HCSIS Job AidHCSIS Job Aidforfor

ProvidersProviders

Version 4.0

Purpose of the HCSIS Job AidLog into HCSISView AlertsPrint Individual Support Plans (ISPs)Download and Print Service Authorization NoticesRequest and Retrieve Reports

Table of contents

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Request and Retrieve ReportsISP Aging ReportProvider Financial MetricsProvider Service Status Report

Available Resources

Incident Management is not covered in this job aid. Refer to the Learning Management System (LMS) to access Incident Management instructional materials.

This job aid provides instructions for the two Provider roles below to use HCSIS screens and reports to view Individual Support Plan information and provider information:

1. Provider ISP ReviewerView alerts for access to approved plansView and print plan informationRequest, retrieve and review the ISP Aging Report

Purpose of the HCSIS Job Aid

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Request, retrieve and review the ISP Aging ReportRequest, retrieve and review the Provider Financial Metrics Report

2. Provider Registration Data EntryRequest, retrieve and review the Provider Service Status ReportDownload and print Service Authorization NoticesRequest, retrieve and review the Provider Financial Metrics Report

Incident Management is not covered in this job aid. Refer to the Learning Management System to access Incident Management instructional materials.

Go to the HCSIS website by typing www.hcsis.state.pa.us in the address bar of Internet Explorer.

Log into HCSIS

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Click once on the HCSIS Login link. Helpful Hint: Do not double-click in HCSIS screens!

Log into HCSIS, continued

Type your User IDand Password.Click [Login].

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What can I see in HCSIS? Access to HCSIS screens depends on the roles assigned to the

user. This job aid focuses on the following roles:Provider ISP Reviewer (access to plan information)Provider Registration Data Entry (access to rate and service information and Service Authorization Notices)

From the HCSIS Home page, you can perform tasks in HCSIS via the menu bar at the top of the screen:

Log into HCSIS, continued

To return to this page from any

screen in HCSIS, click Home in the yellow menu bar.

Click Help in the upper right corner of any screen for a description of the information on the

screen.

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HCSIS via the menu bar at the top of the screen:

View Alerts: Tools > Alerts > Pending AlertsDownload and Print Service Authorization Notices: Tools > Notices > Service Authorization NoticeView and Print ISPs: ISP > Plan Admin > PrintRequest Reports: Tools > Reports > Report RequestRetrieve Reports: Tools > Reports > Report Inbox

Note: These tasks listed above will be explained in detail in this job aid.

Click the ALERTS link on the left side of the screen.

View Alerts

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Is the Alerts link on the screen?Make sure you are on the right screen by clicking Home in the yellow menu bar. If the Alerts link does not appear, it means you do not have access to Alerts in HCSIS. As a provider, only users with the Provider ISP Reviewer role can access alerts.

There are 2 types of provider alerts:

View Alerts, continued

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1. Individual Support Plan has been approvedAlert indicates content approval of the plan, which occurs before the service authorization process.Click the alert message link to go directly to the individual’s plan.

2. Service has been unauthorizedAlert indicates that the provider’s service was unauthorized during the service authorization process. If this is the only service on the plan for the provider, the provider will no longer have access to the plan.

How long will the alert show on this screen?Alerts expire after 14 days. To access ISPs after the corresponding alert expires, refer to the Print ISP task in this job aid.

Accessing ISPs without an Alert?The screen below is only necessary to search for ISPs without using alerts. Skip to the next page of this job aid if you are accessing the plan using an alert.

Follow menu path ISP > Plan Admin > Print

Print ISPs

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Use the fields on this screen to search for an individual’s plan and click [Search]. Click Help in the upper right corner of the screen to learn how to use the search fields.Error message “No matches found” appearing?Providers have access to plans if (1) they have at least one service on the plan in any status except unauthorized status and (2) the support team and individual have given the Supports Coordinator permission to allow the provider to view the plan online in HCSIS.

The ISP Print Plan screen appears if you searched for an individual using the previous search screen or using an alert:

Print ISPs, continued

Want to view another ISP?Click the Search or access

another plan alert by clicking Home in the yellow menu

bar and clicking the ALERTSlink.

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Select the section(s) of the plan to print.

Click this button to print all plan information for the individual.

Use the checkboxes to select specific

sections of the plan then click this button.

The plan appears with a Plan Summary screen followed by the plan sections selected on the previous screen:

Print ISPs, continued

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Follow menu path File > Print in Internet Explorer to print the plan to a printer in your office.When finished printing, click Plan Admin > Print Plan in the upper left corner of the screen to return to the ISP Print Plan screen. From the ISP Print Plan screen (see previous page), you can access the HCSIS menu bar to perform other tasks in HCSIS.

Download and Print Service Authorization Notices

To download or print Service Authorization Notices, Follow menu path Tools > Notices > Service Authorization Notice

2 13Summary views of the Service Authorizations

can be viewed by provider level

(Business Address), provider site level

(Service Location), by County, by Individual, by Date last changed

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Click Provider Access – Service Authorization Notice.

Why does the message, “You have no access rights for the requested page from this location” appear?Service Authorization Notices are not viewable within the HCSIS screens. Users with the Provider Registration Data Entry role will be redirected to the Provider Access website by clicking the available hyperlink.

by Date last changed or by variations above.

Download and Print Service Authorization Notices, continuedThe Service Authorization Notice search screen will appear in a new window within the Provider Access website.

The Provider Name will

automatically populate.

The County/Joinderfield is Mandatory (*).

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Use the fields on this screen to search for Service Authorization Notices and click [Search].

populate.field is Mandatory (*).

The Service Authorization Notice screen appears.

Download and Print Service Authorization Notices, continued

Want to sort your results? Click one of the headings which

are located at the top of your results.

Click the hyperlink of

the Individual’s

Name to view the

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There are two options for accessing Service Authorization Notices: 1. Click [Download] to download the Service Authorization Notices into an

Excel spreadsheet.

2. Click [Print Notice] to print the Service Authorization Notices in PDF format.

view the Service

Authorization Summary screen.

Download and Print Service Authorization Notices, continuedIf you choose to click [Download], the below File Download window will appear.

Click [Save] to save the document to your computer.If the following screen appears, select where to save the document on your

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computer and click [Save].

Download and Print Service Authorization Notices, continuedBelow is a sample of the Excel document that will display if you choose to click [Download] on the Service Authorization Notice screen.

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Financial calculations can be done very quickly because the

Service Authorizations are downloaded onto your computer

in an Excel format!

Download and Print Service Authorization Notices, continued

If you choose to click [Print Notice], the File Download window will appear. (Follow the instructions on slide 12 of this document) When opened, the Service Authorization Notices will appear in PDF format.

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To print the Service Authorization Notice, click File, then click Print.

Follow menu path Tools > Reports > Reports Request

Click the appropriate Report link.

Request and Retrieve Reports

The reports that appear on this

screen are based on the roles assigned to

the user.

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3

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Click the appropriate Report link.Individual Support Plan Aging Report is accessible by the ISP Reviewer role. Use this report to review ISPs that have expired or will be expiring within a specified time period. In addition, the report will show whether or not the individual has another ISP in process.Provider Financial Metrics Report is accessible by the ISP Reviewer and Provider Registration Data Entry roles. This report displays metrics for your agency, across all Administrative Entities (AEs) and will help to identify billing issues that may affect cash flow. Provider Service Status Report is accessible by the Provider Registration Data Entry role. This report summarizes the provider’s service and rate information in HCSIS.

ISP Aging Report:

Request and Retrieve Reports, continued

Helpful Hint:To view all plans, enter 365 in the

“Number of Days” field.

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Provider ISP Reviewer role enters the appropriate search criteria for the ISP Aging Report.

After clicking [Request Report], the report will run overnight in HCSIS and be available in the user’s Reports Inbox the following day.

field.

Request and Retrieve Reports, continuedProvider Financial Metrics Report:

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The Provider Registration Data Entry or Provider ISP Reviewer role enters the appropriate search criteria for the Provider Financial Metrics Report.

After clicking [Request Report] the report will run overnight in HCSIS and be available in the user’s Reports Inbox tomorrow.

Provider Service Status Report:

Request and Retrieve Reports, continued

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The Provider Registration Data Entry role enters the appropriate search criteria for the Provider Service Status Report.

After clicking [Request Report] the report will run overnight in HCSIS and be available in the user’s Reports Inbox the next day.

The day after you request a report, it will be available in

Request and Retrieve Reports, continued

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The day after you request a report, it will be available in the Reports Inbox.Follow menu path Tools > Reports > Reports Inbox.Click the report’s name to open it.

How long will reports remain in the Reports Inbox?Reports will stay in the Reports Inbox for 14 days.

Follow the windows that appear to retrieve the report:

If the following screen appears, select where to save

Request and Retrieve Reports, continued

Click [Save] to save the report to your computer OR click [Open] to open the file without saving.

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the report on your computer.

When this window appears, the report has been downloaded from HCSIS:

Request and Retrieve Reports, continued

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Click [Open] to open the report or click [Close] to close this window and open the report at another time.

The ISP Aging Report summarizes all ISPs, regardless of status, with at least one pending, authorized, or pre-authorized service for the provider. The report lists all expired ISPs automatically and all the ISPs due for review during the timeframe selected when the report was requested. To list all ISPs associated to the provider, run the report for a 365 day timeframe.

Request and Retrieve Reports, continued

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The Provider Financial Metrics Report has been created to assist ODP, AEs and providers with monitoring the financial picture and billing activities of providers for the purpose of managing cash flow and protecting financial health. The four billing components are:

1. ISP Information (Waiver and Base)2. Individual Information3. Services Information (Waiver and Base)4. Annual Utilization Rate

The objective of each set of financial management metrics is described in the table below.

Request and Retrieve Reports, continued

Financial Metric Objective1. ISP Information Number of individuals with approved versus pending approval

plans. This metric includes information for both Waiver and

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plans. This metric includes information for both Waiver and Base plans.

2. Individual Information

Number of individuals for which a provider is authorized to serve compared to the number of individuals for which claims have been submitted to PROMISeTM.

3. Services Information Number of services within plans that are in pending status compared to the number in authorized status, i.e., payment-ready plans. Only services rendered to individuals with payment-ready plans are reimbursable. This metric includes information for both Waiver and Base plans

4. Annual Utilization Rate

Number of authorized services compared to the services billed, as well as authorized dollars compared to dollars recovered through claims processing.

Request and Retrieve Reports, continuedProvider Financial Metrics Report (continued on the next two slides)

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Provider Financial Metrics Report (continued)

Request and Retrieve Reports, continued

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Provider Financial Metrics Report (continued)

Request and Retrieve Reports, continued

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The Provider Service Status Report summarizes a provider’s services as they exist in HCSIS. The provider can update the service information in this report using the Provider Access website. Refer to the Provider Updates Tip Sheet for details regarding updates to the information on this report.

Request and Retrieve Reports, continued

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Questions about access to certain HCSIS screens and reports?

Contact your local HCSIS Administrator

Questions about how HCSIS screens work?Click the Help in the upper right corner of any screen to learn about the information on the screen

Available Resources

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the information on the screenIf necessary, contact the HCSIS Help Desk 1-866-444-1264 for additional help

Questions about online access to a specific plan in HCSIS?

Contact the individual’s Supports Coordinator (SC). The SC can designate access to a particular plan at the support team and individual’s request