As Is Future, Alaska & Providers ITOTS Working Group August 18, 2008 Agenda Interim changes As is process flow Future process flow Alaska System Provider database Provider process flow Infant.
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As Is Future, Alaska & Providers ITOTS Working Group August 18, 2008 Agenda Interim changes As is process flow Future process flow Alaska System Provider database Provider process flow Infant & Toddler Connection of Virginia 15 80 min 10 min 20 min 30 min 25 min ITOTS Changes v 1.5 Several reports are not calculating the age of children correctly. Child Status List, Children Open By Age, Children Open Older Than Three, Initial Progress Assessment Not Entered, Number Percent Open Children By Age, Table 1-A Open By Age Race Ethnicity, and Table 2-A Settings by Age, Infant & Toddler Connection of Virginia ITOTS Changes v 1.5 Change name of the “Number and Percent Open by Age” report to read “Point in Time Count”. Change the export routine so that leading zeros are not dropped in Social Security and MEDICAID numbers. Require that Medicaid numbers include exactly 12 digits. Infant & Toddler Connection of Virginia ITOTS Changes v 1.6 Remove race/ethnicity from search for a likely match. Change racial and ethnic categories to match the new OSEP categories. Develop enhancements to allow systems to close ‘lost’ clients. Infant & Toddler Connection of Virginia ITOTS “As-Is” Process Flow Diagram Main Flow 1.00 Referral 3.00 Eligibility Determination 2.00 Intake 4.00 Service Assessment 5.00 IFSP Management 11.00 Moniitoring Data 12.00 Administrative Functions 8.00 Transition / Discharge 9.00 Progress Measurement Complaint Filed? Yes 10.00 Complaints & Due Process Infant & Toddler Connection of Virginia 6.00 Delivered Services 7.00 Billing 1.00 Referral 1.01 Referral Received at SPOE 1.02 Record Referral 1.03 Begin Early Intervention Record 1.04 Acknowledge Receipt of Referral 1.05 Assign Service Coordinator 1.06 Make Initial Contact with Family 2.01 Infant & Toddler Connection of Virginia 2.00 Intake 1.06 2.01 Collect Demographic Data 2.02 Family Visit & Prep for Eligibility Determination 2.03 Obtain Parental Consent Consent Received? No A 2.04 Obtain Parental Consent to receive medical records Consent Received? No Infant & Toddler Connection of Virginia Yes 2.05 Request medical information 3.01 8.11 Yes A 2.05 3.00 Eligibility Determination 3.01 Gather Eligibility Determination Data 3.02 Determine Evaluation Team 3.05 Determine Diagnosed Condition Eligible? 3.03 Review Eligibility Determination Data 3.04 Determine Eligibility 6.04 A No 3.06 Determine Developmental Delay/Atypical Development Yes 4.01 Yes Eligible? No 3.09 Refer to Community Programs & Part B Uncertain 3.08 Conduct Assessment to Determine Eligibility Infant & Toddler Connection of Virginia 3.07 Obtain Physician Order if needed for Assessment 3.10 Parents sign paperwork and Marked ineligible in ITOTS Exit System A 4.00 Service Assessment 3.05 / 3.06 4.01 Family Meeting 6.04 A 4.05 Schedule IFSP Development Meeting Infant & Toddler Connection of Virginia 4.02 Child and Family Assessment Activities 5.01 4.03 Select an OnGoing Service Coordinator 4.04 Develop Composition of IFSP Development Team A 5.00 IFSP Management 4.05 A 5.01 Hold IFSP Meeting 5.02 Determine Child Indicator Entry Ratings 5.04 Identify Support and Services 5.05 Complete IFSP Form and Clinical Plans 9.019.05 5.06 Obtain Parental Consent 5.03 Establish Outcomes and Goals Consent Received? A Yes B No 8.11 B 5.07 Complete Family Cost Share Infant & Toddler Connection of Virginia 5.08 Select IFSP Service Provider(s) 5.09 Process Authorization(s) for IFSP Services (if needed) 5.10 Data Entry of Individual Child Data Form (ICDF) 6.01 6.00 Delivered Services 3.01 OR 5.10 6.01 Obtain preauthorization for ancillary and DDC only 6.02 Deliver Services / Provide Service Coordination 6.03 Enter SPO Billing information 6.04 Submit and enter Progress Notes 4.01 7.01 Infant & Toddler Connection of Virginia 7.00 Billing 6.04 Yes 7.02 Billing staff receives progress notes from ITC Providers 7.03 Bill Medicaid for services provided by ITC Providers 7.04 File progress notes No 7.05 Receive progress notes from private vendor 7.06 Produce Invoice for all services private vendor provided 7.07 Reconcile number of services provided with charge on invoice 7.04 File progress notes 7.08 Pay Private Vendor 7.01 Does child have Medicaid? A Infant & Toddler Connection of Virginia A 8.00 Child Transition / Discharge Lost to System 8.18 Mark Inactive in ITOTS Found? Found in another System? 8.19 Mark Active in ITOTS Yes 8.20 Enter Exit Data into ITOTS on the date of last service planned on IFSP Infant & Toddler Connection of Virginia Discharged 8.11 No Continue with EI Process 8.00 Child Transition / Discharge Transfer -- Family has moved to a different LLA area 8.01 Family contacts LLA with new address 8.02 Current LLA gathers all paperwork regarding the child 8.03 Current LLA delivers paperwork to the new LLA 8.04 Current LLA transfers the ITOTS record to the new LLA A 8.05 New LLA receives the paperwork 8.06 New LLA and Family make contact 8.07 New LLA appoints an initial Service Coordinator 8.08 Hold IFSP Review B 8.09 Identify Providers Cancel Transfer? No Infant & Toddler Connection of VirginiaContinue with EI Process Yes 8.10 Delete Transfer Record A B Continue with EI Process 8.00 Child Transition / Discharge All Other Transition / Exit 2.03 5.05 8.11 Record Transition Plans on IFSP 8.12 Notification to LEA 8.13 Transition Planning Conference A 8.19 A Parent Consent to refer to Part B? Yes No 8.14 Placement Determination (Part C & Part B) 8.15 Placement Determination (Part C only) No 8.16 Transition Planning Conference (if needed) Part B Eligible? Infant & Toddler Connection of Virginia Yes 9.019.05 8.17 Enter Evaluation and/or Exit data into ITOTS Discharged 9.00 Progress Measurement 5.02 Exit Assessment? No 9.01 Derive Assessment Information 8.16 9.02 Determine the appropriate rating for the indicators 9.03 Document the child’s functional status in the EI Record Yes Part B Assessment Available? No 9.04 Fill in the CISF Form Yes 5.03 9.06 Obtain ratings from Part B 9.05 Record results in ITOTS 8.17 Infant & Toddler Connection of Virginia Exit 12.00 Administrative Functions 12.01 Child and Family Data Management 12.02 Provider Data Management 12.03 Local Lead Agency Data Management 12.05 Reporting 12.06 Security Management 12.07 Auditing Infant & Toddler Connection of Virginia 12.04 List Data Management 10.00 Complaints & Due Process 10.01 Family contacts Part C office with concerns 10.02 Internal referral to Procedural Safeguard Consultant (PSC) 10.03 PSC returns call to family, provides guidance and due process options Continue with process? No 10.04 PSC re-presents resolution options and provides contact information Yes 10.06 Family submits required signed document No Infant & Toddler Connection of Virginia Mediation Work with LLA/ Provider for resolution? Yes LICC accepts 10.05 PSC provides guidance, resources, and helps with resolution 10.08 Exit 10.0 Media required signed document resolution? resources, and helps with resolution 10.00 Complaints & Due Process Mediation (only) LICC accepts mediation? Yes 10.09 Mediation agreement reached by the parties is written 10.08 Mediator is assigned No Mediation and Due Process 10.07 PSC notifies LICC of family’s request to initiate resolution options 10.10 PSC notifies family of their right to pursue a hearing Family pursues a hearing? No Exit Yes Due Process (only) Administrative Complaint Infant & Toddler Connection of Virginia 10.13 Part C Office investigates 10.11 Hearing Officer is assigned 10.12 Written decision is mailed to each party 10.14 Part C Office writes a report of findings Exit 11.00 Monitoring Data Spring Summer Fall Winter 11.01 Develop criteria to assign a Determinations category to LLAs 11.02 Analyze data obtained from monitoring activities for year 11.09 Analyze Indicator 1 and prepare draft report 11.15 Analyze Indicator 4 and prepare draft report 11.03 Analyze Indicator 2 and prepare draft report 11.10 Analyze Indicator 7 and prepare draft report 11.16 Submit the APR to OSEP 11.04 Analyze Indicator 3 and prepare draft report 11.11 Analyze Indicator 8 and prepare draft report Infant & Toddler 11.05 Analyze Indicator 5 and prepare draft Connection ofreport Virginia 11.12 Analyze Indicator 9 and prepare draft report Spring 11.17 Post SPP, APR and LEA/EIS program reports on website 11.00 Monitoring Data Spring 11.05 Analyze Indicator 5 and prepare draft report Summer 11.12 Analyze Indicator 9 and prepare draftFall report Winter 11.01 Develop criteria to assign a Determinations category to LLAs 11.08 Analyze 11.06data obtained from Analyze Indicator 6 monitoring and prepare draft report activities for year 11.12 Analyze Indicator 11.13 Data Verification 1 and prepare draft report 11.18 Analyze Indicator 4 and prepare draft report 11.07 Analyze Indicators 11.09 10 - 13 and Analyze Indicator prepare draft 2 and prepare report draft report 11.08 Analyze Indicator 11.02 14 and prepare draft report Analyze Indicator 3 and prepare draft report Infant & Toddler Connection of Virginia 11.13 11.14 Analyze Indicator Begin writing APR 7 and prepare draft report 11.14 Analyze Indicator 8 and prepare draft report 11.19 Submit the APR to OSEP Spring 11.20 Post SPP, APR and LEA/EIS program reports on website FUTURE FLOW Infant & Toddler Connection of Virginia 1. CHILD DEMOGRAPHICS Infant & Toddler Connection of Virginia 2. HEALTH Infant & Toddler Connection of Virginia 3a. REFERRALS Infant & Toddler Connection of Virginia Referral In Data Entry Infant & Toddler Connection of Virginia 3b. SCREENING Infant & Toddler Connection of Virginia 4. EVALUATION Infant & Toddler Connection of Virginia EVALUATION Infant & Toddler Connection of Virginia OUTCOMES Infant & Toddler Connection of Virginia 5. INDIVIDUALIZED FAMILY SERVICE PLAN / ENROLL Infant & Toddler Connection of Virginia IFSP Infant & Toddler Connection of Virginia IFSP SERVICES Infant & Toddler Connection of Virginia ENROLLMENT Infant & Toddler Connection of Virginia 6. CONTACT LOG Infant & Toddler Connection of Virginia 7. REFERRALS OUT Infant & Toddler Connection of Virginia REFERRALS Infant & Toddler Connection of Virginia MISCELLANEOUS Infant & Toddler Connection of Virginia 8. INSURANCE / ADULT DEMOGRAPHICS Infant & Toddler Connection of Virginia ADULT SEARCH Infant & Toddler Connection of Virginia ADULT SELECTION Infant & Toddler Connection of Virginia ADULT DATA ENTRY Infant & Toddler Connection of Virginia 9. CHILD PROFILE Infant & Toddler Connection of Virginia 11. PROVIDER INFORMATION Infant & Toddler Connection of Virginia Provider Credentialing and Training Languages PK LanguageID Language InactiveFlag Providers ProviderLanguages PK,FK1 PK,FK2 ProviderID LanguageID PK PrimaryFlag FK1 ZipCodes PK ZipCode ProvidersZipCodes PK,FK1 PK,FK2 ProviderID ZipCode InactiveFlag XREF_FIPS PK FIPS_CD ProvidersFIPS PK,FK1 PK,FK2 ProviderID FIPSCode FIPS_DES FIPS_CATCHMENT_ID XREF_COUNCILS PK COUNCIL_ID ProviderCouncils PK,FK1 PK,FK2 ProviderID COUNCIL_ID COUNCIL_DES COUNCIL_REGION_CD InsuranceCarriers PK InsuranceCarrierID ProviderInsuranceCarriers PK,FK1 PK,FK2 InsuranceCarrier InactiveFlag ProviderID InsuranceCarrierID ProviderCarrierNumber ProviderDegrees PK ProviderDegreeID FK1 ProviderID Degree DegreeDescription StaffTypes PK StaffTypeID Infant & Toddler Connection of Virginia StaffType IncativeFlag ProviderID NationalProviderID FirstName MiddleInitial LastName PreferredName StaffTypeID AgencyName StartDate EndDate BillingAddress BillingCity BillingState BillingZip MailingAddress MailingCity MailingState MailingZip PrimaryPhone AlternatePhone FaxNumber ConfidentialFax Email WebSite TaxID Comments AcceptingNewPatientsFlag MalpracticeInsCarrier MalpracticeInsAmount MalpracticeInsExpDate MalpracticeInsImage CriminalBGCheckedDate CriminalBGAgency CriminalBGResults CriminalBGImage AvailMonMorn AvailMonAftr AvailMonEven AvailTueMorn AvailTueAftr AvailTueEven AvailWedMorn AvailWedAftr AvailWedEven AvailThuMorn AvailThuAftr AvailThuEven AvailFriMorn AvailFriAftr AvailFriEven AvailSatMorn AvailSatAftr AvailSatEven AvailSunMorn AvailSunAftr AvailSunEven Exp0-1Flag Exp1-2Flag Exp2-3Flag Exp3-5Flag ExpSchoolAgeFlag ProviderProviderTypes PK,FK1 PK,FK2 ProviderTypes ProviderID ProviderTypeID PK ProviderTypeID ProviderType InactiveFlag ProviderLicensesCerts PK ProviderLicenseCertID FK1 ProviderID LicenseCertification LicenseNumber LicenseExpDate LicenseCertImage CertificationProviderTypes PK,FK2 PK,FK1 CertificationID ProviderTypeID OptionalFlag Certifications ProviderCertifications PK ProviderCertificationID FK1 FK2 ProviderID CertificationID ModulesDueDate ExpirationDate ProviderCertificationModules PK,FK1 PK,FK2 ProviderCertificationID ProviderModuleID PK Certification CertificationDesc InactiveDate CertificationModules PK,FK1 PK,FK2 ProviderModules PK ProviderModuleID FK1 FK2 ProviderID TrainingModuleID DateCompleted ProviderSpecialInterests PK ProviderSpecialInterestID FK1 ProviderID SpecialInterest CertificationID CertificationID TrainingModuleID TrainingModules PK TrainingModuleID ModuleName ModuleDesc CompleteWithin PreServiceFlag InactiveFlag