Enhancing QiRePort To Support On-Line PCS Service Planning (Update/Status Report) PCS Regional Provider Training Sessions: October 13-30, 2014
Today s Presentation Provide An Overview Of The Proposed Enhancements To QiRePort To Support PCS Service Planning Review Plans For Testing and Refinement Discuss Implementation and Support 2
Enhancements To The QiRePort Provider Interface On-Line PCS Service Planning The Focus of the QiRePort enhancements Person-Centered Goals Designed to encourage steps toward person-centered planning Beneficiary Profile Designed to complement the independent assessment and on-line PCS service plans Designed to support a more comprehensive beneficiary electronic record Supporting Documents Upload Designed to support the evolution of a comprehensive beneficiary electronic record Reports Let s look at each of these enhancements >> 3
On-Line PCS Service Planning 4
PCS Service Planning Functionality New Module To Be Added To Current QiRePort Provider Interface No Software to Install Or Maintain On Your Agency Computers Provides A Standardized On-line PCS Service Plan Template Service Plan Template Built Around The Independent Assessment Ability To Stop and Resume Service Plan Development Includes Built-In Validation of the PCS Service Plan The PCS assessment drives the POC. Let s review how >> 5
PCS Plan Based on Completed Assessment The assessment determines task needs (frequency and level of assistance for all identified ADL tasks). 6
QiRePort Extracts the Assessment Information To Create a PCS Service Plan Template Qualifying ADLs Completed Independent PCS Assessment ADL/IADL Task Needs Required Assistance Levels On-Line PCS Service Plan Template (Beneficiary Specific) Authorized Hours 7
Initiation Of A PCS Service Plan Starts With A Service Referral From Liberty Via QiRePort Each referral is accompanied by a completed assessment and authorized hours 8
Provider Acceptance Of A Referral When a referral is accepted, QiRePort generates a service plan template for the beneficiary. The new service plan is added to the in-process POC list. 9
On-Line POC/PCS Service Plan Completion Tracking When a user selects a beneficiary from the in-process POC list, the PCS service plan template will appear. Let s review the steps in service plan completion >> 10
Steps To Develop On-Line Service Plan Identifying The Days of The Week The Service Will Be Provided Scheduling ADL/IADL Tasks By Day of Week Scheduling Special Assistance Tasks By Day of Week Scheduling Delegated Medical Monitoring Tasks By Day of Week Finalizing Plan Narrative Identification of Service Outcomes (Optional) Aide Assignment (Optional) Indicating the Plan Is Complete To Trigger Validation Remember, the PCS service plan is populated with the assessment results for the beneficiary whose service plan you are developing. Now, let s look these steps more closely>>> 11
Entry of Weekly Schedule Into the Service Plan The PCS Service Plan Template Is Based On A Typical Week Determine The Days Of The Typical Week PCS Will Be Provided The assessment results identify the need frequency (days/week) for PCS for each qualifying ADL. When developing the weekly schedule the need frequency for all the qualifying ADLs must be considered. Enter From and To Times For Each Selected Day As Appropriate, Designate A Shift As You Enter the Days and Times Per Day, QiRePort Calculates the Following: Hours of service accounted for by the schedule already entered Remaining hours to be scheduled based on the authorized hours Let s look at the screen where the weekly schedule is entered >> 12
Select days of the week and the time of day the PCS service will be provided. As the day and from and to entries are made, QiRePort computes remaining weekly hours. Click here to view the beneficiary s assessment 13
Entry Of Task Completion Schedule Required Tasks Are Populated In The PCS Service Plan From the Assessment Each qualifying ADL s ADL tasks Each qualifying ADL s IADL tasks Each required special assistance task Each required medical monitoring task Providers Identify Which Days of the Week Each Required Task Will Be Completed (Taking into account assessment findings) Shift Designations Are Supported To Simplify Entry Let s look at the template used to schedule tasks by day of week >> 14
Task Schedule Functionality Select which days of the week the task will be performed. The needs/task list, frequency and assistance level information is populated from the beneficiary s assessment. 15
Planning For Other PCS Tasks The Independent Assessment Also Determines Beneficiary Needs For: Special assistance tasks Delegated medical monitoring tasks Only Tasks With A Need Frequency Of At Least One Day Will Appear The POC Plan Template Supports Task Scheduling For These Tasks Separately Let s look at the way special assistance tasks and delegated medical monitoring tasks are scheduled >> 16
Scheduling Special PCS Tasks The task scheduling protocol for special assistance tasks and delegated medical monitoring tasks is the same as the ADL and IADL tasks. 17
Provision For Entry of Service Outcomes Users can select one or more service outcomes that reflect the primary focus of the PCS service in terms of impact on the beneficiary s capacities for daily living.
Assignment Of Aides (Optional) The POC Template Allows For Assignment Of Aides During implementation, providers will create an aide reference file in QiRePort. The aide reference file lists available staff. The Aide Reference File Will Have The Capacity To Store: Aide qualifications (IHA, CNA1, CNA2 etc.) Experience Qualifications Completed training The User Can Select A Primary Aide During POC Development From a drop-down of all Aide Reference File entries 19
Plan Completion Reminders As The POC/PCS Service Plan Is Entered, QiRePort Will Supply To The User Various Reminders/Warnings Example Warnings Warning: You do not have a time entry for all of the days within the shift(s) selected. Warning: You have selected less days than the assessment need frequency indicates. 20
Validation Messages At PCS Plan Completion When The POC Entry Is Complete, the User Tells QiRePort That the PCS Service Plan Is Ready For Review. QiRePort will validate the PCS service plan. If the PCS service plan does not accurately reflect the assessment, messages will appear showing where inconsistencies exist. Example User Messages When PCS Plan Is Saved As Complete You have surpassed the weekly limit in hours. Please adjust your time entries. The number of checked days for [insert task name] exceeds the need frequency indicated. Please adjust and resubmit. Examples Of Why A Validation Message Will Appear Need frequency for a task was 7 days and only 5 days were checked. Totals hours for week are greater than allowable hours for week. Too many check boxes were checked for the individual task. 21
Generation of Aide Task Sheets Once A POC Is Completed, Users Can Generate Aide Task Sheets Each Task Sheet Is Beneficiary-Specific and Aide-Specific The Task Sheets Reflect the Completed POC Organized By ADL and special task categories Show tasks to be performed by day of week The Task Sheets Allow For Documentation of Tasks Performed On The Same Form The Task Sheets Allow For Attestation By the Beneficiary Let s look at the Aide Task Sheet format >> 22
Sample Weekly Aide Schedule Form (Top) Customized for each beneficiary and each week QiRePort generates an aide task sheet based on entered schedules and tasks. The Aide Task Sheet allows for documentation of aide tasks performed (Status column). 23
Weekly Aide Schedule Form (Bottom) Form is also designed to document beneficiary and employee (aide) attestations of tasks performed. Users can upload the completed form into the beneficiary s electronic record. 24
Aide Task Sheet Generation Shift Selection Users can run the Weekly Aide Task Sheets by shift as well. 25
Generation of Prior Approvals Prior Approvals Will Continue To Be Based On the Completed Independent Assessment Prior Approvals Will Not be Forwarded To NC Tracks Until The PCS Service Plan Is Completed. Completion means that the POC is deemed complete by the service provider and the service plan also passes validation 26
Additional Optional Functionality To Be Added To QiRePort 27
On-Line Beneficiary Profile Pre-Populated With Selected PCS Assessment Data For new PCS beneficiaries Allow entry of non-pcs beneficiaries by the providers (QiRePort will distinguish between PCS and non-pcs beneficiaries.) Designed to Support Beneficiary Recordkeeping/Charting Supports evolution toward an electronic beneficiary record Allows for entry of additional beneficiary profile information by service providers Allows For Uploads Of Additional Supporting Documentation 28
Connecting The Independent Assessment Results to the On-line PCS Service Plan Demographics Completed IAE Assessment Meds and Dx Special Diets Electronic Beneficiary Profile Informal Caregivers See the key sections of the beneficiary profile on the next three slides >> 29
Basic profile demographics and ID information. 30
Diagnoses and medications are populated from the assessment. Providers can update the diagnoses and medications and also document hospitalizations, ER visits, etc. QiRePort tracks the source of each entered diagnosis and medication (for example the PCS assessment or the service provider) 31
Providers can also enter and maintain orders, test information, allergy information, and track medical exams/visits, etc.. 32
Provision For Person-Centered Goals Independent Assessments Do Not Provide For Identification of Person- Centered Goals Focus of the IAE assessment is PCS eligibility QiRePort Allows For Entry of Person-Centered Goals For The Beneficiary A concrete, first step toward adoption of a person-centered planning focus across HCBS services and specifically PCS Goals Can Be Entered and Tracked Independent Of the PCS Service Plan For Each Goal, Users Can Establish A Goal Achievement Plan Objectives/tasks responsive to the goal Responsibilities for completion Timetable for completion QiRePort Provides For Goals Status Tracking 33
Person Centered Goals Users can enter person-centered goals that reflect the larger interests and needs of the beneficiary, not just those associated with PCS services delivery. 34
Supporting Documentation Functionality Users Can Upload Additional Documentation Into QiRePort QiRePort allows classification of documents by type Classifying documents by record types supports compliance reviews/surveys Use of record types allows for searches to determine if required documentation is in place. Two Categories Of Supporting Documentation Can Be Uploaded Supporting Documentation Specific To A Beneficiary Supporting Documentation That is Agency Oriented Policies, Forms etc. Multiple Document Types Can Be Uploaded PDFs Word/Excel Documents Pictures, etc. Let s look at the document upload screen >> 35
Supporting Document Upload Routine Documents of various formats can be uploaded by record type. Each uploaded document must be classified by record type. 36
Reports Two Sets Of Reports Will Be Introduced Caseload profile reports Plan summary reports Caseload Profile Reports Summary reports showing the current PCS caseload and hours Summary reports showing various acuity data based on ADLs, exacerbating conditions and special task needs Summary reports based on the beneficiary profile information entered by providers (caregiver, medications, orders etc.) Plan Summary Reports Reports showing aide assignments and schedule summaries Reports showing scheduled hours per day of week and shift for the current caseload Reports showing service outcomes by beneficiary types 37
Next Steps User Demonstration and Reviews Finalization Of A Roll-Out Plan 38