PELICAN EI: Infant/Toddler Roles Updates and Document Assignment Release 6.10 OFFICE OF CHILD DEVELOPMENT AND EARLY LEARNING JANUARY 2011 1
Contents Overview Provider Contributor Role Document Assignment Process Initiating a Document Assignment Accepting Documents Assigning Documents to Staff Revoking Document Assignment Managing Staff Additional Resources 2
Overview Infant/Toddler and Preschool EI Programs will begin to use the same method to assign staff access to view/update a child s record In this model, a child s documents (ER/Plan) are only available to the specific users who are working with the child The new process, in which a child s documents are assigned to a provider and then to that provider s individual staff, is called document assignment The following PELICAN EI roles are impacted by document assignment: The following Service Coordination roles will have access to assign children s documents to providers: SC SC Supervisor SC Unit Manager Provider Administrator Provider Administrators are responsible for accepting documents from SCs on behalf of their organization and assign the child s documents to the correct staff person (Contributor) Provider Contributor The Provider Contributor role will allow the staff person to view/edit a child s ER and/or IFSP. The new Provider Contributor role will be given to staff who currently have the Evaluator and ISP Reviewer roles. Users must have their User ID updated by their BP Administrator to add the Provider Contributor role and remove the Evaluator and ISP Reviewer roles The Evaluator and ISP Reviewer roles will be phased out and removed from PELICAN EI 3
Document Assignment Overview The document assignment process outlined below requires the coordination of several users: 1.SC initiates ER and/or IFSP creation or revision 2.SC assigns the ER/IFSP (referred to as a document ) to the provider organization(s) who will need access to view/edit the child s record 3.The Provider Administrator accepts the document assignment and assigns the documents to the appropriate staff person (Provider Contributor) for each child The ER and Plan documents are assigned simultaneously and cannot be assigned separately 4.The Provider Contributor has access to edit in-progress ER/IFSPs once assigned. The Provider Contributor has read-only access to the child s demographic information and finalized ER/IFSPs 4
User ID Setup Current users with the Evaluator and/or ISP Reviewer role must have a new role added to their User ID. BP Administrators should follow the steps below to edit each user s User ID. 1.Log into Identity Manager and click Modify HCSIS BP User 2.Search for the staff person s name and select their User ID profile 3.Click the Access Roles tab to modify the roles 4.Uncheck the PW-HCSIS-EVLTR (Evaluator) and PW-HCSIS-ProvrIspRevr (ISP Reviewer) checkboxes. 5.Check the PW-HCSIS-ProvrCntrbEI checkbox * The Evaluator and ISP Reviewer roles must be unassigned for the Provider Contributor role to work correctly. 6.Click [Save] The role assignment takes place at 6pm the day the steps are completed. The Provider Administrator will be able to assign documents to the Contributor the following day. 5
Provider Role Access to ER and IFSP PELICAN EI Screens Provider Admin Provider Contributor Evaluation Report Evaluation/ Re-evaluation Report Creation R N Evaluation Components R U Family Demographic Information R U Participants in the Evaluation R U Evaluation Background/History R U Family Information R U Health, Vision and Hearing Summary R U Summary of Evaluation Results R U Evaluation of Developmental Domains R U Eligibility R R Recommendations R U Download and Print the ER R R Finalize the ER N N Plan Create Initial Plan R N Family Information and Contacts R U Team Membership R U Child and Family Information R U Special Considerations R U Outcomes and Goals R U Early Intervention Services R R Participation in Regular Early Childhood Programs R U Participation with Typically Developing Children R U Early Intervention Services During Scheduled Break R U Transition Plan R U Finalize the IFSP N N Plan Management Perform Annual Review R N Perform Other Update R N View/Modify Plan Details U U View Plan History R R Download and Print the Plan R R View/Add Progress Updates R U Assign Child Outcome Reporter (COR) and Staff U R Update the Service Actual Delivery Date R N View/Modify Program Referrals U U Child Outcome Assessment U N Reactivate Plan N N Legend No Access Read-Only Access Update Access N R U 6
Document Assignment Process 7
1. SC initiates ER/IFSP creation or revision The SC must create the initial ER/IFSP or initiate a revision to open the document and allow the Provider Contributor to add content. If the user only requires read-only access to the documents, this step is not required to perform the remaining document assignment steps. Documents must be created and inprogress for Provider Contributors to add content. 8
2. SC Assigns Documents to Providers 1. Navigate to the Case Management Wizard: SC > Caseload Management > Case Management Wizard 2. On the Activities tab, click the Assign Document(s) to External Organization(s) link 9
2. SC Assigns Documents to Providers (continued) 3. Search for a child to assign their documents to a provider(s) 4. Select their name then click [Continue] 10
2. SC Assigns Documents to Providers (continued) 5. Search for a provider s organization name 6. Select their name then click [Continue] 11
2. SC Assigns Documents to Providers (continued) 7. If the child s ER/IFSP should be assigned to multiple organizations, click [Add Organization] to repeat the previous step and assign multiple provider organizations 8. Once all providers appear on this screen, click [Continue] 12
3. Provider Administrator Accepts Document Assignments 1. Navigate to the Case Management Wizard s Transfers In tab: SC > Caseload Management > Case Management Wizard > Transfers In tab 2. Select the children s names and click [Accept] If the assignment was made in error, click [Refer Back] to send the child s information back to the SC organization. Note: Documents not accepted within 14 days will be automatically referred back to the SC organization. The SC and SC Supervisor will receive alerts notifying them of any documents referred back. 13
4. Provider Administrator Assigns Documents to Staff 1. Navigate to the Case Management Wizard : SC > Caseload Management > Case Management Wizard 2. On the Activities tab, click the Assign Documents to Staff link 14
4. Provider Administrator Assigns Documents to Staff (continued) 3. Search for a child to assign their documents to a Provider Contributor 4. Select their name then click [Continue] 15
4. Provider Administrator Assigns Documents to Staff (continued) 5. Select the staff person from the drop-down list 6. Click [Save] 7. Click [Add] and repeat the steps above to give multiple staff access to the child s record Note: All users with the Provider Contributor role will appear in the Staff Name drop-down list. 16
Document Timelines Navigate to: SC > Caseload Management > Document Timelines After assigning a child s documents to the Contributor, both the ER and IFSP display on the Documents tab 17
Cancelling/Revoking Document Assignments 18
Cancelling a Document Assignment 1. Navigate to the Case Management Wizard s Transfers Out tab: SC > Caseload Management > Case Management Wizard > Transfers Out tab If a document has been assigned in error, the SC can cancel the assignment before the Provider Administrator accepts it. 19
Cancelling a Document Assignment 2. Select the child s name and click [Cancel] Note: The [Modify] button is not applicable to Document Assignments. 20
Cancelling a Document Assignment 3. Select the provider and click [Continue] to cancel the transfer. 21
Revoking Document Assignment The SC Entity can revoke the document assignment when/if the provider no longer requires access to the child s documents 1. Navigate to the Case Management Wizard: SC > Caseload Management > Case Management Wizard 2. Click the Revoke Document Assignment to External Organization(s) link 22
Revoking Document Assignment 3. Search for the child s name 4. Select the child and click [Continue] 23
Revoking Document Assignment 5. Remove the document assignment by clicking [Continue] 24
Managing Staff The Provider Administrator can remove a document assignment when/if the staff member no longer requires access to the child s documents 1. Navigate to the Case Management Wizard: SC > Caseload Management > Case Management Wizard 2. Click the Assign Document(s) to Staff link 25
Managing Staff (continued) 3. Search for a child 4. Select their name then click [Continue] 26
Managing Staff (continued) 5. Select the staff person from the table 6. Click [Delete] to remove the Contributor s access to the child s documents 27
Additional Resources HCSIS Help Desk Call: 1-866-444-1264 Email: c-hhcsishd@state.pa.us Hours: Monday Friday: 8:00 AM 5:00 PM Learning Management System Training resources that provide additional detail about these system enhancements are located on the HCSIS Learning Management System (LMS) and can be accessed by clicking the LMS link on the HCSIS Homepage. Currently the materials reflect how the system works now. Updated materials with the changes described in this document will be available on the LMS on Monday, 1/24/11. Course Name PELICAN EI: I/T SC Supervisor Materials PELICAN EI: I/T System Training Courseware Case Management Wizard - Navigation and Assignment Captivate Case Management Wizard Reference Guide Case Management Wizard PPT PELICAN EI: I/T Process Guides Document Assignment Process Guide Online Help Remember that HCSIS Online Help is updated with each release and is a valuable HCSIS tool. Help is located in the upper, right corner of each screen. 28