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Web IFSP

Web IFSP. Service Coordinator Presentation February 24, 2010. Welcome. Housekeeping Introductions Agenda Objectives The Big Picture. Morning Agenda For Service Coordinators. Introduction Big Picture - Overview Navigation of the Web IFSP for Service Coordinators Break

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Web IFSP

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  1. Web IFSP Service Coordinator Presentation February 24, 2010

  2. Welcome Housekeeping Introductions Agenda Objectives The Big Picture

  3. Morning AgendaFor Service Coordinators • Introduction • Big Picture - Overview • Navigation of the Web IFSP for Service Coordinators • Break • Key Forms for Service Coordination

  4. 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

  5. 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

  6. Big Picture - Overview Charting Our Course Joane Amick Early ACCESS Regional Coordinator

  7. 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

  8. Early ACCESS Partners Providing Family Training HAWC 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

  9. 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

  10. Let’s Get StartedAt the Dock: Structure of the Web IFSP System Julie Tschirgi Co-web IFSP Administrator Sue Schulz Early ACCESS Administrative Liaison Co-web IFSP Administrator

  11. 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 Similarities to Web IEP

  12. 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

  13. Login Screen https://iep.aeaims.org/IDEA_Apps/

  14. Main Menu Pop up Menu Permissions set up by IMS Data Entry Folks Can set default to web IFSP or web IEP

  15. All Hands on Deck Activity - 10 Minutes IowaIDEA.org Set up notification Find IFSP supportive documents Log In Set default

  16. 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”

  17. Intake Entered by Office Assistances at AEA,Lead by VNA - Meghan Wolfe, CHSC - Rae Miller When calendar is provided - use it! Accuracy of Name and Birthdate are important! Ask for the name as it appears on birth certificate

  18. Reason for Referral Available from the Print - Preview - Intake Form

  19. IMS Data Entry Staff Assign Service Coordinator

  20. “You’ve got mail” • Check • Caseload • Frequently • * Denotes new case

  21. “Add Child”Completed by Office Assistants “Add Child” process used for children already entered in IMS - e.g Annual Review, Periodic

  22. 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 Key Points of Caseload View

  23. Tips for Navigating the IFSP Lists! Banks! Blank line in popup to delete info

  24. Navigating Tips (cont.) Unlike web IEP, shifting from one screen to the next does NOT save. SAVE often! Also, note Print option.

  25. Setting SailRaising the Sails First Steps on Forms

  26. Completing Family Information

  27. 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.

  28. 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

  29. Provider and Insurance Tabs Same info that is required on current Family Info page Note: You don’t see the form - only the text boxes. Text will print on form template.

  30. View of Completed Family Info PageNote XThis deletes form from Print command only!

  31. 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)

  32. Print - Form Key Points To select a form, click on the select tab. Choices include a blank form (Blank) or the completed form (Form) Like web IEP you can see what’s missing - Inc Data Report

  33. Print Previewallow you to view any form selectedIf 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.

  34. 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

  35. SC Starts a Meeting Select the Meeting tab by clicking on it Choose a meeting type Enter meeting date to access other forms!

  36. Meeting Popup Do NOT select the “Yes” box for initials or annuals

  37. Initial IFSP Meeting Be sure to monitor dates as you go! Special population checks don’t print!

  38. Transition Planning Meeting? Box appears if child is 2 yr 3 mo or older When you select Y, eligibility reasons appear

  39. Meeting Tab Enter the child’s eligibility basis, IT Code, Meeting Participants and so on

  40. Meeting Tab (cont.) Read the fields carefully Return to this tab as plan progresses Info from this tab is integrated into various forms

  41. Meeting Page Correct mtg date to reflect actual mtg date Enter eligibility reason and areas

  42. Meeting Page If 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.

  43. Meeting PageConsent for EA Evaluation and Parental Rights Documentation Update the Consent and Procedural Safeguard info

  44. 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

  45. 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

  46. 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 services Adding providers gives access

  47. Select Service Provider Add the provider assigned to the team from the provider L - List

  48. 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

  49. Include All Services Provided Service Providers complete own box for services page. If you SC + SP you will need a box for both services.

  50. Include All Services Provided If you SC + SP you will need a box for both services.

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