Web IFSP Service Coordinator Presentation February 24, 2010.
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Transcript of Web IFSP Service Coordinator Presentation February 24, 2010.
![Page 1: Web IFSP Service Coordinator Presentation February 24, 2010.](https://reader038.fdocuments.in/reader038/viewer/2022102910/56649ead5503460f94bb4e40/html5/thumbnails/1.jpg)
Web IFSPService Coordinator Presentation
February 24, 2010
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WelcomeHousekeeping
Introductions
Agenda
Objectives
The Big Picture
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Morning AgendaFor Service Coordinators
• Introduction
• Big Picture - Overview
• Navigation of the Web IFSP for Service Coordinators
• Break
• Key Forms for Service Coordination
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Afternoon Agenda
for Service Providers and
Coordinators• Introduction
• Big Picture - Overview
• Getting into the system
• Navigation of the Web IFSP
• Enter Real Case with your team• Evaluation and Assessment• Outcome Page• Services Page
• A Quick Look at the rest of the Web IFSP
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Objectives for the Day
Participants will:
• Begin to learn how to use the Web IFSP
• Have hands on experience with the Web IFSP
• Provide feedback to presenters on continued needs, for improving the training, on what questions still exist
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Big Picture - Overview
Charting Our Course
Joane Amick
Early ACCESS Regional Coordinator
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Service Coordinators forRegion 1
• AEA ECSE Teacher Consultants
• OT/PT when they are the only service provider
• Vicki Berger, SLP; Zondra Foster, hearing itinerant; Marti Andera, nurse practitioner
• Child Health Specialty Clinics - Drug Affected, Preemies, Medically Fragile
• Visiting Nurses Association - lead exposed, no developmental delays
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Early ACCESS Partners
Providing Family
TrainingHAWC Empowerment - Howard, Allamakee, Winneshiek, and Clayton Counties
Early Head Start - Allamakee and Clayton Counties
Parent Share and Support - Fayette County
Parents as Teachers - Delaware County
Parents as Teachers - Dubuque County
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Expectations for Learning
• Mastery of getting into the system
• Understanding navigation process
• Conceptual mastery of data entry versus page entry
• Mastery of how to add a child to the system
• Understanding of service coordinator role for access to others and how to set up meeting page
• Awareness of how to access forms
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Let’s Get Started
At the Dock: Structure of the Web IFSP
System
Julie Tschirgi
Co-web IFSP Administrator
Sue Schulz
Early ACCESS Administrative Liaison
Co-web IFSP Administrator
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Similarities to Web IEP
• Same URL - https://iep.aeaims.org/IDEA_Apps/
• Application built for commonalities - 85-90%
• IowaIDEA.org • Update Subscription • Quick Reference Guide
• Passwords• Bug Reports • Time Out• Typing not an activity• Log Out Procedures
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Browsers & Settings
• Browsers & Platforms• Mac OS 10.4 - Firefox 3• Windows 2000, XP, Vista - IE7 or IE8, Firefox 3
• Browser Setup (pp 13-19; Ref Guide)• Cache, Popups, Print backgrounds
• Printing - similar features including • incomplete data report• printing only the pages you need
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Login Screen
https://iep.aeaims.org/IDEA_Apps/
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Main Menu
Permissions set up by IMS Data Entry Folks
Can set default to web IFSP or web IEP
Pop up Menu
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All Hands on Deck
•Activity - 10 Minutes
• IowaIDEA.org • Set up notification• Find IFSP supportive
documents
• Log In• Set default
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Caseload
Red boxed area varies by the permissions you’ve been assigned. Service coordinators have additional permissions that service providers (only) do not need.
Service Coordinators will see “View Caseload”Service providers will see “View Child List”
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Intake Entered by Office
Assistances at AEA,
Lead by VNA - Meghan Wolfe, CHSC -
Rae Miller
Accuracy of Name andBirthdate are important!
Ask for the name as it appears on birth certificate
When calendar is provided - use it!
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Reason for Referral
Available from the Print - Preview - Intake Form
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IMS Data Entry Staff Assign Service
Coordinator
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“You’ve got mail”
Check
Caseload
Frequently
* Denotes new case
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“Add Child”Completed by Office
Assistants
“Add Child” process used for children already entered in IMS - e.g Annual Review, Periodic
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Key Points of Caseload View
• Service Coordinators menu includes “view case load”
• Service Providers menu includes “child list”
• Service Coordinator providing a service will see both lists
• “New” indicates a new referral
• An email will also accompany the referral alert
• Don’t abandon current and common sense practices around communicating with team mates
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Tips for Navigating the IFSP
Lists!
Banks!
Blank line in popup to delete info
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Navigating Tips (cont.)
Unlike web IEP, shifting from one screen to the next does NOT save. SAVE often! Also, note Print option.
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Setting Sail
Raising the Sails
First Steps on Forms
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Completing Family Information
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Key points about the family
information page• Much of the family information page will be filled automatically if a New Intake form is being done.
• If the intake page is edited/updated it will not carry forward to the family information page.
• If “Add Child” process is used, family info will need to be entered.
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Family Information Page
Family Tab Fields:•Name/Birthdate•Ethnicity•District•County•Language in Home•Adults and Siblings
Use add button for lines to enter siblings
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Provider and Insurance Tabs
Same info that isrequired on currentFamily Info page
Note: You don’t seethe form - only thetext boxes. Text will print on form template.
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View of Completed
Family Info Page
Note XThis deletes
form from Print command only!
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Obtaining Forms
Use Print command to obtain some forms such as Consent for Evaluation and Consent for Services.
Also use for viewing Intake Page (e.g. reason for referral)
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Print - Form Key Points
To select a form, click on the selecttab. Choices include a blank form (Blank) or the completed form (Form)
Like web IEP you can see what’s missing - Inc Data Report
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Print Preview
allow you to view any
form selected
If info is missing you will need to think about where
you enter the info - e.g. Meeting tab -
since the form itself is not
available for data
entry.
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Raising the Sail Activity
• Activity - 15 Minutes
• Navigate the Family Info page tabs• Family Info
• Providers
• Insurance
• Locate the reason for referral info on new intake - partner, if needed
• Print Command• View the Print Menu options
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SC Starts a Meeting
Select the Meeting tab by clicking on it
Choose a meeting type
Enter meeting date to access other forms!
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Meeting Popup
Do NOT select the
“Yes” box for initials
orannuals
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Initial IFSP Meeting
Be sure to monitor dates as you go!
Special population checks don’t print!
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Transition Planning Meeting?
Box appears if childis 2 yr 3 mo or older
When you select Y, eligibility reasons appear
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Meeting Tab• Enter the child’s
eligibility basis, IT Code, Meeting Participants and so on
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Meeting Tab (cont.)Read thefields carefully
Return tothis tabas planprogresses
Info from this tab is integrated into various forms
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Meeting Page
Correct mtg date to reflect actual mtg date
Enter eligibility reason and areas
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Meeting PageIf the child is not eligible, selecting N will auto-fill the case closure.
If eligible AND the Parent Declined, marking eligibility choices will remove all other 'Incomplete Data Report' items. Plan needs to be electronically implemented.
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Meeting Page
Consent for EA Evaluation and Parental Rights
Documentation
Update the Consent and Procedural Safeguard info
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Key Points about the meeting page
• One of the first pages you need to access (selecting meeting date and type of meeting) and the last page (completing meeting results) to be completed when an IFSP is developed
• Make sure you have the accurate date for IFSP meeting if changed from the original estimate
• Enter Consent for Evaluation and Parent Rights information
• Enter Eligibility information
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Tab Counts
Once you start a tab - a tally will be kept of how many fields still need to be completed. Based on the info so far, the meeting tab has 5 data elements yet to be completed
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Services Tab
On initials add the various providers/ team members who will assist with evaluation
Once eval is done and IFSP is written, delete those who will not provide servicesAdding providers gives access
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Select Service Provider
Add the provider assigned to the team from the provider L - List
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Services
Service Coordination is a pre-filled service for all IFSPs
Minutes are total for the ‘Expected Duration” period You cannot edit the Frequency - 1 in 6 month period - of Expected Duration This is dictated by Medicaid
Example: If you SC every other month for 30 mins. then you would enter 90 minutes
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Include All Services Provided
If you SC + SP you will need a box for both services.
Service Providers complete own box for services page.
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Include All Services Provided
If you SC + SP you will need a box for both services.
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Other Services
Other Services are addressed within the Services tab
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Early Intervention Services
and Other Services
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Other Services
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Deleting Services
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Getting Underway
Take the next 15 minutes and review
• Meeting Tab
• Service Tab
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Service Coordinator
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And Team Evaluate Child
Getting started with family statements
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Family Statements Form
(family assessment)Fill in the Family Statements once the evaluation is in process
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Case Closure
To Access the Case Closer options, Service Coordinators clicks on EDIT Intake. Be sure to put in date.
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SC Key Points & Summary• New Intake or Add Child - OA assists
• Meeting tab needs to be started so access to forms is available
• Services need to be assigned so others have access to child’s forms
• Services can only be deleted by the service coordinator
• Service coordinator must do the printing & submitting
• Service coordinator only can see everyone’s logs
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Work on Your Own Cases
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In the remaining time,feel free to work on a case you brought.
Your local AEA office assistantCan assist your smoothSailing with the new web IFSP.
Dubuque - Rachael PutmanOelwein - Glenda Suckow Elkader - Julie Bergan