ASPEN Scheduling and Tracking (AST) Session 1

1. ASPEN Scheduling and Tracking (AST) Session 1

2. AST Session 1: Topics What you will learn in this session….. • AST System Overview • High level review of AST functionality • AST Setup • Security and Access Control • Lookup and Data Configuration

3. AST: WebEx Sessions Four WebEx Sessions are Available These Cover… • Session 1: Overview and Configuration • Session 2: AST Scheduling Functions • Session 3: AST Tracking Functions • Session 4: AST Reports and My ASPEN

4. AST: Supporting Materials Handy Reference Materials…. • AST Training and Reference Guide • Training tool which follows flow of WebEx training • Task-oriented design to serve as on-going user reference • Appendix of Reference Guide includes: • Previously distributed Overview Document used in this session • Examples of each AST report • Processing Steps definitions for certification tracking • Scheduling view column specification • NH Performance Score calculation algorithm

5. AST: Overview What is AST? • Powerful but easy to use tools designed to manage the certification processing life-cycle: • Integrated complaint and revisit scheduling and tracking • Supports scheduling and tracking for state licensure visits AST Scheduling: Visit Determination and Team Assignment (Step 1) AST Tracking: Active Certification and Visit Processing (Step 2) AST Finalization: Upload and Kit Completion Determine next cycle start (Step 3)

6. AST Overview • What is AST…..Key features • Supported categories: NH, HHA, ESRD, XRAY, RHC, OPT, CORF). Additional categories with future releases • Application integrated into ACO/ARO – No separate installation required • Full data integration between AST and ACO, ACTS and AEM • Enhanced surveyor team assignment • Extensive Library of new reports • New calendar views and automated reminders of scheduled activities • Highly customizable by states/ROs and for individual user needs

7. AST: Overview What happens when AST is activated in your state? • Facilities with active kits which have not been uploaded will appear in AST active tracking views • Facilities with most current kit upload will: • Have a future certification cycle target date automatically calculated according to facility type rules • Appear in the AST Scheduling “Ready to be Scheduled” view

8. AST Overview What happens if AST is not activated in your state? The following functions are still available…. • AST Extended staff availability and team selection function is still active in all ASPEN products (except ASE). • Access to provider type qualification and staff conflict of interest from personnel screen • AST Revisit Status indicator still available on survey properties and other survey grid views

9. AST Overview Quick note on certification “Target Dates” • Certification scheduling based on pre-defined target dates • These are simply the planned date of the next certification cycle for each facility and may be established months or years in advance • Target date determination is different for each category • NH – 9-15 month rules automatic calculation • HHA – Based on 1572 Survey Frequency • All other categories: manually assigned using AST pre-scheduling tools based on budget call letter • Target dates for any facilities in any category may be manually overridden by user as needed at any time

10. AST Overview • Let’s now take a quick tour of AST functionality….. • Refer to the Overview Section located in the training guide appendix – “Working with AST” on page 83

11. AST Configuration • What you will learn in this section…. • Configure AST Security and Access Control • Configure staff member extended information • Add licensure tracking information to a facility • Learn about target calculations • Learn to configure NH performance scores • Add personal activities • Define AST user settings and preferences

12. AST: Security Overview • Directly integrates with existing ASPEN security for: • Menu/function security • Tab/button security • Facility type security • Introduces future survey security • Can be partially pre-configured in advance • Pre-defined security profile groups in ASPEN 7.2 • Pre-assignment members to security profiles • When AST 7.3 released, simply assign profiles to allowed functions

13. AST: Security Configuration Pre-planning for AST security profiles • Is there more than agency in state using AST? • Which facility types will be supported and by which work units/teams/district offices? • Who has responsibility for determining certification, complaint and revisit schedules? • Who tracks certification and complaints through completion of forms, letters, upload? • Will user-specific calendar, assignment tracking and event management features of AST be used?

14. AST: Configuring security • Example security profile for AST • Profile: Scheduling Operations • Defined as: Team leaders responsible for actual survey scheduling and team assignment • Profile: • Scheduling Views: Read/Write • Change pre-assigned certification “Scheduling Target Dates” – No Access • Pre-scheduling views – Read/Only • My ASPEN views – Read/Write • Remember: ASPEN supportss multiple profile profile assignment to a single user

15. AST Security Configuration Note on the “Everyone” profile group • AST comes pre-configured with read-only access granted to this standard ASPEN profile • ASPEN administration should be assigned to this group before beginning AST security assignments We will now tour AST security assignment….

16. ASPEN Scheduling and Tracking (AST) Session 2

17. AST: Scheduling What you will learn... • Understand general display elements of AST scheduling views • Learn how to change pre-assigned target dates • Schedule a NH certification • Schedule a complaint investigation • Schedule a revisit • Set Specific hours for a visit • Assign Target Dates “Preschedule” ESRDs • Start an initial certification • Start a CHOW Process

18. AST: Scheduling Before we begin…. You may follow along in the AST Training and Reference Guide, Section 2, Page 27…. Now, let’s begin our tour of AST scheduling….