SSAI Recertification for PY 2012SSAI Recertification for PY 2012
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Senior Service America, Senior Service America, Inc.Inc.
SCSEP Recertification PY SCSEP Recertification PY 20122012
February 7, 2013February 7, 2013
SSAI Recertification for PY SSAI Recertification for PY 20122012
Today’s AgendaToday’s Agenda
Updates for PY 2012Updates for PY 2012
Getting Ready and PlanningGetting Ready and Planning
Documentation RequirementsDocumentation Requirements
Eligibility Determination Tool/Income Eligibility Determination Tool/Income WorksheetWorksheet
SPARQSPARQ
Questions and AnswersQuestions and Answers
• Annual recertification of SCSEP Annual recertification of SCSEP eligibility is a federal requirement. eligibility is a federal requirement.
• All SSAI participants will be All SSAI participants will be recertified in March 2013, recertified in March 2013, including any participants who including any participants who were enrolled in February 2013.were enrolled in February 2013.
• Income and family size are the only Income and family size are the only eligibility criteria reviewed during eligibility criteria reviewed during recertification – However…..recertification – However…..
SSAI Recertification for PY SSAI Recertification for PY 20122012
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Recert is good opportunity to:Recert is good opportunity to:
Re-evaluate the Most In Need Re-evaluate the Most In Need Characteristics for our Characteristics for our ParticipantsParticipants
Volunteer IndicatorVolunteer Indicator
Employment StatusEmployment Status
Participant CenteredParticipant Centered
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Updates for PY 2012:Updates for PY 2012:
We are sending the revised We are sending the revised Income Eligibility Chart (PP203)Income Eligibility Chart (PP203)
You do not have to recertify You do not have to recertify participants who have Open or participants who have Open or Active Workers Comp claimActive Workers Comp claim
SSAI Recertification for SSAI Recertification for PY 2012PY 2012Eligibility Determination Tool:Eligibility Determination Tool:
SSAI introduced the Eligibility SSAI introduced the Eligibility Determination Tool in PY2010Determination Tool in PY2010
Serves as both Calculator and Serves as both Calculator and Recert DocumentationRecert Documentation
Improves accuracy of calculationsImproves accuracy of calculations
Improves Data Validation resultsImproves Data Validation results
SSAI Eligibility Tool will continue to SSAI Eligibility Tool will continue to be required for recertification:be required for recertification:
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Results from the Results from the EligibilityTool will be EligibilityTool will be Entered in SPARQEntered in SPARQ
Unlike the prior two years, Unlike the prior two years, MIN/Waiver updates will be MIN/Waiver updates will be entered directly in SPARQentered directly in SPARQ
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Volunteer Indicator:Volunteer Indicator:
Additional Indicator Additional Indicator effective March 1, 2012effective March 1, 2012
Must record Participants Must record Participants Volunteer activities in the 30 Volunteer activities in the 30 days prior to enrollmentdays prior to enrollment
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Per DOL, incomplete Per DOL, incomplete Volunteer Indicator data Volunteer Indicator data will be a SPARQ Reject.will be a SPARQ Reject.
This data must be recorded This data must be recorded and entered during recertand entered during recert
SSAI Recertification for PY SSAI Recertification for PY 20122012
Getting Ready and Planning:Getting Ready and Planning: Recertification InstructionsRecertification Instructions
Recertification Checklist and Readiness Recertification Checklist and Readiness CalendarCalendar
Recertification Notice for ParticipantsRecertification Notice for Participants
Eligibility Determination FormEligibility Determination Form
Recert Income WorksheetRecert Income Worksheet
Termination Notice – IneligibleTermination Notice – Ineligible
Termination Notice – No ShowTermination Notice – No Show
SSAI Recertification for PY SSAI Recertification for PY 20122012
Review the active participants Review the active participants in SPARQ and SSAI Tools:in SPARQ and SSAI Tools:
All Active Participants must be in both All Active Participants must be in both tools in order to complete recertification.tools in order to complete recertification.
Complete Exit forms and enter in SPARQComplete Exit forms and enter in SPARQ
Contact the Front End Support Team if you Contact the Front End Support Team if you need assistance.need assistance.
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Identify staff that will help you
Train staff to assist – (reminder participant staff cannot make final eligibility on another participant)
Access to Tools/SPARQ?
SSAI Recertification for PY SSAI Recertification for PY 20122012
Identify and Secure your location(s) for Identify and Secure your location(s) for the recertification meeting(s)the recertification meeting(s)
Prepare Recertification Memo (template Prepare Recertification Memo (template provided) for each participant eligible for provided) for each participant eligible for recertification recertification (make no assumptions and be (make no assumptions and be clear they need to bring up to date documents)clear they need to bring up to date documents)
Review Recertification/Waiver of Review Recertification/Waiver of Durational Limit Tab in SPARQDurational Limit Tab in SPARQ
The Eligibility Determination Tool will be The Eligibility Determination Tool will be available for practice prior to March 1stavailable for practice prior to March 1st
SSAI Recertification for PY SSAI Recertification for PY 20122012
Always contact SSAI via Always contact SSAI via Front End Team if you want Front End Team if you want feedback on your planning feedback on your planning or have questionsor have questions
SSAI Recertification for PY SSAI Recertification for PY 20122012
Copy enough forms for use: Copy enough forms for use: Eligibility Form; Income Worksheets Eligibility Form; Income Worksheets (for use remotely); Offer of Physical (for use remotely); Offer of Physical Examination; Family Size Form; Examination; Family Size Form; Case Management Note Form; Self Case Management Note Form; Self Attestation Form and Assessments Attestation Form and Assessments or IEPS as neededor IEPS as needed
SSAI Recertification for PY SSAI Recertification for PY 20122012
Prepare for notifying those Prepare for notifying those participants who may be over participants who may be over income; and or those who fail to income; and or those who fail to show for recertification interviewsshow for recertification interviews
Develop a system for Quality Develop a system for Quality AssuranceAssurance
Develop a plan to enter all data in Develop a plan to enter all data in the Eligibility Determination Tool the Eligibility Determination Tool & SPARQ by March 31, 2013& SPARQ by March 31, 2013
Your plan should also consider:Your plan should also consider:
• Program activities continue Program activities continue
• Updating the Pay by Updating the Pay by Pay/PPPPay/PPP
• SPARQ Data EntrySPARQ Data Entry
• Quarterly HoursQuarterly Hours
SSAI Recertification for PY SSAI Recertification for PY 20122012
SSAI Recertification for PY SSAI Recertification for PY 20122012
Documentation Requirements – requires Documentation Requirements – requires all source documentation all source documentation (what you (what you looked at and what you copied)looked at and what you copied)
Income Worksheet showing the math. Income Worksheet showing the math. (Reminder the look back period is 12 months (Reminder the look back period is 12 months or 6 months {annualized [x2]} prior to the or 6 months {annualized [x2]} prior to the date of recertification )date of recertification )
Eligibility Determination FormEligibility Determination Form
Family Size Form (if necessary)Family Size Form (if necessary)
Applicable Case Notes Applicable Case Notes
continuedcontinued
SSAI Recertification for SSAI Recertification for PY 2012PY 2012
Documentation Requirements – Documentation Requirements – continuedcontinued
Record of Offer of Physical Record of Offer of Physical ExaminationExamination
SCSEP Self/Third Party Attestation SCSEP Self/Third Party Attestation FormForm
Letter of 30 day Termination NoticeLetter of 30 day Termination Notice
All of above must past Data Validation RulesAll of above must past Data Validation Rules
Case Notes: must consist of Case Notes: must consist of the case worker’s own the case worker’s own documentation of his or her documentation of his or her activities. Case notes can activities. Case notes can be based on information be based on information derived in person or by derived in person or by telephonetelephone
SSAI Recertification for PY SSAI Recertification for PY 20122012
Case notes MUST include 3 Case notes MUST include 3 foundation elements:foundation elements:
1.1. Name of person who is the source of the Name of person who is the source of the information, his or hers phone #, their information, his or hers phone #, their organization and title or relationship to organization and title or relationship to participantparticipant
2.2. Name or initials of the person making Name or initials of the person making the notethe note
3.3. Date on which the information was Date on which the information was obtained, and the date on which it was obtained, and the date on which it was recorded, if differentrecorded, if different
SSAI Recertification for PY SSAI Recertification for PY 20122012
Let’s Take Some Let’s Take Some Questions/CommentsQuestions/Comments
Raise Your Hand to Confer Raise Your Hand to Confer by Phone or Send Us a by Phone or Send Us a
NoteNote
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Recertification WebtoolRecertification Webtool
To access the Recertification Webtool:
Browse to http://www.seniorserviceamerica.org
Note Between February 7, 2013 and February 28, 2013 you can test the tool by Browsing to http://review.seniorserviceamerica.org
Click on Partner/Subgrantee Sign In (upper right corner)
Click the link to access the SSAI tools
Login using your assigned username and password
If you don't have an account you can click the “Request an account” link to send a request to SSAI
If you forget your password you can click the “Reset it here”link to get instructions on how to get a new password
If you forget your username, you can click the “Retrieve it here” link to get your username emailed to you
For any other webtools issues please contact SCSEP Front End Team at 301-578-8989 or
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Recertification WebtoolRecertification Webtool
Select SCSEP Eligibility Determination from the Tool drop down
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RecertificationRecert Participant ListRecertificationRecert Participant List
To access the recertification list click on Participants.
The list shows 15 participant at a time and you can move around the list by clicking Previous or Next
You can search by typing a participant name
The list can be filtered by:
Not Started - A listing of all participants that needs a recertification entered
In Progress – A listing of all participants that has a recertification that has been started
Found Ineligible - A listing of all participants found ineligible during recertification
Found Eligible - A listing of all participants found eligible during recertification
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RecertificationEnter RecertificationRecertificationEnter Recertification
To Enter a Recertification – Click on the Eligibility Status link
The process has 6 steps:
1 – Start
2 – Family Size
3 – Method
4 – Income
5 – Document
6 – Summary
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RecertificationEnter Recertification – Step 1RecertificationEnter Recertification – Step 1
1 – Start
Select the date your verified the participant’s income. You can either enter a date using the format mm/dd/yyyy or click the calendar icon a select the date
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 2RecertificationEnter Recertification – Step 2
2 – Family Size
By default, the participant is shown
To add additional family members click add Family Member, enter their name, and select their relationship to the participant
You can click the remove link if you want to remove an incorrect row
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 3RecertificationEnter Recertification – Step 3
3 - Method
Select either 6 months or 12 months. For help on which method to select click the help link.
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 4RecertificationEnter Recertification – Step 4
4 - Income
To enter Income for the participant and for any other Family member select either yes or no for each income type
For Social security, you must enter the gross amount. The tool will automatically calculate and exclude 25% of social security
If you select No to any of the 12 income types, you do not have to enter any amount
If you select Yes to any of the 12 income types, you must enter all amounts and enter zero if none. For example, if participant received income only for 3 months, you would enter the amounts for those 3 months and enter 0 for the other months
Click next to save your entry and move to the next step
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RecertificationEnter RecertificationRecertificationEnter Recertification
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 5RecertificationEnter Recertification – Step 5
5 - Document
Select the document used to verify Family size and any income received by the participant and enter any notes you captures during this recertification
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 5RecertificationEnter Recertification – Step 5
If the total income for the participant and for any other family member is zero
Document how the participant supports themselves
And capture a detailed case note
Click next to save your entry and move to the next step
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RecertificationEnter Recertification – Step 6RecertificationEnter Recertification – Step 6
6 – Summary
At this point, all the data entered is summarized and the income eligibility is automatically determined
For purposes of data validation, this form must be printed and signed by the participant and interviewer. Copies of the verification documentation for family size and income, along with the income worksheet, must be attached and all filed in the participant's file
Click print to print the summary and income worksheets
Click return to get back to your recert list
RecertificationSPARQ EntryRecertificationSPARQ Entry
Search for Participant by last name, Social Security Number, or PID
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RecertificationSPARQ EntryRecertificationSPARQ Entry
Select the Participant; once the record appears below, select Edit
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Smith Sally 1234567 09/09/1949
Sally Smith
1234567
(443) 555-5555
RecertificationSPARQ EntryRecertificationSPARQ Entry
Select Recertification/Waiver of Durational Limit Tab
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RecertificationSPARQ EntryRecertificationSPARQ Entry
Complete Recertification Section: fields 44 – 50
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MIN/ WaiverSPARQ EntryMIN/ WaiverSPARQ Entry
To update MIN Characteristics, complete Waiver of Durational Limit Section: fields 41 – 58
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Volunteer IndicatorSPARQ EntryVolunteer IndicatorSPARQ Entry
Select the Participant and select Assignments/Exits
Chose the participant’s current assignment to edit
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Smith Sally 1234567 09/09/1949
Sally Smith
1234567
(443) 555-5555
Volunteer IndicatorSPARQ EntryVolunteer IndicatorSPARQ Entry
Select the Eligibility Information Tab and complete item 13a
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Volunteer IndicatorSPARQ EntryVolunteer IndicatorSPARQ Entry
Complete item 16d, under the Assignment Information tab
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Any Final Questions?Any Final Questions?
Raise Your Hand to Confer Raise Your Hand to Confer by Phone or Send Me a by Phone or Send Me a
NoteNote
Questions After This Questions After This WebinarWebinar
Contact the Front End Contact the Front End Support Team and a FES Support Team and a FES Program Officer will Program Officer will respond:respond:
Email: [email protected]; or; or
Call: 301-578-8989; orCall: 301-578-8989; or
Open a case via the Cloud PortalOpen a case via the Cloud Portal