the Providers expando by selecting the Provider Name hyperlink.

A Person Provider can be accessed in view only mode by searching for the provider from the Search button at the top of the FSFN homepage.

1. Drill down on the Providers expando and click the applicable Provider Name hyperlink.

2. The Person Provider page displays

3. Review the Home tab.

The Home tab displays contact information about providers of family-based care. Documented information includes Alternate Contacts, Primary Language, and Marital Status, and can be updated at any time.

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4. From the Basic group box, select a type from the Type drop down.

5. From the Basic group box, select a status from the Status drop down.

6. On the Home tab within the Home Information group box, update the Primary Language and/or Marital Status drop downs, if applicable.

The Provider Address, mailing address, and phone contact information for the Caregiver(s) will prefill from the Person Management page.

7. Within the Alternate Contact Information group box, enter the Alternate Contact Name, Alternate Contact Phone number, and any additional information, including additional contacts, if applicable.

8. Within the Tax ID Number group box, select the appropriate tax identification radio button, and then enter the provider's FEIN or SSN, if applicable.

9. From the Schools/Child Care Facilities group box, click Insert to add a School.

10. From the Vendor ID group box, click Insert to add a Vendor with associated Vendor ID.

11. Within the Operational Hours group box, enter the hours of operation.

12. Click Save.

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13. From the Actions List Box, click the Background Screening hyperlink.

14. The Provider Background Screening pop-up page displays.

15. From the Screened Records group box, select the applicable active household member from the Name drop down.

16. Within the Cleared? column, select the Yes radio button, if applicable.

This column defaults to No.

17. Indicate the Effective Date or Expiration Date, whichever is applicable, for each of the following columns: LOCAL, FDLE, FBI, FL Abuse Registry, and OS Abuse Registry.

18. Within the Background Screening Summary group box, document the applicable information.

19. Click Insert.

a. To Delete the Inserted row click the Delete hyperlink

b. A validation message displays.

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c. Click the Yes button.

d. The newly inserted row is removed.

20. Click Save.

21. Click Close.

22. You are returned to the Person Provider page.

To add a Compliance History record

1. From the Actions List Box, click the Compliance History hyperlink.

2. The Compliance History pop-up page displays.

3. Click Insert if the provider is no longer in compliance with background screening safety requirements.

The user has the ability to delete the row prior to saving the page for the first time by clicking the Delete hyperlink. Once the page is saved, the row cannot be deleted.

4. Enter a Start Date in the mm/dd/yyyy format.

A Start Date is required to save the non-compliance row.

The date cannot be a future date.

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5. Click the Add Reasons hyperlink.

Once the row has been saved, this hyperlink displays as View Reasons and will be “view only”.

6. The Non-compliance Reasons Pop-up Page displays.

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7. Check the check boxes for reasons the provider is no longer in compliance with background screening safety requirements.

8. Click Continue.

At least one check box must be selected for the Continue button to be enabled.

9. Click Save.

If an End Date was not provided for a Compliance History record and the provider has an active or amended license with the type Level I through Level V, the following message will display: "You are indicating this provider is currently out of compliance with background screening safety requirements, continuing without an end date will place their license on hold. Would you like to proceed?" with Yes and No options.

a. If the No option is selected, the page is not saved and the user returns to the Compliance History page.

b. If the Yes option is selected, the Compliance History page is saved, the Start Date and Reason for non-compliance become frozen, and the provider’s active and amended licenses of Level I through Level V are placed on hold. This prevents the placement of children with a Provider during periods of non-compliance. When this license is placed on hold, an Additional Licensing Action is added of ‘Placed On Hold’ with Reason 1 being ‘Non-Compliance Background Screening Safety Requirements’ and the Effective Date equal to the current date.

If an End Date is provided to a previously saved non-compliance row, FSFN checks if the provider has Level I through Level V license that is ‘on hold’. If the provider does have a Level I through Level V license on hold, the following message will display: “You are indicating that this provider is in compliance with the background screening safety requirements. Saving this record will reactivate the license. Would you like to proceed?” with Yes and No options.

a. If the No option is selected, the page does not save the user is returned to the Compliance History page.

b. If Yes is selected, the page saves and reactivates the license that was placed on hold as effective on the End Date entered. When a license is reactivated, an approved Additional Licensing Action of ‘Reactivate’ is added with an Effective Date equal to the End Date with Reason 1 of ‘Non-compliance Background Screening Safety Requirements’.

A Relicense should be reactivated via non-compliance as “Active-Regular” instead of returning to “Renewed”. This also applies to Relicense (Extended).

10. Click Close.

11. The Person Provider page displays.

To add a Household Member or a Non-Household Member 1. From the Person Provider page, click the Members tab.

2. Review the captured information.

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3. The Members tab displays information about individuals residing at the provider service location, and non-household member that have a role with regard to the family. This includes all household members (parents, birth or adoptive children, relatives, and non-relatives) and children currently in placement. Users can modify, remove, delete, or add a person from the Members tab. Click Insert to in the Household Member or Non-Household Member group boxes to add new persons.

4. The Person Search page displays.

5. Enter the applicable Search Criteria.

6. Click the Search button.

7. Either click the Select hyperlink for the applicable person returned or click the Create button to create a new person in FSFN.

8. Click Continue.

If you create a new person and the system determines that person has a duplicate SSN the Potential Person Match page opens. You will have to view every duplicate SSN before you can allow the duplicate SSN and continue with adding the person to the case. Once viewed, the person’s record will display the Viewed icon with a check mark. After the duplicate records have been viewed, the “Allow Duplicate SSN” button will be enabled.

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9. You are returned to the Members tab of the Person Provider page.

10. From the Role drop down, select the applicable value for the newly added household or non-household member.

If the provider is not licensed, the user will have the ability to select the household member’s name hyperlink to navigate to the Person Management record. The Person Management page will open in view mode. If the provider has an active License, the user must access the Person Provider page via the License page in order for the Home Member entries for Caregiver 1 and 2 to be enabled.

In order to save the page one Member must have the role of Caregiver 1.

11. Click Save.

12. Click the Name hyperlink for one of the household members.

13. The Person Management page displays in edit mode.

If the role of a provider member changes to Caregiver 1 resulting in a change to the provider’s name, the previous provider name is saved as an additional name with a type of “Previously Known As.”

If a user tries to add a new member as Caregiver 2, or change an existing member to Caregiver 2 for a Licensed Provider who only has a Caregiver 1, they receive an error unless they are accessing the page from the Licensing page.

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14. Click Close.

15. You are returned to the Members tab of the Person Provider page.

16. Within the Household Members group box, click the Modify hyperlink for a listed participant other

than Caregiver 1.

17. The Member Status pop-up page displays.

The Member Status pop-up page is used to inactivate and/or remove household members. The Member Status Pop-up page can be used in the Non-Household Members group box to inactivate non-household members by selecting the Active hyperlink in the Status column. Once inactivated, the Active Hyperlink changes to Inactive and can be used to access the Member Status Pop-up page again.

If the user attempts to "remove" or "inactivate" a Household Member from the Members tab - Household Members group box who has a row inserted on a PENDING Unified Home Study, on the Financial Security, Resources and Child Care Arrangement tab - Employment Information or Monthly Support or Income, a validation message will be displayed as follows: The Household Member cannot be inactivated or removed because they have an Employment record or Monthly Support record included on a "Pending" Unified Home Study. <Close>

If the user attempts to delete a Non-Household Member from the Members tab - Non-

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Household Members group box who is included on ANY Unified Home Study for that specific Person Provider ID, the following validation message will be displayed as follows: The Non-Household Member cannot be deleted because s/he is included on a Unified Home Study. <Close>

18. Select the applicable value from the Reason drop down.

19. Enter the applicable Effective Date.

20. Click Save.

21. Click Close.

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22. Click the Remove hyperlink for the inactivated household member.

If the person you are trying to remove is “Unknown, Unknown” then the system will display a validation message. The worker will be prompted to navigate to the Person Management page and evaluate whether or not they can merge the unknown person.

23. A validation message displays.

24. Click the Yes button.

25. The Member Status pop-up page displays.

26. Select the applicable value from the Reason drop down.

27. Enter the applicable Effective Date.

28. Click Save.

29. Click Close.

30. Repeat steps 3 through 29 to add another household member but do not click the Save button on the Person Provider page upon returning from the Person Search page.

31. Click the Delete hyperlink.

32. The standard Delete validation message displays.

33. Click the Yes button.

34. The newly inserted row is removed.

35. Click Save.

The Children in the Placement group box displays information about children currently placed in the home. This is system derived from the placement information and contains gender, DOB, Age, Role, Child Placement Agreement, and child’s name as documented in FSFN. If a “Y” displays in the Characteristics (Char) field ,the user can go to the child’s Person Management page using the child’s name hyperlink, and then to the Additional tab where client characteristics can be viewed. If necessary, a scroll bar in the Children in

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Placement group box allows all children in placement with the provider to be viewed. If there is an Active Child Placement Agreement for the child, the Child Placement Agreement column displays Behavior Management Plan or Care precautions hyperlink based on the type of Child Placement Agreement the Child is currently placed. If the child currently placed with the Person Provider is not currently on an “Active” Child Placement Agreement, the column reflects NO in plain black text. Upon clicking on the hyperlink, the Child Placement Agreement launches in Edit mode if the person provider is accessed from the desktop, and be based on the current users security.

To edit the Characteristics tab 1. From the Person Provider page, click the Characteristics tab.


The Characteristics tab contains possible and selected values that represent potential provider characteristics.

3. Within the Family Accepts group box, use the CTRL key to select multiple values from the Possible Values list.

4. Click the Add button.

5. Within the Other Family Characteristics group box, use the CTRL key to select multiple values from the Possible Values list.

6. Click the Add button.

7. Within the Family Accepts group box, click the Add All Values button.

8. Within the Family Accepts group box, use the CTRL key to select multiple values from the Selected Values list.

9. Click the Remove button.

10. Within the Other Family Characteristics group box, click the Remove All button.

11. Click Save.

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12. Click and review the information captured on the Services tab.

The Services tab maintains information about the specific services offered by a Person Provider.

13. Within the Provider Capacity group box, enter 6 in the Total Bed Capacity field.

14. Click Save.

15. Within the Service Specifics group box, select a value from the Fiscal Agency drop down.

16. Click the Edit Other Services hyperlink.

17. The Edit Other Services pop-up page displays.

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18. Within the Unlicensed Services group box, click Insert.

19. From the Category dropdown, select Adoption.

20. From the Type dropdown, select the applicable service.

21. From the Status dropdown, select Active.

22. In the Total Capacity field, enter a number equal to or less than the Total Bed Capacity entered on the Services tab.

23. Enter the Contract ID, if applicable.

24. From the Service Specifics group box Options drop down, select Provider Service Rate.

25. Click the Go button.

26. The Provider Service Rate pop-up page displays.

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27. In the Provider Services group box, enter the applicable Effective Date for the Service Rate.

28. From the Rate Period drop down, select Monthly, if applicable.

The Rate Period defaults to Daily.

29. Enter the applicable daily or monthly Rate.

30. Click Select to select one row.

31. Click the Delete hyperlink to delete the associated row.

It is possible to break down the provider rate into multiple reporting categories.

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Reporting categories appear in the drop down only if the Reporting Category Effective Date on the Other Cost Accumulator page is on or before the provider rate effective date.

The Reporting Category Inactive Date on the Other Cost Accumulator page must be blank or occur on or after the provider rate effective date.

If the reporting category was previously saved and is now inactive, it displays with “Inactive” and the inactive date in parentheses “(mm/yyyy)” appended to the description.

32. From the Multiple Rate Categories group box Reporting Category drop down, choose a category.

33. In the associated Rate numeric field, enter the rate.

34. Click Delete to delete the associated row.

35. Click Continue to determine if multiple rates or updates are entered.

If multiple updates or rates have been entered, verify that the total of the reporting category rates equals the rate on the associated row for the provider service rate.

36. Click Close.

37. The Person Provider page displays.

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To edit the Training tab 1. From the Person Provider page, click the Training tab.


The Training tab maintains information about training classes and training history.

3. Within the Course Listing group box, click Insert.

4. Select the applicable active household member from the Member drop down.

5. Select the applicable value from the Training Type drop down.

6. Enter the applicable Start Date.

7. Enter the Date Complete, if applicable.

8. Enter the Hrs. Cmpl, if applicable.

9. Enter the Course Title in the Course Title text field.

10. Click Save.

11. Select and review the information captured on the Merge/Name History tab.

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The Merge History tab maintains a history of the removed providers merged into the current Person Provider.

12. Click Close.

13. The FSFN Desktop displays.

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