florida dept. of health (doh) children’s medical services (cms) early steps program (es) overview...

Florida Dept. of Health (DOH)Children’s Medical Services (CMS)

Early Steps Program (ES)

Overview of Role of UF Family Data Center

in ES:

Presentation 1

The ES Web-Based Data Reporting System

(http://mch.peds.ufl.edu/ES/)

Our place in this world….

Background Information

04/18/23 ES Data System - Basic System Operation 3

Where We’ve Come From…..

1977 UF Pediatrics collects developmental follow-up data on infants served through the Regional Perinatal Intensive Care Centers (RPICC)

1979 CMS initiates a data system contract with the UF (MCHERDC) and Division of Computer Sciences

1989 Developmental evaluation data system (DEI data system) is separated from RPICC. Intervention, Referral and Appointment components are added

2000 Introduction of web-based data collection system2003 HIPAA implementation of standardized CPTs2004 Centralized Provider Enrollment System2007 Revised Service Taxonomy & Medicaid Early Intervention

Handbook2011 ARRA-funded data system enhancements –IFSP records,

multiple enrollment records, SC reports2012 Transition to CMS-KIDS data system


Your Technical Support Team for the ES Web-Based Data Reporting System:

ES Help Desk Main Page: http://mch.peds.ufl.edu/ES/

Bill Lentzsch – IT Expert, ESSO, Centers 01-09JB Doty – IT Specialist, Centers 10-57

Jill Bischoff – Coordinator, Training & Ed. Programs III

HELP DESK EMAIL: [email protected]

1701-A SW 16 Avenue, 3rd Floor, Gainesville, FL 32608

(352) 334-0201/FAX (352) 334-0243

Family Data CenterUniversity of Florida (UF) College of Medicine, Dept. of Pediatrics

(http://familydata.health.ufl.edu/)


UF Family Data Center Contracts with CMS-ES for:

1. ES Web-Based Data Reporting System Application 2. ES Technical Support Help Desk Activities

ES Tech Support Web-Site User Access and Password Management

3. Medicaid Billing4. Provider Enrollment Upload5. Quarterly/Annual Reports

Fiscal/Billing, FSPSA, & Child Count QA Matrix (discontinued after 04/01/12) OSEP/WESTAT Child Count, Settings, and Exit data QA Samples for Self-Assessment

6. Ad Hoc Reports, Data Management and System Development (Data User’s Group)

Basics on the data system

ES Web-Based Data Reporting System: Overview


Types of data:

Patient Data (unique for each LES Center) Provider/Agency Data (unique for each LES

Center, used for billing Medicaid) All Codes (used uniformly statewide for all LES

Centers) User Logins, Access and Password

Management (unique for each LES Center)


Types of Data - Patient Data:

Enrollment Records (many records per child, one for each enrollment period) Birth Information for child Current Family Information Insurance Information Program Participation/Eligibility, including Referral

Information Intervention Records (many records per child, one for each service

delivered) Family Support Plan Service Authorization Records (FSPSAs)

(many records per child, one for each type of service and period authorized)

IFSP Records (many records per child, one for each type of IFSP)


Providers (individuals providing services) Provider Approval is managed by the CMS Provider

Management Unit through the CMS Provider Management System (http://www.cms-kids.com/providers/providers.html)

Each Provider at each LES Center has a unique code, start and end date

Provider records for LES employees contain billing information

LES Employees that have two billing roles may have more than one Provider record

Providers and data entry personnel must know the correct code when entering data!

Types of Data – Providers:


Agencies (offices providing services) Each Agency at each LES Center has a unique

code, start and end date Agency Codes of EIP, DEI, or DEIP are typically

used to represent the LES Center

Providers and data entry personnel must know the correct code when entering data!

Types of Data –Agencies:


These codes are all managed by the CMS-ESSO

Service Taxonomy (menu of allowed ES Services) Service Taxonomy is a list of services with their associated service codes. For example, TCM=Targeted Case Management.

CPT-Codes and fees for Medicaid rates Payer Codes (CONT/CONTM, MED, etc.) General Codes (County, Occupation Codes, etc.) ICD9 Codes

All of the following codes are available on the Early Steps “Codes/Documents” web-page:(http://mch.peds.ufl.edu/es/documentations/code_lists/index.html):

Types of Data – Statewide Codes:


Types of Data - User Access, Roles and Passwords

Data Custodians assign each user’s ability to View, Add, Change or Delete records, and run reports, via the User Security Agreement

User Access should match the user’s “Need to Know” personally-identifiable health information for ES children

User Passwords expire every 6 months – a new User Security Agreement is required to reinstate users whose passwords have expired

By signing the User Security Agreement, users agree to “play by the rules” or lose their access!


Data Custodians

Each LES Center has a designated “Data Custodian” who:

Assigns user access and their levels of access Terminates user access (contacts Tech Support) Distributes critical data system information within

their LES Center Triages data issues at the LES Data Custodians have a separate Data Custodian

Agreement for these roles.

Data issues go to your Data Custodian first!

Data Entry Basics

How to Get into the ES Data System


Navigate to the ES Technical Support Web-Site(http://mch.peds.ufl.edu/ES/)


Click the “LOGIN” button to enter the Data System:

Click Here


Enter your User Name and Password

User names for the ES Data System are DIFFERENT than the logins you may use for your local network/intranets

User Names for the ES Data System will always begin with your LES Center Number


Watch for when your password will expire!

You may change your password at any time – you must change it before it expires.

Your Data Custodian must submit a new User Security Agreement if your password expires!

Data Entry Basics

How to View, Add, Change or Delete Records in the ES Data System


ES Data System Basic Layout: Major Sections of the Screen

FORM & SEARCH CHOICES

BROWSE /FORM AREA

RECEIPT AREA

SECTION NAVIGATION


The options in the FORM & SEARCH CHOICES area reflect your designated level of access

A revised User Security Agreement must be completed by your Data Custodian to change your access to data.


Basics on Searching for Records

1. Navigate to desired section

4. Select Desired Child or Record by clicking the leftmost button

2. Select Form and Action

3. Enter and Submit “Find” Criteria


Basics on Patient & Provider/Agency Data Entry1. After

retrieving the record, ADD or CHANGE the Record as needed by typing values or selecting from drop down lists

3. Watch for error messages and/or Record Saved confirmation

2. Submit record for error checking


Important Data Entry features:

Data entry forms in “Add New Record” mode can be edited and re-used.

Each data transaction is logged in an audit trail that includes information about who added, changed, or deleted any record, every time.

Error-checking rules must be successfully passed before the record can be added or changed. (http://mch.peds.ufl.edu/es/documentations/ES_Handbook/rules_for_data_entry.doc)

Some rules for Interventions and FSPSAs can be bypassed by the use of special Recipient Codes (Exceptions E code)

Intervention and FSPSA records can be “Copied to” FSPSA and Intervention Records.

FSPSA records can be “checked” from the Intervention Screen by using “CHECK FSPSA”

Data System Reporting Basics

Standard Reports in the ES Data System


Basics for Data System Reports:

Report Documentation is on the Web-Site under “Documentation” http://mch.peds.ufl.edu/es/documentations/ES_Handbook/

Reports are requested through the Report Set-up Screen - each report allows users to select specific report criteria

Reports are typically generated on a “first-come, first-served” basis - there may be other reports ahead of yours

Report output is “posted” only to the Reports Directory of the user who requested the report – other users cannot see your reports


Basics for Data System Reports (cont.):

Child Count, Fiscal/Billing & FSPSA reports have 2 types of output Summary report with no identifiable Patient information

(html format) List of records report with identifiable Patient information

(html and/or Excel format) Provider and Agency Reports have no Summary – only

lists of records in Excel

Proficiency in Excel is highly recommended for Data Custodians and all report users!


Standard Data System Reports:

Fiscal/Billing Report - List and summary of Intervention Records with dates of service during user-specified report period

Child Count Report - List and summary of Demographic information for Children “Enrolled” during specified period

FSPSA reports - List and summary of FSPSA Records with authorization dates within user-specified period FSPSAs Initiated during period (start dates within report

period) FSPSAs Overlapping Period (authorization period intersects

report period) FSPSAs Ending during Period (end dates within report

period)


Standard Data System Reports (cont.):

Providers (List of Provider Records (Excel format) Agencies (List of Agency Records (Excel format)

Proficiency in Excel is highly recommended for Data Custodians and all report users!


Basics of Report Set-up

Click the Report Button

Enter the report criteria and submit the report

Watch the “receipt” for confirmation, errors, & other instructions

Click the button for the type of Report


Basics of Retrieving Reports from Reports Directory

•Reports appear in order by date (most recent on top)

•Click on the View/Download button to open or save report, or

•Click the Delete button to permanently delete the report

Don’t delete reports for which you need Tech Support’s help!


All privacy and confidentiality requirements must be followed for report results containing personally identifiable information, including Paper print-outs Files stored on your hard drive or laptop Files stored on your network

Report Output - Confidentiality

Report Output containing identifiable patient information is confidential!


Call ES Technical Support for Help Anytime! Make sure that you contact your Data

Custodian first to resolve your questions or problems

Refer all service delivery or policy questions to your Program Manager at CMS-ESSO

Don’t struggle! The folks at UF Family Data Center’s ES Help Desk are specifically contracted to provide you support and assistance.


Your Technical Support Team for the ES Web-Based Data Reporting System:

Maternal & Child Health, Education, & Research Data Center (MCHERDC)University of Florida (UF) College of Medicine, Dept. of Pediatrics

Jill Bischoff – Coordinator, Training & Ed. Programs III

JB Doty – IT Specialist

Bill Lentzsch – IT Expert

HELP DESK EMAIL:[email protected]

1701-A SW 16 Avenue, 3rd Floor, Gainesville, FL 32608

(352) 334-0201/FAX (352) 334-0243

(http://mch.peds.ufl.edu/ES/)

florida dept. of health (doh) children’s medical services (cms) early steps program (es) overview...

Documents

data system contract

data management

based data collection

cmskids data system

patient data unique

es help

exit data qa samples

center slide