Transcript EIP Data System - Overview

Florida Dept. of Health (DOH)
Children’s Medical Services (CMS)
Early Steps Program (ES)
Overview of Role of UF Family Data Center
in ES:
Presentation 1
The ES Web-Based Data Reporting System
(http://mch.peds.ufl.edu/ES/)
Background
Information
Our place in this world….
Where We’ve Come From…..
1977
1979
1989
2000
2003
2004
2007
2011
2012
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UF Pediatrics collects developmental follow-up data on infants
served through the Regional Perinatal Intensive Care Centers
(RPICC)
CMS initiates a data system contract with the UF (MCHERDC)
and Division of Computer Sciences
Developmental evaluation data system (DEI data system) is
separated from RPICC. Intervention, Referral and
Appointment components are added
Introduction of web-based data collection system
HIPAA implementation of standardized CPTs
Centralized Provider Enrollment System
Revised Service Taxonomy & Medicaid Early Intervention
Handbook
ARRA-funded data system enhancements –IFSP records,
multiple enrollment records, SC reports
Transition to CMS-KIDS data system
ES Data System - Basic System Operation
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Your Technical Support Team for
the ES Web-Based Data Reporting System:
ES Help Desk Main Page: http://mch.peds.ufl.edu/ES/
Bill Lentzsch – IT Expert, ESSO, Centers 01-09
JB Doty – IT Specialist, Centers 10-57
Jill Bischoff – Coordinator, Training & Ed. Programs III
HELP DESK EMAIL: [email protected]
1701-A SW 16 Avenue, 3rd Floor, Gainesville, FL 32608
(352) 334-0201/FAX (352) 334-0243
Family Data Center
University of Florida (UF) College of Medicine, Dept. of Pediatrics
(http://familydata.health.ufl.edu/)
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UF Family Data Center Contracts with
CMS-ES for:
1.
2.
3.
4.
5.
ES Web-Based Data Reporting System Application
ES Technical Support Help Desk Activities

ES Tech Support Web-Site

User Access and Password Management
Medicaid Billing
Provider Enrollment Upload
Quarterly/Annual Reports




6.
Fiscal/Billing, FSPSA, & Child Count
QA Matrix (discontinued after 04/01/12)
OSEP/WESTAT Child Count, Settings, and Exit data
QA Samples for Self-Assessment
Ad Hoc Reports, Data Management and System Development (Data
User’s Group)
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ES Web-Based Data
Reporting System:
Overview
Basics on the data system
Types of data:
 Patient Data (unique for each LES Center)
 Provider/Agency Data (unique for each LES
Center, used for billing Medicaid)
 All Codes (used uniformly statewide for all LES
Centers)
 User Logins, Access and Password
Management (unique for each LES Center)
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Types of Data - Patient Data:
 Enrollment Records (many records per child, one for each enrollment
period)
Birth Information for child
 Current Family Information
 Insurance Information
 Program Participation/Eligibility, including Referral
Information
 Intervention Records (many records per child, one for each service

delivered)
 Family Support Plan Service Authorization Records (FSPSAs)
(many records per child, one for each type of service and period
authorized)
 IFSP Records (many records per child, one for each type of IFSP)
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Types of Data – Providers:
 Providers (individuals providing services)




Provider Approval is managed by the CMS Provider
Management Unit through the CMS Provider Management
System (http://www.cms-kids.com/providers/providers.html)
Each Provider at each LES Center has a unique code, start
and end date
Provider records for LES employees contain billing
information
LES Employees that have two billing roles may have more
than one Provider record
Providers and data entry personnel must know the
correct code when entering data!
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Types of Data –Agencies:
 Agencies (offices providing services)


Each Agency at each LES Center has a unique
code, start and end date
Agency Codes of EIP, DEI, or DEIP are typically
used to represent the LES Center
Providers and data entry personnel must know the
correct code when entering data!
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Types of Data – Statewide Codes:
These codes are all managed by the CMS-ESSO

Service Taxonomy (menu of allowed ES Services)
Service Taxonomy is a list of services with their associated
service codes. For example, TCM=Targeted Case Management.

 CPT-Codes and fees for Medicaid rates
 Payer Codes (CONT/CONTM, MED, etc.)
 General Codes (County, Occupation Codes, etc.)
 ICD9 Codes
All of the following codes are available on the Early Steps
“Codes/Documents” web-page:
(http://mch.peds.ufl.edu/es/documentations/code_lists/index.html):
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Types of Data - User Access, Roles and
Passwords
 Data Custodians assign each user’s ability to View,
Add, Change or Delete records, and run reports, via
the User Security Agreement
 User Access should match the user’s “Need to Know”
personally-identifiable health information for ES
children
 User Passwords expire every 6 months – a new User
Security Agreement is required to reinstate users
whose passwords have expired
By signing the User Security Agreement, users agree to
“play by the rules” or lose their access!
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Data Custodians
Each LES Center has a designated “Data Custodian”
who:
 Assigns user access and their levels of access
 Terminates user access (contacts Tech Support)
 Distributes critical data system information within
their LES Center
 Triages data issues at the LES
 Data Custodians have a separate Data Custodian
Agreement for these roles.
Data issues go to your Data Custodian first!
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Data Entry Basics
How to Get into the ES Data System
Navigate to the ES Technical Support Web-Site
(http://mch.peds.ufl.edu/ES/)
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Click the “LOGIN” button to enter the Data System:
Click Here
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Enter your User Name and Password
 User names for the ES
Data System are
DIFFERENT than the
logins you may use for
your local
network/intranets
 User Names for the ES
Data System will
always begin with your
LES Center Number
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Watch for when your password will expire!
You may change
your password at
any time – you
must change it
before it expires.
Your Data Custodian must submit a new User Security
Agreement if your password expires!
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Data Entry Basics
How to View, Add, Change or Delete
Records in the ES Data System
ES Data System Basic Layout: Major
Sections of the Screen
SECTION
NAVIGATION
FORM &
SEARCH
CHOICES
BROWSE
/FORM AREA
RECEIPT AREA
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The options in the FORM & SEARCH CHOICES area
reflect your designated level of access
A revised User Security Agreement must be completed by your
Data Custodian to change your access to data.
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Basics on Searching for Records
1. Navigate to
desired section
2. Select Form
and Action
3. Enter and Submit
“Find” Criteria
4. Select
Desired Child or
Record by
clicking the
leftmost button
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Basics on Patient & Provider/Agency
Data Entry
1. After retrieving
the record,
ADD or
CHANGE the
Record as
needed by
typing values
or selecting
from drop
down lists
2. Submit record
for error checking
3. Watch for error
messages and/or Record
Saved confirmation
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Important Data Entry features:
 Data entry forms in “Add New Record” mode can be edited
and re-used.
 Each data transaction is logged in an audit trail that
includes information about who added, changed, or deleted
any record, every time.
 Error-checking rules must be successfully passed before
the record can be added or changed.
(http://mch.peds.ufl.edu/es/documentations/ES_Handbook/rules_for_data_entry.doc)
 Some rules for Interventions and FSPSAs can be bypassed
by the use of special Recipient Codes (Exceptions E code)
 Intervention and FSPSA records can be “Copied to” FSPSA
and Intervention Records.
 FSPSA records can be “checked” from the Intervention
Screen by using “CHECK FSPSA”
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Data System Reporting Basics
Standard Reports in the ES Data System
Basics for Data System Reports:
 Report Documentation is on the Web-Site under
“Documentation”
http://mch.peds.ufl.edu/es/documentations/ES_Handbook/
 Reports are requested through the Report Set-up
Screen - each report allows users to select specific
report criteria
 Reports are typically generated on a “first-come,
first-served” basis - there may be other reports
ahead of yours
 Report output is “posted” only to the Reports
Directory of the user who requested the report –
other users cannot see your reports
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Basics for Data System Reports (cont.):
 Child Count, Fiscal/Billing & FSPSA reports have 2
types of output


Summary report with no identifiable Patient information
(html format)
List of records report with identifiable Patient information
(html and/or Excel format)
 Provider and Agency Reports have no Summary – only
lists of records in Excel
Proficiency in Excel is highly recommended for Data
Custodians and all report users!
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Standard Data System Reports:
 Fiscal/Billing Report - List and summary of Intervention
Records with dates of service during user-specified report period
 Child Count Report - List and summary of Demographic
information for Children “Enrolled” during specified period
 FSPSA reports - List and summary of FSPSA Records with
authorization dates within user-specified period

FSPSAs Initiated during period (start dates within report
period)

FSPSAs Overlapping Period (authorization period intersects
report period)

FSPSAs Ending during Period (end dates within report
period)
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Standard Data System Reports (cont.):
 Providers (List of Provider Records (Excel format)
 Agencies (List of Agency Records (Excel format)
Proficiency in Excel is highly recommended for
Data Custodians and all report users!
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Basics of Report Set-up
Click the
Report Button
Click the
button for the
type of Report
Enter the
report criteria
and submit the
report
Watch the “receipt”
for confirmation,
errors, & other
instructions
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Basics of Retrieving Reports from Reports
Directory
•Reports appear
in order by date
(most recent on
top)
•Click on the
View/Download
button to open
or save report,
or
•Click the Delete
button to
permanently
delete the report
Don’t delete reports for which you need Tech
Support’s help!
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Report Output - Confidentiality
 All privacy and confidentiality requirements
must be followed for report results containing
personally identifiable information, including



Paper print-outs
Files stored on your hard drive or laptop
Files stored on your network
Report Output containing identifiable
patient information is confidential!
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Call ES Technical Support for
Help Anytime!
 Make sure that you contact your Data
Custodian first to resolve your questions or
problems
 Refer all service delivery or policy questions
to your Program Manager at CMS-ESSO
 Don’t struggle! The folks at UF Family Data
Center’s ES Help Desk are specifically
contracted to provide you support and
assistance.
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Your Technical Support Team for
the ES Web-Based Data Reporting System:
Maternal & Child Health, Education, & Research Data Center (MCHERDC)
University of Florida (UF) College of Medicine, Dept. of Pediatrics
Jill Bischoff – Coordinator, Training & Ed. Programs III
JB Doty – IT Specialist
Bill Lentzsch – IT Expert
HELP DESK EMAIL:
[email protected]
1701-A SW 16 Avenue, 3rd Floor, Gainesville, FL 32608
(352) 334-0201/FAX (352) 334-0243
(http://mch.peds.ufl.edu/ES/)
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