Transcript Document

Entering Data in ETO to
Accurately Reflect WIPA
Service Delivery
January 2014
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WIPA Data Collection:
Efforts to Outcomes (ETO)
• WIPA Requirements detailed in 2013 Terms & Conditions:
– Collect and report beneficiary information (to include the
Social Security Number) required by Social Security for
evaluation and statistical purposes only.
– Beneficiary data including Personally Identifiable
Information (PII) must be entered into the Social Security
approved National WIPA Data Collection System (ETO)
and only ETO. Projects are not authorized to maintain
beneficiary PII in any other data collection system.
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ETO Required Training Sessions
• Session #1: ETO For WIPA
• Session #2: Entering Data in ETO to Accurately Reflect WIPA
Service Delivery
• All WIPA project staff who have access to and use the ETO data
system are required to complete both training sessions,
regardless of past experience with ETO. This includes:
– WIPA project staff who provide direct services to
beneficiaries and enter data in ETO
– WIPA project managers and administrators who access ETO
for reports and program management purposes
• WIPA staff with no prior ETO experience must complete
both training sessions before beginning ETO data entry.
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ETO Required Training Sessions
• VCU will provide the WIPA Technical Helpdesk with a list
of individuals who have completed both required sessions
early next week.
• Within two to three days of receiving the list, the
Helpdesk will update user accounts to ensure access to
the WIPA live data entry site for all on the list.
• If you are participating in today’s call and did not provide
your name to the operator, please contact Julie Schall
with this information.
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Learning Objectives
• Understand the purpose of ETO data entry
• Know what data to enter and when to enter it in the
I&R program
• Know which beneficiaries to enroll in the WIPA
program, and how to accurately record data (what
and when) on WIPA services provided
• Know where to go for help with technical and
programmatic questions
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Important ETO Updates & Enhancements
• New Partners involved in the ETO Data Collection
Effort
• Enhancement to WIPA Program Managers’ Data
Access
• Changes to Required ETO fields
• New definition and rules for entering beneficiary
‘Efforts’
• Enhanced ability to record beneficiary case notes in
ETO
• New access to ‘upload document’ feature
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Purposes of ETO Data Entry
• Record of services provided to individual beneficiaries for
case management purposes.
• Record of baseline and ongoing changes in beneficiary’s
status – indicator of service impact
• Vehicle for beneficiary referrals for WIPA Services from
the Ticket to Work Helpline
• Provides data for WIPA managers for quality assurance /
program improvements efforts
• Reporting to Social Security Office of Research,
Demonstration and Employment Support (ORDES) on
WIPA service delivery and beneficiary outcomes, including
WIPA benchmarks
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Importance of Accurate ETO Data Entry
• ORDES is committed to evaluating the overall WIPA
program and the performance of each project.
– Need accurate and complete information from each
project, as captured through the ETO data system to
assess and monitor individual project performance
– Data collection goal: document the activities and
successes of the WIPA projects and share these results
with Social Security and Congress
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Overview of the ETO Programs
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Basics of Accessing the ETO data system
• ETO is an internet based data collection system
• WIPA ETO system has a separate ‘site’ for each WIPA, as
well as a site for the TtW Helpline
• Only WIPA & TtW Helpline personnel who have
favorable suitability determination are permitted to
access
• Each person authorized to access the WIPA ETO system
will have a security certificate installed on his/her
computer and will be assigned his/her own unique user
name and password (MAY NOT BE SHARED)
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Basics of Accessing the ETO Data System
• CWICs, Intake Specialists, I&R Specialists have a ‘staff’
user role (same as former WIPA program)
• WIPA managers, administrators, report writers have a
‘program manager’ user role with all functions of a
staff role, plus ability to:
– View the efforts that have been entered by other staff
– View the items listed on a particular staff's To-Do list
(reminder function)
– Run reports that have been scoped to the level of
Program Manager (generally those that run data
across a program covering all staff in the program)
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A Basic Overview of ETO: Two Programs
The data system is divided into two main parts, or programs:
I&R Program - entitled “Initial Contact and Demographics” in
ETO. The I&R program captures demographic and I&R service
information. All eligible beneficiaries who receive services from
your WIPA project are entered into the I&R program first. This is
also the program used for receiving and processing referrals from
the TtW Helpline.
WIPA Services Program - Only beneficiaries you provide
WIPA level (intensive) services to are entered into this program.
This is where all information is recorded on (1) WIPA level services
your project provides, and (2) beneficiary status.
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Basic Features Available in Both Programs
Within each program, ETO has features that allow you to complete
certain tasks.
1. Enrollment
2. Assessments: Forms in ETO that capture information about the
beneficiary’s status and changes is status over time
3. Efforts: The place where information and case notes on the
services you provide a beneficiary are captured
4. Dismissal: The feature in ETO to make a beneficiary inactive.
Beneficiaries that are dismissed can be reactivated
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Where to Go for Assistance with
Technical Issues
• Requests for assistance with technical issues should be
directed to the WIPA Technical Helpdesk:
– 855-816-0890 or [email protected]
Monday – Friday, 8:00am – 8:00pm EST
– Examples of technical issues include: activating a
secure government furnished computer and ETO user
account, access to ETO, difficulty logging in, finding a
beneficiary in ETO, missing data, hardware or software
issues, technical difficulties with accessing reports in
ETO, how to upload documents.
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Where to Go for Assistance with Other
Issues/Questions
• All requests for assistance related to entering data
on beneficiaries to accurately capture services
provided should be referred to your VCU Technical
Assistance Liaison.
– Examples include: determining who to enter into I&R and
WIPA services; determining how to view TtW Helpdesk
referrals into ETO; when to dismiss someone from I&R;
deciding when a follow-up assessment is necessary; or
when to enter efforts into ETO
– For TtW Helpline referral issues, also include Laura Coffey:
[email protected]
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Working in the I&R Program
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I&R Program
• Who do you enter into the I&R program?
• What data / forms must be entered into the I&R program?
• When do you dismiss beneficiaries from the I&R program?
• Tips for entering beneficiary information into the I&R
program
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Who do you enter into the I&R Program?
• Enter all callers who you determine; (1) eligible to
receive services from your WIPA project, and (2) do
receive some services from your project
– All services provided by a WIPA project begin with
delivering Information and Referral services
– Since the I&R program in ETO captures the I&R
information, all beneficiaries eligible for your services
should be entered in this program
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Definition of Beneficiaries Who are
Eligible for Any of the WIPA Services
WIPA eligibility criteria:
– At least age 14, but not yet full retirement age
– Disabled per Social Security’s definition, and
– Already receiving (or approved to receive) Social
Security benefits based on disability (SSI or a title II
disability benefit such as SSDI, CDB or DWB).
– WIPA Eligible or Not: A Quick Reference Guide
http://www.vcuntc.org/resources/viewContent.cfm/746
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Only Enter Beneficiaries Who are Eligible
for WIPA Services in ETO!
• Avoid entering individuals who are not WIPA eligible by careful
upfront screening.
• If a beneficiary is entered in ETO, and later determined to be
any of the following:
– Not eligible for WIPA,
– Not in your WIPA service area,
– A duplicate entry, or
– A BOND participant in the treatment group (T1, T21, T22),
Change the beneficiary’s last name to ‘Fake.’ Using the ‘Fake’
function permanently deletes the beneficiary record in ETO.
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What Must be Entered into I&R:
Enrollments
All beneficiaries who are eligible for and receive services,
must be enrolled in I&R:
– Highlighted fields must be completed to move on: first
name, last name, benefits received at intake, how did the
customer hear about WIPA, employment status at intake,
and program start date
– While other fields are not required to move forward in ETO,
they are required by Social Security
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What Must be Entered into I&R:
Enrollments
• SSN is a required field. However, if a beneficiary requests
I&R assistance, but is not willing to provide their SSN,
WIPAs have two options:
– Provide I&R service, and do not enter the
beneficiary in ETO, or
– Provide I&R service, and enter the beneficiary in
ETO, leaving SSN field blank
• Projects will not be penalized for leaving SSN blank in I&R
program.
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What Must be Entered into I&R:
Assessments
All beneficiaries eligible for your services must have an
I&R Assessment
– Required to fill in every section, including ‘time spent’
– Additional I&R Assessments: For beneficiaries who do
NOT move into the WIPA program, if a new I&R need
arises and WIPA services are still not needed, complete
another I&R assessment
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What Must be Entered into I&R:
I&R Efforts
(I&R Case Notes or Initial Case Notes)
– The Efforts feature in the I&R program is completely optional
(not used in reports)
–
If you do choose to use it, you can use it to track any activities
you do in relation to the delivering the I&R service (including
attempts to contact the beneficiary), as well as any additional
I&R contacts you have with beneficiary after that service is
complete
–
When recording an effort at the same time as the I&R
assessment, it is acceptable to account for the time spent
in both places
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What Must be Entered into I&R:
Dismissal
– Using the ‘dismiss’ function moves the record
to an inactive status, but it remains in the
database.
– Required: dismiss from I&R any beneficiary
referred to or receiving WIPA services
– Optional: moved out of service area, deceased,
I&R need met, incarcerated, unable to contact,
declined additional services
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Tips for Entering Data in the I&R Program
• Make sure you are in the I&R program (not the
WIPA Program) before you start entering data
• Check for duplicates / BOND participation before
adding a beneficiary
• When searching with the Search for current
WIPA and BOND Beneficiaries link, you MUST
enter the SSN without dashes.
• Double check your entries to ensure accuracy of
data (look for transposed numbers, letters,
misspellings, etc.)
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I&R Program Summary
• Enroll: All beneficiaries who meet WIPA eligibility
criteria and for whom you provide at least some services
• Assessment: Complete an I&R Assessment for
everyone enrolled in the I&R program
– Additional I&R Assessments under narrow
circumstances
• Efforts: Totally optional; can be used for recording your
I&R activity if you choose
• Dismissal: Dismiss any beneficiary from I&R who will
receive WIPA services and enroll into WIPA
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BASS Ticket to Work Helpline
Referrals to WIPAs
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Helpline Specialists as “Employment
Cheerleaders”
• The mission of WIPA is to provide clear and accurate
information to beneficiaries and to promote employment and
enhance an individual’s financial independence.
• The Helpline provides an intermediary service to screen and
refine referrals to the WIPA projects.
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Helpline Specialists as “Employment
Cheerleaders”
• Helpline Specialists can encourage callers to pursue
employment by being the “employment cheerleader.”
• Provide general information to encourage the beneficiary
to see the benefits of working.
• The purpose is to identify the individuals who NEED
individualized WIPA services and to facilitate and
encourage the connection (referral).
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Helpline Referrals = Priority
• Social Security has indicated that referrals received via
ETO from the Helpline are to be given high priority
status for WIPA services.
• Initial eligibility screening has been completed by
Helpline Specialists.
• Intake and I&R Assessments have been completed.
• Beneficiaries expect follow-up contact from WIPA
project within 3-5 business days of referral.
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Initial Eligibility Screening
• Helpline Specialists verify beneficiary eligibility for WIPA
services based on information in MAXSTAR system prior
to proceeding with their established call flow.
• Screening process answers the following questions:
– Is the caller eligible for WIPA services?
– How close are they to working?
– What information is needed?
• Determine where the person is on the Employment
Continuum by asking probing questions.
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Helpline Call Flow
• Greeting and WIPA Eligibility Verification
• Summary of Reason for the Call
• Probing Questions
• The “Message”
• WIPA Introduction
• Work Incentives Information
• WIPA RE-Introduction/Permission to Refer
• Privacy Statement/ETO Referral
• Call Closure
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Helpline ETO Referral Notes
• County of Residence:
• Ticket Assignment Status:
• Employment Status: currently working, has a job offer,
interviewing, actively seeking (completing applications),
potential PASS development, etc.
• Best Time/Number to Call:
• Other Beneficiary Concerns:
• Privacy Statement Read: yes / no
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TtW Helpline – WIPA Referral Protocols
Two documents (“TtW Helpline – WIPA Referral Protocols”
and “TtW Helpline – WIPA Quick Reference Guide”) provide
information on:
• How to check for referrals from the TtW Helpline in ETO.
• How to review beneficiary data in ETO to determine
appropriateness of referral.
• How to accept or reject referrals from the TtW Helpline.
• Requirements for making contact with the beneficiary
referral.
• Protocols for handling questions or issues related to
Helpline referrals.
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Working in the WIPA Program
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WIPA Program
• Who do you enter into the WIPA program?
• What must be entered into the WIPA program?
• Uploading Beneficiary documents in the WIPA program.
• Who do you dismiss from the WIPA program?
• Tips for entering beneficiary information in the WIPA
program.
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Who do You Enter into the WIPA
Program?
Criteria to trigger WIPA Program enrollment consists only of the
following:
– The CWIC offers to provide individualized services to the
beneficiary,
– The beneficiary expresses a desire and willingness to receive
these services, AND
– The CWIC begins providing individualized services (i.e.
beneficiary provides signed releases, CWIC interprets BPQY
provided by beneficiary)
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Who do You Enter into the WIPA
Program?
• Keep in mind that anyone who is deemed eligible
for WIPA level services must initially be enrolled
in and then dismissed from the I&R program prior
to entry into the WIPA program
• NEVER enter a beneficiary directly into the WIPA
program
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Characteristics of Who Gets Enrolled in
the WIPA Program
• Individuals who are already employed with urgent benefits
issues that could cause employment loss or reduction.
• Individuals who are already employed who require assistance
with managing work incentives to maximize the financial benefit
from working.
• Beneficiaries who are already employed but are considering a
job change of some sort for which work incentives counseling is
needed.
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Characteristics of Who Gets Enrolled in
the WIPA Program (continued)
• Individuals with job offers who need information in order to
make a decision about accepting employment or individuals
who have already accepted employment and will begin work
soon.
• Beneficiaries who are actively looking for work, receiving job
placement / job development services, or are actively planning
for self-employment.
• Individuals who are interested in pursuing employment and
need accurate information to access appropriate employment
support services.
• Individuals who are interested in pursuing employment and
are strong candidates for PASS or other work incentives.
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What Must be Entered into WIPA:
Enrollments
Those eligible for WIPA level services who you begin delivering
WIPA services to should be enrolled the WIPA program:
– Dismiss the beneficiary from the I&R program with the
reason of: ‘referred to WIPA’
– Change program to WIPA Services
– Using the ‘Enroll Participant’ link, search for the
beneficiary by SSN
– Required fields for Intake Page were filled on the I&R
program, but be prepared to update demographics as you
get more information
– SSN is required
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What Must be Entered into WIPA:
Enrollments
• If a beneficiary was entered in the I&R program
without an SSN, then later requests WIPA services:
– Update the demographics page (View/Edit Participant)
in the I&R program with the SSN and save changes
– Dismiss the beneficiary from the I&R program with the
reason of: ‘referred to WIPA’
– Change program to WIPA Services
– Using the ‘Enroll Participant’ link, search for the
beneficiary by SSN
– SSN is required in the WIPA Services program
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What Must be Entered into WIPA:
Baseline Assessment
– Complete for ALL individuals enrolled into the WIPA program
• A beneficiary only gets one Baseline Assessment
• Required to fill out every section. (The Benefits Analysis
section is required, it is no longer optional.)
• May take more than one sitting to complete (may only get
partial info from the beneficiary in one contact)
• Continue updating Baseline Assessment and save as draft
until the point you have verified all benefits.
• Once all benefits are verified, the Baseline is complete and
saved as ‘final’. No further updates are made to the Baseline
Assessment at this point.
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What Must be Entered into WIPA:
Follow-up Assessments
Complete for a beneficiary anytime there is a change in his/her
situation (such as a change in employment, education, or use of
work incentives) after the baseline assessment is completed.
• No limit to the number of Follow-Up Assessments
• Each time you learn of a change in a beneficiary’s situation,
take a new Follow-Up Assessment
• CWICs are required to fill out every section
• Examples: start/stop working, increase/decrease hours or
wages, employer health coverage starts/stops, work
incentive starts/ends, assigns Ticket
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Uploading Beneficiary Documents in ETO
• WIPA projects now have the capability to save and upload
beneficiary documents in ETO. This includes:
– Documents created on the government furnished
WIPA computer and uploaded in ETO
– Documents created on a different WIPA computer that
will be transferred to the Social Security computer and
uploaded
– Documents received from other sources electronically
and uploaded
– Documents received from other sources electronically,
and subsequently scanned and saved to the
government furnished computer for uploading
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Uploading Beneficiary Documents in ETO
WIPAs are strongly encouraged to save and upload the following types of
documents:
– Correspondence created / sent to beneficiary or other agencies
– BSAs and WIPs
– Release of Information forms
– Signed WIPA program policies, procedures, and rights form(s)
– BPQY and other benefits verification forms
– Social Security work development and work incentives
development forms/documents
– Work incentives documents for other programs
– Copies of Individual Plan for Employment or other employment
related plan documents
– Pay records (documentation on pay received, copies of receipts
for wage reporting)
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Uploading Beneficiary Documents in ETO
• This feature is only available in the WIPA
program, you cannot upload in the I&R program.
• There is no limit on the number of documents,
size of documents, or frequency of uploads.
• There are no ‘required’ uploads. However, Social
Security is eager to minimize paper records to the
greatest extent possible and therefore strongly
encourages uploading pertinent documents.
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Uploading Beneficiary Documents in ETO
• To upload a document in ETO:
– click on ‘Beneficiary Assessment’ link on the home page
– search for participant
– select ‘Take New Assessment’
– Select ‘Upload File’
– Identify the name of the document (how you want it to
show in ETO) and then click ‘upload’
– Follow the wizard to find and upload your document
• Guidance will be shared by the WIPA Technical Help Desk on
how to transfer electronic and hard copy documents from
other sources to the government furnished computer for
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uploading.
What Must be Entered into WIPA: Efforts
In the WIPA program, efforts are defined as any action with or
on behalf of the beneficiary:
• Every contact, attempted contact, or action with a
beneficiary or with another entity on behalf of the
beneficiary should be recorded as an effort.
(‘Value’ field will indicate if you reached the beneficiary or
not. ‘No’ would be selected if you attempted contact but
only left a message.)
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What Must be Entered into WIPA: Efforts
Examples of Efforts:
• Leaving a message for a beneficiary
• Requesting or assisting with benefits verification
• Mailing the beneficiary additional work incentives
information
• Answering questions about the Ticket program
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What Must be Entered into WIPA: Efforts
• Completing the BSA or WIP
Important: Enter only one effort when the BSA /
WIP is completed, but include all time spent
analyzing the information and developing the
report.
• After completing the initial BSA / WIP, completing an
update at a later point in time
• Discussing the BSA / WIP with the beneficiary
• Assistance with earnings reporting
• Communicating with VR, EN, or others on the
beneficiary’s support team
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What Must be Entered into WIPA: Efforts
• Begin entering efforts as soon as the beneficiary is
enrolled in the WIPA program. It is not necessary for the
baseline assessment to be completed first.
• Complete the fields on the WIPA Effort that are relevant
to the action you are recording
• Always complete the ‘time spent’ field, but do not include
time spent traveling to or from meetings/ activities
• Each time an Effort is recorded, a case note related to the
activity may be entered in the notes field. Since Efforts
are now recorded for all activities with or on behalf of a
beneficiary, it is possible to maintain a complete case note
record within ETO.
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What Must be Entered into WIPA: Efforts
Important Change:
• Under the former WIPA Program, an effort and follow-up
assessment were never recorded at the same time. This is
no longer the case!
• If you engage in an activity with or on behalf of a
beneficiary – record it as an effort. If during that contact
you learn that a change has occurred in the beneficiary’s
status, also record a follow-up assessment.
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What Must be Entered into WIPA:
Dismissal
Dismissing from WIPA is NEVER required and is not
recommended; it is an optional action – for example:
– Incarcerated
– Moved out of service area
– Passed away
– Referred to WIPA program
– Unable to contact
– WIPA needs met
– Declined additional services
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Tips for Entering Data in the WIPA
Program
• Make sure the beneficiary is enrolled in and dismissed from the
I&R program before enrolling into WIPA
• Make sure you are in the WIPA program (not I&R) before
entering data about WIPA services
• When searching for beneficiaries by SSN, do NOT include dashes.
• Be consistent in data entry on baseline and follow up
assessments in terms of Ticket usage and VR involvement fields.
• Check and double check your entries for transposed numbers and
spelling.
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WIPA Program Summary
• Enroll: All beneficiaries who receive individualized counseling and
planning must be enrolled into WIPA
– Enroll in and then dismiss from I&R before enrolling in WIPA
• Assessments: Complete a Baseline Assessment for EVERYONE
enrolled in WIPA
– Baseline is completed once all benefits have been verified
• Assessments: After Baseline, complete a Follow-Up Assessment
anytime you learn about a change in a beneficiary’s situation
• Efforts: Complete an Effort for any action involving the beneficiary
or engaged in on behalf of a beneficiary beginning at the point of
enrollment in the WIPA program
• Dismissal: Never required
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Final Thoughts
• Timely, accurate and complete data
entry is CRITICAL!!!!
• Contact your TA liaison or Project
Officer for questions about what to
enter
• Questions?
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