hcsis release 8.3 announcement · bureau of autism services there is no impact to lms...
TRANSCRIPT
1
HCSIS Release 8.3 Announcement HCSIS Release 8.3 goes live on November 13, 2016. This release incorporates twenty-one maintenance items, Work Order 1034 – Community Health Choices – Phase 1A and Work Order 3026 – ODP Employment Volunteer Data Collection. This release newsletter provides a review of these system changes.
The enhancements and changes in this release are a direct result of requests and recommendations from the field. These enhancements allow HCSIS to support your business processes more effectively. Thank you for your valuable input!
Release 8.3 Communications November 2016
2
Release 8.3 Communication
.0 Communication
Contents HCSIS Release 8.3 Announcement ................................................ 1
Maintenance Updates ..................................................................... 4
Office of Developmental Programs - Bureau of Autism Services
Character Counts for Various Fields within Plan Screens in ACAP & AAW Have Been Increased ..................................................................................... 4
Office of Child Development and Early Learning - Bureau of Early Intervention Services
The Evaluation Report Due Date Will Now Calculate Correctly .................... 5
Preschool Program Users Are Now Able to See Children on Their Caseload on Their Caseload Facesheet ........................................................................ 6
Users Receive a Validation Message When Using Multiple Windows to Finalize an Evaluation Report and Update Developmental Domain Information ..................................................................................................... 7
Users Receive a Validation Message When Trying to Extend the Annual Review Date Past a Child’s Third Birthday .................................................... 8
Users Receive a Validation Message When Assigning Documents to a Provider That Have Already Been Assigned .................................................. 9
Office of Developmental Programs - Intellectual Disabilities
Waiver Capacity Allocation History Will Now Display the Correct User Name on the Last Changed User Column .............................................................. 10
Service Notes Management Review Report Will No Longer Experience Missing Individuals ....................................................................................... 11
Office of Long Term Living
OLTL SC Entities with Multiple Service Locations in their SC Entity Profile Can Access PDA Plan Screens ................................................................... 12
Office of Developmental Programs - Intellectual Disabilities/Office of Long Term Living
Users Cannot Save Draft Plans with Incorrectly Assigned Waivers ............ 13
Office of Developmental Programs - Intellectual Disabilities/ Office of Mental Health and Substance Abuse Services
Users Can Now Search for Providers with Names Beginning with Numbers or Special Characters on the Consumer/Provider Relationship Screen ...... 15
NULL Message No Longer Displays When Searching on Print Plan Screen ..................................................................................................................... 16
Office of Developmental Programs - Intellectual Disabilities/Office of Developmental Programs - Bureau of Autism Services/Office of Long Term Living
The EIM Printable Summary Now Reflects the Correct Extension Due Date Information from the Report Extension Screen ............................................ 17
Created Date and Created By Fields on the Incident / Complaint Detail Screen Now Display the Correct Information ............................................... 18
3
Release 8.3 Communication
.0 Communication
EIM: Incident Reports No Longer Become “Stuck” on the Investigation Assignment Screen ...................................................................................... 19
Office of Developmental Programs - Intellectual Disabilities/Office of Developmental Programs - Bureau of Autism Services/Office of Childhood Development and Early Learning - Bureau of Early Intervention Services/Office of Long Term Living
Previously Deleted Records No Longer Appear on the Meeting Details Screen .......................................................................................................... 20
Service Authorization Notices Will Only Display Individuals Who Are in the Scope of the Logged in User ........................................................................ 21
Office of Developmental Programs - Bureau of Autism Services/ Office of Development Programs - Intellectual Disabilities/Office of Childhood Development and Early Intervention - Bureau of Early Intervention Services/ Office of Long Term Living/ Office of Mental Health and Substance Abuse Services
Data Extracts Are Purged Seven Days after their Processed Date Rather Than Seven Days after their Requested Dates ........................................... 22
Ended-Dated Contact Information Will Now Display on the Contact Log History Screen .............................................................................................. 24
Users No Longer Receive an Error Message When Changing Address Type on the Consumer Address Screen ............................................................... 26
GIS Address Logic Displays 26 Characters in Address Line 1 with Remaining Characters Appearing in Address Line 2 ................................... 27
Comprehensive Maintenance Work Item List ................................ 29
Work Orders .................................................................................. 31
WO 1034: Community Health Choices – Phase 1A..................................... 31 WO 3026: ODP Employment Volunteer Data Collection ............................. 39
Additional Resources .................................................................... 46
4
Release 8.3 Communication
Maintenance Updates
Character Counts for Various Fields within Plan Screens in ACAP & AAW Have Been Increased
Program Office(s) Impacted Work Item
Office of Developmental Programs – Bureau of Autism Services
Bug 1460095
Description of Change
Character limits for fields within the Adult Community Autism Program (ACAP) and Adult Autism Waiver (AAW) Plan screens for specified fields for BAS have been increased to 4000 characters:
Individual Preferences > Know and Do > What does the consumer/family think someone needs to know to provide support? - Updated from 2000 to 4000 characters.
Goals > Concerns Related to Goal - Updated from 512 to 4000 characters
Behavioral Support Plan > Variable - Updated from 100 to 4000 characters
Behavioral Support Plan > Action - Updated from 100 to 4000 characters
Other non-medical evaluation > Summary of Job Assessment Outcomes – Updated from 4000 to 6000 characters
Menu Path
Plan > Manage Plan > Plan Components
Reason for Change
Prior to the 8.3 Maintenance Release, users were unable to enter more than 2,000 characters on the items listed above. The 2,000-character limit was not sufficient to adequately document the responses
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Bureau of Autism Services
There is no impact to LMS documentation.
5
Release 8.3 Communication
The Evaluation Report Due Date Will Now Calculate Correctly
Program Office(s) Impacted Work Item
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
Bug 1323662
Description of Change
With Release 8.3, the next Evaluation Report Due Date will now calculate correctly when the user entered date for both the PTE/PTRE Received Date and Date Evaluation Report sent to Parent/Guardian are the same date.
Menu Path
SC > Caseload Management > Document Timelines
Reason for Change
Prior to Release 8.3, the Document Timelines screen incorrectly indicated the Evaluation Report was due sooner than expected when the user entered date for both the PTE/PTRE Received Date and Date Evaluation Report sent to Parent/Guardian are the same.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services There is no impact to LMS documentation.
6
Release 8.3 Communication
Preschool Program Users Are Now Able to See Children on Their Caseload on Their Caseload Facesheet
Program Office(s) Impacted Work Item
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
Bug 1385276
Description of Change
With Release 8.3, when Preschool Program users are now accessing the Caseload Facesheet, it will now display all children on their caseload.
Menu Path
SC > Caseload Management > Caseload Facesheet
Reason for Change
Prior to Release 8.3, certain Preschool Program users were experiencing issues where children on their caseload were not appearing on their Caseload Facesheet.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services There is no impact to LMS documentation.
7
Release 8.3 Communication
Users Receive a Validation Message When Using Multiple Windows to Finalize an Evaluation Report and Update Developmental Domain Information
Program Office(s) Impacted Work Item
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
Bug 1405180
Description of Change
With Release 8.3, when an Evaluation Report is finalized in one internet browser and the Developmental Domain section of the Evaluation Report is updated in another internet browser window, any information saved after the Evaluation Report is finalized will not be saved. Top inform the user that they were working in two internet browser windows for the same record, the following validation message will appear:
Information cannot be saved – the report is no longer in draft status
The Office of Child Development and Early Learning strongly recommends that users not create multiple HCSIS sessions by clicking Duplicate Tab or New Window. Doing so may result in less than optimal system performance and possibly generate system errors.
Menu Path
Individual > Evaluation > Manage Evaluation > Evaluation Components – Section VI: Evaluation of Developmental Domains
Reason for Change
Prior to Release 8.3, users reported that on the printable copy of the child's Evaluation Report, either information entered for Developmental Domains either did not appear or displayed old information which had been previously updated was displayed.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
IT_Information and Validation Messages Tip Sheet_11-13-2016
IT_Evaluation Reference Guide_11-13-2016
8
Release 8.3 Communication
Users Receive a Validation Message When Trying to Extend the Annual Review Date Past a Child’s Third Birthday
Program Office(s) Impacted Work Item
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
Bug 1437714
Description of Change
With the 8.3 Release, if a user tries to extend the Annual Review Date by utilizing the “EXTEND ANNUAL REVIEW DATE BY 60 DAYS”, HCSIS will check if the new Annual Review Date falls after the child’s third birthday. If it falls after the child’s third birthday, users cannot extend the Annual Review Date, the user will receive the following validation message:
Projected Annual Review date cannot be after the child’s 3rd birthday
Menu Path
Plan > Manage Plan > Plan Components
Reason for Change
Prior to Release 8.3, users were able to input Projected Annual Review Dates that were beyond a child’s third birthday for Infant Toddler records.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
IT_Information and Validation Messages Tip Sheet 11-13-2016
IT_Plan Reference Guide_11-13-2016
9
Release 8.3 Communication
Users Receive a Validation Message When Assigning Documents to a Provider That Have Already Been Assigned
Program Office(s) Impacted Work Item
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
Bug 1454534
Description of Change
With Release 8.3, users receive the following validation message when attempting to assign documents that have already been assigned to the selected provider instead of prompting users to add an organization:
The document(s) have already been assigned to provider (PROVIDER NAME WILL DISPLAY HERE)
Menu Path
SC > Caseload Management > Case Management Wizard
Reason for Change
Prior to Release 8.3, users attempting to assign documents incorrectly received a validation message to “add an organization”. This prevented document assignment to a provider.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
IT_Information and Validation Messages Tip Sheet 11-13-2016
IT_Document Assignment Process_Guide_11-13-2016
PS_Document Assignment Checklist_11-12-2016
10
Release 8.3 Communication
Waiver Capacity Allocation History Will Now Display the Correct User Name on the Last Changed User Column
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Bug 49577
Description of Change
With Release 8.3, HCSIS will no longer incorrectly display the name of the prior logged in user who made the last (or previous) change to the Waiver Capacity amount on the Waiver History. Instead the current logged-in user name will appear on the waiver history for any changes made by the current logged in user.
Menu Path
Financial > Waiver Capacity Mgmt > Commitment > Waiver History
Reason for Change
Prior to Release 8.3, the Last Changed User was not being displayed correctly on the Waiver Capacity Allocation History. HCSIS was displaying the name and ID of the prior Last Changed User.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
There is no impact to LMS documentation.
11
Release 8.3 Communication
Service Notes Management Review Report Will No Longer Experience Missing Individuals
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Bug 1198106
Description of Change
With Release 8.3, HCSIS will now populate the Service Notes Management Review Report properly so that formerly missed individuals will now appear on the report.
Menu Path
Tools > Reports > Reports Request > Service Notes Management Review Report
Reason for Change
Prior to Release 8.3, when requesting a Service Notes Management Review report, HCSIS was retrieving the individual’s data based on an incorrect source. Data is now being pulled from the Individual’s Organization code.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
There is no impact to LMS documentation.
12
Release 8.3 Communication
OLTL SC Entities with Multiple Service Locations in their SC Entity Profile Can Access PDA Plan Screens
Program Office(s) Impacted Work Item
Office of Long Term Living Bug 1497363
Warranty Item
Description of Change
In HCSIS Release 8.3, SC entity users can open plan information in the Aging Plan screen for their participants when the users’ SC entities have multiple service location entries with different effective dates in their SC entity profiles. Such users do not encounter HCSIS common errors when they attempt to open Aging plan records.
Menu Path
Financial > Aging Plan > PDA Consumer
Reason for Change
Some features of the HCSIS/SAMS interface redesign have been implemented as part of HCSIS Release 8.3. However, with this implementation, some SCs could not access Aging Waiver plan records in HCSIS and received HCSIS common errors when attempting to open these plans. This bug affected users at OLTL SC entities that have multiple service locations in their SC Entity profiles. These users should now be able to see the Aging plan information.
Learning Management System Updates
Program Office Document Name
Office of Long Term Living There is no impact to LMS documentation.
13
Release 8.3 Communication
Users Cannot Save Draft Plans with Incorrectly Assigned Waivers
Program Office(s) Impacted Work Item
Office of Developmental Programs - Intellectual Disabilities
Office of Long Term Living
Bug 1382668
Description of Change
With Release 8.3, ODP-ID and OLTL users who create draft plans with incorrect eligibility-waiver information, as described below under “Reason for Change,” see a new error message when they attempt to save these draft plans. The new message is “Either waiver/program status is invalid or plan dates are out of waiver/program date range.” HCSIS does not allow the plan to be saved.
Users no longer receive a message indicating that no records match their search criteria when they attempt to open such incorrect plans. These plans are sometimes referred to as “stuck” plans.
Menu Path
Plan > Plan Admin > Draft Plans
Reason for Change
In HCSIS 8.2 and prior versions, users who had two different participant records open to Create Draft Plan screens in separate tabbed browser sessions could inadvertently create a draft plan for one of the participants that was assigned the other participant’s eligibility waiver as its eligibility. This caused the system not to find the plan that had the incorrect waiver when users searched for it in the Draft Plan screen.
14
Release 8.3 Communication
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs - Intellectual Disabilities
Chapter 4: Beginning the ISP
Chapter 11: Submitting ISP
Chapter 13: Creating a Critical Revision: ISP
Chapter 17: Performing a Fiscal Year Renewal: ISP
Office of Long Term Living
HCSIS OLTL Individual and Plan Guidebook
OLTL – 1.0 New Consumer Tip Sheet
HCSIS OLTL – 3.0 Service Changes Tip Sheet
15
Release 8.3 Communication
Users Can Now Search for Providers with Names Beginning with Numbers or Special Characters on the Consumer/Provider Relationship Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Mental Health and Substance Abuse Services
53795
Description of Change
Provider names that begin with alpha-numerical values will now appear as a selectable option when creating a Consumer Provider Relationship.
Menu Path
Individual > Demographics > Cnsr/Provr Rel
Reason for Change
Prior to Release 8.3, users were unable to establish a Consumer/Provider Relationship for the individual and the provider when the provider names began with alpha-numerical values. Incidents could not be created in EIM for the individual and provider if a relationship was not established.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Mental Health and Substance Abuse Services
There is no impact to LMS documentation.
16
Release 8.3 Communication
NULL Message No Longer Displays When Searching on Print Plan Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Mental Health and Substance Abuse Services
1487599 Warranty Item
Description of Change
When performing a search using the Individual Search Approved Plans, the resulting screen
displays correctly.
Menu Path
Plan > Plan Admin > Print Plan
Reason for Change
Prior to Release 8.3, when providers performed a search for a plan on the Print Plan screen, a NULL message (such as NULL, NULL, NULL, NULL) would incorrectly appear on the Print Plan screen.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Mental Health and Substance Abuse Services
There is no impact to LMS documentation.
17
Release 8.3 Communication
The EIM Printable Summary Now Reflects the Correct Extension Due Date Information from the Report Extension Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
Bug 1292765
Description of Change
With Release 8.3, when initiating the Print Summary, the Report Extension date now aligns with the latest extension date that the user entered on the Report Extension screen.
Menu Paths
EIM > Incident Detail > Print Summary
Reason for Change
Prior to the 8.3 Maintenance Release, when users entered multiple Report Extensions, the date that appears within the Print Summary did not align with the latest extension date that was entered on the Report Extension screen.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
There is no impact to LMS documentation.
18
Release 8.3 Communication
Created Date and Created By Fields on the Incident / Complaint Detail Screen Now Display the Correct Information
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
Bug 1364560 Warranty Item
Description of Change
With the 8.3 Release, The Created Date and Created By fields display the correct information on the Incident/Complaint Detail screen.
Menu Path
EIM > Search > Incident/Complaint Detail
Reason for Change
Prior to Release 8.3, the Created Date and Created By fields on the Incident/Complaint Detail screen showed the Initiated Date and Initiated By information for the incident, rather than the correct information.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
There is no impact to LMS documentation.
19
Release 8.3 Communication
EIM: Incident Reports No Longer Become “Stuck” on the Investigation Assignment Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
Bug 1386546
Description of Change
With Release 8.3, the Management Review document will no longer become “stuck” in EIM when the following three conditions occur:
The investigation requirement for the Management Review document is Mandatory.
The user has not yet saved the Investigation Assignment screen (and where “Proceed with Investigation is determined “Yes” in EIM).
The user places the document in Validation/Submission mode by clicking [Submit].
Menu Paths
Incident Detail > Management Review Information > Investigative Assignment
Reason for Change
Prior to Release 8.3, under specific conditions, County or Regional Management Review documents became “stuck” on the Investigative Assignment screen. Users were unable to proceed with the Management Review.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism
Office of Long-Term Living
There is no impact to LMS documentation.
20
Release 8.3 Communication
Previously Deleted Records No Longer Appear on the Meeting Details Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism Services
Office of Child Development and Early Learning – Bureau of Early Intervention Services
Office of Long-Term Living
Bug 53613
Description of Change
With Release 8.3, records which have been previously deleted no longer appear on the Meeting Details screen.
Menu Path
Individual > Activity > Meeting Details
Reason for Change
Prior to Release 8.3, HCSIS displayed Meeting Details the had been deleted on the Meeting Details History screen.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism Services
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
There is no impact to LMS documentation.
Office of Long-Term Living HCSIS OLTL Individual and Plan Guidebook
21
Release 8.3 Communication
Service Authorization Notices Will Only Display Individuals Who Are in the Scope of the Logged in User
Program Office(s) Impacted Work Item
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism Services
Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Long-Term Living
Bug 1334702
Description of Change
With Release 8.3, HCSIS will now only display individuals who belong to the scope of the logged in user.
Menu Path
Tools > Notices > Service Authorization Notice
Reason for Change
Prior to Release 8.3, when users requested a Service Authorization Notice, they were able to see individuals who were outside of the scope in which they were logged into. For example, a user with a Central Region scope requested a Service Notice, they were able to see the consumers who belong to other Regions, such as West or Southeast.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
Office of Developmental Programs – Bureau of Autism Services
Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Long-Term Living
There is no impact to LMS documentation.
22
Release 8.3 Communication
Data Extracts Are Purged Seven Days after their Processed Date Rather Than Seven Days after their Requested Dates
Program Office(s) Impacted Work Item
Office of Developmental Programs– Bureau of Autism Services
Office of Developmental Programs – Intellectual Disabilities
Office of Child Development and Early Learning – Bureau of Early Intervention Services Office of
Developmental Office of Long-Term Living
Office of Office of Mental Health and Substance Abuse Services
Bug 1401592
Description of Change
With Release 8.3, data extracts remain available for use until they are purged at 2:00 AM on the seventh day after the date the extract is processed. Before this fix, extracts were purged seven days after the date that they were requested, and sometimes this purging was earlier than most users expected. This bug was especially a problem for users who requested extracts including data that covered more than 12 months. Extracts covering more than 12 months of data are held and processed over the weekend following the request. See the Reason for Change below for more information on this scenario.
Menu Path
Tools > Data Extract > Data Extract
Reason for Change
In HCSIS before Release 8.3, data extracts were being purged from the system seven days after they were requested rather than seven days after they were processed. As a result, data extracts were sometimes purged earlier than users expected. The issue was particularly problematic when an extract was requested during the week but had to run over the weekend because the date span chosen for the extract to cover exceeded 12 months. For example, an extract covering 15 months of data that was entered on a Monday would not be processed until the following Saturday, but would then be purged the Monday after processing. The requesting user would have one day, Monday, to use the extract because the “purging count” started the Monday the request was entered.
23
Release 8.3 Communication
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs– Bureau of Autism Services
Office of Developmental Programs – Intellectual Disabilities
Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Developmental Office of Long-Term Living
Office of Office of Mental Health and Substance Abuse Services
There is no impact to LMS documentation.
24
Release 8.3 Communication
Ended-Dated Contact Information Will Now Display on the Contact Log History Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Bureau of Autism Services
Office of Developmental Programs – Intellectual Disabilities
Office of Long-Term Living Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Mental Health and Substance Abuse
Services
Bug 48968
Description of Change
With Release 8.3, when a contact is end-dated, the end-dated information will be displayed in the Contact Log History.
Menu Path
Individual > Activity > Contact Log
Reason for Change
Prior to Release 8.3, when a contact was end-dated on the Contact Screen, any entry associated with that contact was removed and was not displayed on the Contact Log History Screen.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Intellectual Disabilities
There is no impact to LMS documentation.
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
PS_Demographics Checklist_11-13-2016
PS_Meeting Details and Contact Log User Manual_11-13-2016
Office of Mental Health and Substance Abuse Services
There is no impact to LMS documentation.
25
Release 8.3 Communication
Program Office Document Name
Office of Long-Term Living
HCSIS Data Entry Guidebook
HCSIS OLTL Individual and Plan Guidebook
26
Release 8.3 Communication
Users No Longer Receive an Error Message When Changing Address Type on the Consumer Address Screen
Program Office(s) Impacted Work Item
Office of Developmental Programs – Bureau of Autism Services
Office of Developmental Programs – Intellectual Disabilities
Office of Long-Term Living Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Mental Health and Substance Abuse
Services
Bug 584935
Description of Change
With Release 8.3, users will no longer receive the HCSIS Common Error and can save the address page after changing the Address Type only on the Consumer Addresses Screen.
Menu Path
Individual > Demographics > Address > Consumer Addresses
Reason for Change
Prior to Release 8.3, users were receiving a HCSIS Common Error when attempting to change the Address Type on the Consumer Addresses Screen without making additional changes. Users were unable to update the Address Type for the consumer.
Learning Management System Updates
Program Office Document Name
Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Developmental Programs -–
Bureau of Autism Services Office of Developmental Programs -–
Intellectual Disabilities Office of Long-Term Living
Office of Mental Health and Substance Abuse Services
There is no impact to LMS documentation.
27
Release 8.3 Communication
GIS Address Logic Displays 26 Characters in Address Line 1 with Remaining Characters Appearing in Address Line 2
Program Office(s) Impacted Work Item
Office of Developmental Programs – Bureau of Autism Services
Office of Developmental Programs – Intellectual Disabilities
Office of Long-Term Living Office of Child Development and Early Learning – Bureau of Early Intervention
Services Office of Mental Health and Substance Abuse
Services
Bug 1393409
Description of Change
In HCSIS Release 8.3, when users enter or paste an address into an Address Line 1 field in any one of several screens in HCSIS/Pelican-EI, the first 26 characters of the address are entered into the Address Line 1 field. When the user saves the record, a GIS Address Verification window may open to allow the user to use the GIS-confirmed address.
If the user chooses the GIS address, any remaining characters in the address beyond the first 26 are automatically entered into the Address Line 2 field, overwriting any address information that may already be there. Any characters in the Address Line 3 field is deleted.
If the user chooses to cancel out of the GIS Address Verification window to keep the address originally entered, the address information in Address Line 1, 2 and 3 remains as it was entered.
Menu Path
Admin > Security > SC Entity Profile > SC Entity Profile
Individual > Demographics > Address > Consumer Addresses
Individual > Demographics > Contacts > Contacts Detail
Individual > Activity > Meeting Details - Meeting Details
Provider > Administration > Classroom Information
Admin. > Security > Provider Entity/Organization Profile -Provider Entity/Organization Profile
28
Release 8.3 Communication
Reason for Change
Before HCSIS Release 8.3, users saving addresses in Address Line 1 might see the GIS Address Verification window. However, when the suggested address exceeded 26 characters, and the user clicked the Continue button to use the GIS-suggested address, an error/validation message stating “Line 1 - Field length should not exceed 26 characters.” appeared, and the address would not be saved.
Learning Management System Updates
Program Office Document Name
Office of Developmental Programs – Bureau of Autism Services
Adult Autism Waiver HCSIS Guidebook
Adult Community Autism Program HCSIS Guidebook
Office of Developmental Programs – Intellectual Disabilities
Supports Coordination Manual
Office of Child Development and Early Learning – Bureau of Early Intervention
Services
IT_New Child Process Guide_11-13-2016
All_IT to PS Transition Process Guide
PS_Plan User Manual_11-13-2016
PS_Meeting Details and Contact Log User Manual_11-13-2016
PS_Profiles and Case Management User Manual_11-13-2016
Office of Long-Term Living
9.0 Maintain an SC Entity Tip Sheet
OLTL - 1.0 New Consumer Tip Sheet
HCSIS Data Entry Guidebook
HCSIS OLTL Individual and Plan Guidebook
Office of Mental Health and Substance Abuse Services
HCSIS_OMHSAS_Consumer Registration
29
Release 8.3 Communication
Comprehensive Maintenance Work Item List Work Item
Program Office Title
48968 BAS/ODP/BEIS/OLTL/ OMHSAS
Ended-Dated Contact Information Will Now Display on the Contact Log History Screen
49577 ODP Waiver Capacity Allocation History Will Now Display the Correct User Name on the Last Changed User Column
53613 ODP/BAS/BEIS/OLTL Previously Deleted Records No Long Appear on the Meeting Details Screen
53795 ODP/OMHSAS Users Can Now Search for Providers with Names Beginning with Numbers or Special Characters on the Consumer/Provider Relationship Screen
584935 BAS/ODP/BEIS/OLTL/ OMHSAS
Users No Longer Receive an Error Message When Changing Address Type on the Consumer Address Screen
1198106 ODP Service Notes Management Review Report Will No Longer Experience Missing Individuals
1292765 ODP/BAS/OLTL The EIM Printable Summary Now Reflects the Correct Extension Due Date Information from the Report Extension Screen
1323662 BEIS The Evaluation Report Due Date Will Now Calculate Correctly
1334702 ODP/BAS/BEIS/OLTL Service Authorization Notices Will Only Display Individuals Who Are in the Scope of the Logged in User
1364560 ODP/BAS/OLTL Created Date and Created By Fields on the Incident / Complaint Detail Screen Now Display the Correct Information
1382668 ODP/OLTL Users Cannot Save Draft Plans with Incorrectly Assigned Waivers
1385276 BEIS Preschool Program Users Are Now Able to See Children on Their Caseload on Their Caseload Facesheet
1386546 ODP/BAS/OLTL EIM: Incident Reports No Longer Become “Stuck” on the Investigation Assignment Screen
30
Release 8.3 Communication
Work Item
Program Office Title
1393409 BAS/ODP/BEIS/OLTL/ OMHSAS
GIS Address Logic Displays 26 Characters in Address Line 1 with Remaining Characters Appearing in Address Line 2
1401592 BAS/ODP/BEIS/OLTL/ OMHSAS
Data Extracts Are Purged Seven Days after their Processed Date Rather Than Seven Days after their Requested Dates
1405180 BEIS Users Receive a Validation Message When Using Multiple Windows to Finalize an Evaluation Report and Update Developmental Domain Information
1437714 BEIS Users Receive a Validation Message When Trying to Extend the Annual Review Date Past a Child’s Third Birthday
1454534 BEIS Users Receive a Validation Message When Assigning Documents to a Provider That Have Already Been Assigned
1460095 BAS Character Counts for Various Fields within Plan Screens in ACAP & AAW Have Been Increased
1487599 ODP/OMHSAS NULL Message No Longer Displays When Searching on Print Plan Screen
1497363 OLTL OLTL SC Entities with Multiple Service Locations in their SC Entity Profile Can Access PDA Plan Screens
31
Release 8.3 Communication
Work Orders
WO 1034: Community Health Choices – Phase 1A
Community Health Choices (CHC) is a managed care delivery system being developed to improve home and community-based care services for older Pennsylvanians and individuals with physical disabilities. This system is to be implemented statewide in three phases, each phase focused on a specific zone created from groups of counties.
CHC Phase 1 is divided into two releases. In CHC Phase 1A (slated for a November 2016 software release), the functionality is to be implemented in a disabled, or Off, state except for certain features that are implemented statewide. In CHC Phase 1B (slated for a May 2017 software release), the functionality will be enabled for CHC Zone 1 counties, and will include the vast majority of CHC enhancements.
As part of Release 8.3, changes have been made to HCSIS that are functional or visible in CHC Phase 1A in its Off state. The bulk of these changes primarily affect screens used by the Office of Long-Term Living (OLTL) and its staff, as well as personnel at service-coordination entities and providers. The changes are occurring in HCSIS and in Enterprise Incident Management (EIM). Some changes (made to EIM only), to a lesser extent, affect the Office of Developmental Programs – Intellectual Disabilities and the Office of Developmental Programs – Bureau of Autism Services.
The next several pages summarize and illustrate the changes that are being implemented in Release 8.3 for ODP-BAS, ODP-ID and OLTL in EIM and HCSIS. Two changes that affect only OLTL in HCSIS are singled out here for special mention:
1. OLTL COMPASS applications are no longer to be routed to HCSIS, but are going
to be routed to the Independent Enrollment Brokers in the Phase 1A release. The
document titled Capturing COMPASS Applications in HCSIS will need to be
revised or removed from LMS.
2. The second feature is that new alerts will be generated for case owners (Supports
Coordination Entity Supervisors) to transfer cases to the IEB. This feature will alter
FFS clearance processes as well as CHC. The document Receiving and Working
with Alerts will need to be revised or removed from LMS.
See the following pages for details on other changes affecting all three program offices. Each page shows the Phase 1A form of the screen that is changing. A table under each illustration shows the name of the documentation and the page numbers where changes will be made for the program office named.
32
Release 8.3 Communication
EIM Management Review Screen
OLTL EIM OLTL Staff Training Master Manual - v8.3 - 11-12-2016 EIM OLTL Provider Training Master Manual - v8.3 - 11-12-2016 EIM Subject Area Job Aid - v8.3 - 11-12-2016
ODP-ID ODP EIM Mgt Rv Proc - PO CR Bndl-CHC Updt 11122016 pp. 11, 16 ODP EIM Intro to Mgt Rvs in EIM SYS v1.1 11/12/16, p. 29
ODP-BAS EIM Part 5 Performing the Management Review grn bar - CHC P1A - 11-12-2016: p.29 EIM_BAS_Subject Areas Job Aid - CHC Phase 1A - 11-10-2016, p. 18 EIM_BAS_Subject Areas Job Aid - CHC Phase 1A - 11-10-2016, p. 18
Notes This terminology change has been made on the screen shown here as well as in the print summary and custom report.
The word “Initial” has been added to the beginning of the label for this field.
fil
This label used to read “Was the incident closed on time?”
33
Release 8.3 Communication
EIM Incident Search Screen
OLTL EIM OLTL Staff Training Master Manual - v8.3 - 11-12-2016 EIM OLTL Provider Training Master Manual - v8.3 - 11-12-2016
ODP-ID ODP EIM User Manual v1.2 11-12-2016, pp.25-27
ODP-BAS BAS EIM User Manual CR Bundl Grn bar CHC P1A v1.2 20161112: pp. 23 EIM Search Functionality job aid: pp.2-3
Notes An individual’s last and first names have been added as functional search parameters for all three program offices.
Individuals’ last and first names can be entered as search criteria.
34
Release 8.3 Communication
EIM Provider Search Screen
OLTL EIM OLTL Staff Training Master Manual - v8.3 - 11-12-2016
ODP-ID NA
ODP-BAS NA
Notes The Service Location Provider Type field will be displayed for OLTL users only. Search results are returned from MPI for OLTL users. SC users see results from HCSIS. The field shows for OLTL non-SC Entities.
This search parameter has been added for OLTL.
35
Release 8.3 Communication
EIM Incident and Complaint Custom Report Criteria Screen
OLTL EIM OLTL Staff Training Master Manual - v8.3 - 11-12-2016 EIM OLTL Provider Training Master Manual - v8.3 - 11-12-2016
ODP-ID NA
ODP-BAS NA
Notes This is the criteria window for the Incident and Complaint Custom Report. New drop-down box entries have been added to include MCO actions as selections. These selections appear in CHC Phase 1A. However, they cannot be used as working criteria until CHC Phase 1B is implemented. (Note that the Type and Waiver/Program drop-down boxes that are covered on the next page also appear in this criteria window.)
Here is the “View Only…Management Review” drop-down box on this screen.
Here is the “View Only…Overdue Documents” drop-down box on this screen.
36
Release 8.3 Communication
EIM Incident and Complaint Details by Service Location Report Criteria Screen
OLTL EIM OLTL Staff Training Master Manual - v8.3 - 11-12-2016
ODP-ID NA
ODP-BAS NA
Notes New drop-down box entries have been added to include MCO actions as selections. These selections appear in CHC Phase 1A. However, cannot be used as working criteria until CHC Phase 1B is implemented.
This drop-down box has the “Individual Incident CHC” entry for OLTL.
This drop-down box has “CHC-HCBS” and “CHC-NFI” entries for OLTL.
37
Release 8.3 Communication
HCSIS Individual Clearance Linking Screen
OLTL *OLTL: HCSIS Clearance-Intake-Eligibility – IEB Clearance by Linking or Case Transfer - 11-12-2016 HCSIS OLTL Individual and Plan Guidebook - v8.3 - 11-12-2016
ODP-ID NA
ODP-BAS NA
Notes IEBs will no longer create new individuals in MCI via HCSIS, so the [Add Above Individual] and [Add Above Individual And Continue] buttons on the “Individual Clearance” screen have been removed. This screen is not shown here.
*OLTL: HCSIS Clearance-Intake-Eligibility is a new course in LMS that has replaced the OLTL: COMPASS-to-HCSIS Clearance-Intake-Eligibility Enhancements course.
This “SC Entity Details” section is new functionality.
This “Request Case” button is new functionality.
38
Release 8.3 Communication
HCSIS Supplementary Documentation and Eligibility Documentation Screens
OLTL HCSIS OLTL Individual and Plan Guidebook - v8.3 - 11-12-2016
ODP-ID NA
ODP-BAS NA
Notes These screens illustrate the removal of references to the Michael Dallas waiver in the Eligibility Documentation and Supplementary Documentation screens.
39
Release 8.3 Communication
Work Orders
WO 3026: ODP Employment Volunteer Data Collection
The Department of Human Services (DHS) is increasing the employment opportunities for the people they serve emphasizing the “Employment First” approach and the value of work. ODP is adding questions to the Individual Monitoring Tool in the Home and Community Services Information System (HCSIS) to collect employment related information for both Intellectual Disability and Autism programs.
The additional questions include:
Is the individual working in a competitive integrated job?
o If no, is the person enrolled in prevocational or transitional services?
Is the individual self-employed?
How many jobs is the individual working that meets the definition of competitive
integrated employment?
Estimated average hours worked per typical work week
Job Type (If the individual is working more than one job, select the job type for
the job with the most hours worked.)
Does the individual receive paid benefits?
Additionally, ODP is adding an Employment Information Detail Report within the HCSIS application and Enterprise Data Warehouse (EDW) to report on Individual Monitoring data, including the employment related information.
The Employment Information Detail Report will display the following data:
ODP-ID: Results will be sorted alphabetically by Region, County/Joinder, SC Entity, Last Name, First Name, Supports Coordinator, Contact Type and Contact Date (in reverse chronological order)
40
Release 8.3 Communication
ODP-BAS - Results will be sorted alphabetically by Region, SC Entity, Last Name, First Name, Supports Coordinator, Contact Type and Contact Date (in reverse chronological order)
Modifications will be made to ODP-ID’s existing monitoring reports. ODP-BAS will receive access to the Individual Monitoring Report and Pending SC Individual Monitoring Reports.
The Individual Monitoring Report will have the following changes:
ODP-ID:
o BSU # will be replaced by MCI
o Quarter will be replaced by From Contact Date and To Contact Date
o Two new fields, Monitoring Finalized Date and Monitoring Finalized Time, will be added
o Special Indicator will be replaced by Number of Days
o ODP-ID - Results will be sorted alphabetically by Region, County/Joinder, Entity, Supports Coordinator, Waiver/Program Type, Last Name, First Name, and then chronologically by Monitoring Date, Monitoring Finalized Date, Monitoring Finalized Time
41
Release 8.3 Communication
ODP-BAS (New Individual Monitoring Report)
o Run Date, Run Time, As of Date, From Contact Date, To Contact Date will be displayed in the report output
o Region, Entity, Supports Coordinator, Waiver/Program Type, Last Name, First Name, MCI, Monitoring Date, Monitoring Location, Monitoring Finalized Date, Monitoring Finalized Time, and Number of Days will be displayed in the report output
o Number of Days will be calculated as Monitoring Finalized Date - Monitoring Date + 1
o ODP-BAS - Results will be sorted alphabetically by Region, Entity, Supports Coordinator, Waiver/Program Type, Last Name, First Name, and then chronologically by Monitoring Date, Monitoring Finalized Date, Monitoring Finalized Time
42
Release 8.3 Communication
The Pending SC Individual Monitoring Report will have the following changes:
ODP-ID
o Year will be replaced by From Contact Date (MM/DD/YYYY) and To Contact Date (MM/DD/YYYY)
o A new field, Number of Days, will be added
The Number of Days will be calculated as System Date (Run Date) - Date Created + 1
o (Cnty/Jndr)/Agency and SC Entity fields will be part of the report columns
o Results will be sorted alphabetically by County/Joinder, SC Entity, Last Name, First Name
o Report Title of ‘SC Monitoring Pending Report’ will be changed to ‘Pending SC Individual Monitoring Report’
o The HCSIS logo will no longer appear on the report
43
Release 8.3 Communication
ODP-BAS (New Report)
o Run Date, Run Time, As of Date, From Contact Date, To Contact Date will be displayed on the report
o Region, SC Entity, From Contact Date (MM/DD/YYYY), To Contact Date (MM/DD/YYYY), Last Name, First Name, MCI, SC, Contact Type, Date Created, Date Last Updated, and Number of Days will be displayed on the report as columns
o The Number of Days field will be calculated as System Date (Run Date) - Date Created + 1
o Results will be sorted alphabetically by Region, SC Entity, Last Name, First Name
44
Release 8.3 Communication
The following LMS documents are impacted for ODP-BAS:
HCSIS Reports Guide for BAS
Release 6.5-Instructor Led Training PowerPoint
SC_Individual_Monitoring_Form_Guidance_2016
Adult Autism Waiver Guidebook_04022010
WO 3026 Employment Questions Job Aid for BAS New Doco Part One
BAS -Supplied PowerPoint Demo – for SC Users, detailing the Employment
Information Detail Report, Individual Monitoring Report, and Pending SC
Individual Monitoring Report
BAS -Supplied PowerPoint Demo – for State/Region Users, detailing the
Employment Information Detail Report, Individual Monitoring Report, and
Pending SC Individual Monitoring Report
Recorded Training Demo - Employment Information Detail Report – for SC Users
Recorded Training Demo - Employment Information Detail Report- for
State/Region Users
Recorded Training Demo - Individual Monitoring Report – for SC Users
Recorded Training Demo - Individual Monitoring Report – for State/Region Users
Recorded Training Demo - Pending SC Individual Monitoring Report for SC
Users
Recorded Training Demo - Pending SC Individual Monitoring Report for
State/Region Users
45
Release 8.3 Communication
The following LMS documents are impacted for ODP-ID:
Chapter 12: SC Individual Monitoring V6.0
Chapter 18: Reporting HCSIS_ODP_ SC_18_V6.1 12/13/1
Individual Support Plan Monitoring-V2.1
ISP Monitoring Checklist-V2.0-09/18/14
HCSIS ODP Reports Guide-V7.13-06-24-2016
HCSIS_ODP_SCSup_09_v4.1
WO 3026 Employment Questions Job Aid for ODP New Doco
WO 3026 Employment Questions Job Aid for ODP Existing Doco
46
Release 8.3 Communication
Additional Resources HCSIS Help Desk
Call: 1-866-444-1264
E-mail: [email protected]
Fax: 717-540-0960
Hours: Monday – Friday: 7:45 AM – 5:00 PM
Learning Management System
In order to access the Learning Management System (LMS), paste the URL below into your Internet Explorer address window, hit Enter on your keyboard and log in:
https://www.hcsis.state.pa.us/HCSISLMS/pgm/asp/login/login.asp?refpage=/HCSISLMS/default.asp
If you do not have an LMS Login ID and Password, or simply cannot remember it, contact your Business Partner Administrator (also known as your “BP Admin”). Contact your BP Admin if you need additional LMS roles as well.
Release communications are located under the HCSIS Information link on the LMS Homepage. Click the My Curriculum link to navigate to specific module trainings.
Never forget that LMS is a comprehensive storehouse of background information and instructional material on all things HCSIS!
Online Help
HCSIS Online Help is updated with each release and is a valuable HCSIS tool. The Help link is located in the upper-right corner of each screen.
HCSIS Link
Quickly access HCSIS by adding the link below to your favorites/bookmarks in your web browser:
https://www.hcsis.state.pa.us