release 7.5.0 communications · in release 7.5, the ccri batch process does not erase specific...

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HCSIS Release 7.5.0 Announcement

HCSIS Release 7.5.0 goes live on March 15, 2014. The enhancements and

changes in this release are a direct result of requests and recommendations from

the field. These enhancements will allow HCSIS to support your business

processes more effectively. Thank you for your valuable input!

Release 7.5.0 includes Maintenance work items along with changes made to

HCSIS as part of the following work orders:

1. WO 6037 – MPI.Net

2. WO 3002 - OCDEL/EI System Usability Enhancements Release 2

This communication describes the major individual enhancements implemented in

Release 7.5.0, as selected by the various program offices. For each enhancement

highlighted here, you’ll find:

A summary of the enhancement

A listing of the roles affected by the specific change, if relevant

The menu path(s) taken in HCSIS to the screen(s) in question, if applicable

A description of the reason the enhancement was needed

A description of what the change is in HCSIS and how it benefits you

Screen shots where relevant

For each enhancement, look for one or more of these helpful icons:

Important: Action

may be required.

Look: Updated labels on

screens and/or fields or updated fields.

Cheer: You have been

waiting for this enhancement!

Release 7.5.0 Communications March 2014

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Release 7.5.0

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Table of Contents

HCSIS Release 7.5.0 Announcement .................................................................. 1

Table of Contents ................................................................................................. 2

Maintenance Updates .......................................................................................... 4

BAS, BEIS, ODP, OLTL, OMHSAS ....................................................................... 4

Deleted Demographic Fields Resulting from CCRI Batch Process .................................... 4

BAS ....................................................................................................................... 6

Individuals with Filled/Reserved Capacity Report Issues ................................................... 6

Transferred Individuals Listed on Incorrect Autism Waiver Interest List Reports ............... 7

BEIS ...................................................................................................................... 8

Provider Utilization Report Error ......................................................................................... 8

“Moved Within Pennsylvania” Removed from Exit Reasons Drop Down Box .................... 9

OCYF ................................................................................................................... 10

Common Error Message Received When Adding a Second Provider Type to a Provider Site ...................................................................................................................... 10

ODP ..................................................................................................................... 11

Waiver Capacity Increased in Error .................................................................................. 11

Discrepancy in PUNS Management Report ..................................................................... 12

OLTL.................................................................................................................... 13

(Also ODP) HCSIS Common Error Generated on Insurance Screen ............................... 13

Record Status Screen Displays Incorrect Detail/Reason Entries ..................................... 15

(Also ODP) Provider Service Details Report Shows Incorrect Recipient ID ..................... 16

OMHSAS ............................................................................................................. 18

Revision of OMHSAS Cleared Consumer Report ............................................................ 18

Work Orders and Other Updates ....................................................................... 19

WO 6037: MPI.Net ............................................................................................................ 19

WO 3002 - OCDEL/EI System Usability Enhancements Release 2 ................................. 21

Learning Management System (LMS) Updates ................................................ 23

New and Revised Documents Posted .............................................................................. 23

Additional Resources ........................................................................................ 24

View HCSIS Enhancements ............................................................................... 25

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Release 7.5.0

.0 Communication

Note:

The enhancement entries are categorized according to which program office

requested the change. However, the enhancements frequently apply to more than

one office. In these cases, the additional offices are given in parentheses at the

beginning of each enhancement title. Where relevant, the applicable roles for

these additional offices appear in the Program and Roles charts. Any screen shots

shown depict the screens as seen by a user in the program office that requested

the change.

RETURN TO TABLE OF CONTENTS 4

Release 7.5.0 Communication

Maintenance Updates

BAS, BEIS, ODP, OLTL, OMHSAS

Summary of Change

The CCRI batch process was corrected to prevent it from overwriting certain demographic information of consumers shared with OMHSAS through another program office. When a CCRI batch file including these shared consumers was processed, this demographic data was not included as part of the CCRI Batch file and was being erased during the batch process.

Program Roles Impacted by this Change

BAS BEIS ODP OLTL

OMHSAS

N/A

Menu Path

N/A

Reason for Change

The CCRI batch process was erasing existing demographic data from the fields that appear in the list below. It should be noted that the erased data is not lost, but does appear in the consumer’s Demographic history.

Suffix

Last Name at Birth

Preferred Name or Nickname

If Social Security Number not provided, specify why

School District

School Age Transition Date – This item applies to EI IT only.

Graduation Date

Original Registration Date

Primary Language at Home

Deleted Demographic Fields Resulting from CCRI Batch Process (Work Item 814476)



Interpreter Needed?

If yes, Interpreter is needed for

If Other, please specify

Harry M. Litigation -- This item applies to ODP only.

Ambulation

Other Special Needs

Special Indicator

Home Phone

Work Phone

Mobile Phone

Other Phone

Pager

Confidential

Confidential Details Description of Change

In Release 7.5, the CCRI batch process does not erase specific demographic data from the records of

consumers who are linked to OMHSAS and whose data is included in a processed CCRI batch file. It is

important to note that when records are updated by a CCRI batch file, “CCRI, Batch” appears in their

Recording Worker fields.



BAS

Summary of Change

The Filled/Reserved Capacity report now shows the correct data for individuals transferred from one region to another – individuals appear in the report of the last region they were transferred to.


BAS

RegionAdminBAS RegionRevrBAS ScBAS ScSupvsnBAS StateAdminBAS StateFinlMgrBAS StateRevrBAS

Menu Path

Tools > Reports > Reports Request > Filled/Reserved Capacity Report

Reason for Change

Individuals were appearing in multiple regions in this report. This defect resulted from transferring an individual across regions. The individual appeared on the report for both the transferring and receiving regions. For example, an individual is transferred from Region A to Region C. User A requests a Filled/ Reserved Capacity Report for Region A. User C requests a Filled/ Reserved Capacity Report for Region C. The individual appears on both reports, when he or she should show only on the Region C report. Description of Change

With Release 7.5, transferred individuals appear on only the Filled/Reserved Capacity Report for the region they were last transferred to.

Individuals with Filled/Reserved Capacity Report Issues (Work Items 51009 & 52183)



Summary of Change

The Autism Waiver Interest List Report now shows the correct data for individuals transferred from one region to another – individuals appear in the report of the last region they were transferred to.


BAS

RegionAdminBAS RegionRevrBAS ScBAS ScSupvsnBAS StateAdminBAS StateFinlMgrBAS StateRevrBAS

Menu Path

Tools > Reports > Reports Request > Autism Waiver Interest List Report

Reason for Change

Individuals were appearing in multiple regions in this report. This defect resulted from transferring an individual across regions. The individual appeared on the report for both the transferring and receiving region. For example, an individual is transferred from Region A to Region C. User A requests an Autism Waiver Interest List Report for Region A. User C requests an Autism Waiver Interest List Report for Region C. The individual appears on both reports, when she should show only on the Region C report. Description of Change

With Release 7.5, transferred individuals appear on only the Autism Waiver Interest List Report for the region they were last transferred to.

Transferred Individuals Listed on Incorrect Autism Waiver Interest List Reports (Work Item 52663)



BEIS

Summary of Change

The Provider Utilization Report has been revised to display accurate calculations of Dollars Paid by

funding source.


BEIS

State Reviewer State Financial Manager County SC Oversight County Contract Administrator County Financial Manager

Menu Path

Tools > Reports > Reports Request

Reason for Change

Calculations of the Dollars Paid amounts and/or other data appearing in the ‘Provider Utilization’ Report were inaccurate. Description of Change

With Release 7.5, when BEIS users request the ‘Provider Utilization’ Report, the correct utilized units are displayed for each Provider Service Contract period.

Provider Utilization Report Error (Work Item 51793)



Summary of Change

The following exit reason has been removed as a selection when performing case closure - “Moved

Within Pennsylvania.”


BEIS

CountyScOvrsitEI *

PSProgAdminEI **

PSProgLeadEI

PSProgLeadSupvsnEI **

ScEI ScSupvsnEI ScUnitMgtEI

*Needed for Infant/Toddler transfer mentioned below ** Needed for Preschool transfer mentioned below

Menu Path

SC > Caseload Management > Case Management Wizard > Activities Tab

Reason for Change

Users should not have the option of closing a child’s record because the child moved somewhere else in PA. When children are moving to another county within Pennsylvania, their cases should be transferred to that county. These children are remaining in Pennsylvania, and the system can accommodate the transfer. Description of Change

When BEIS users initiate a case closure, the “Moved Within Pennsylvania” value will no longer be an option to select within the ‘Exit Reasons’ drop down field. As a reminder, the child’s record should be transferred using the following Case Management Wizard (CMW) functionality:

Infant/Toddler – County-to-County

Preschool – Transfer Individual(s) between Preschool Program(s)

Information about performing case transfers can be found using the following materials from the Learning Management System:

PELICAN EI IT: Process Guides – Case Transfers Process Guide 7/31/12

PELICAN EI IT: SC Supervisor Materials – IT_CMW Reference Guide_09-21-2013

PELICAN EI PS: System User Reference Materials – PS_Transfers User Manual_09-21-2013

“Moved Within Pennsylvania” Removed from Exit Reasons Drop Down Box (Work Item 652823)



OCYF

Summary of Change

Corrected is a bug that generated HCSIS common errors when users attempted to add a second provider type to a provider site.


OCYF IncidentManager ProviderDataAdmin

Menu Path

Provider> Registration > Modify Provider > Provider Sites

Reason for Change:

Any attempt to add a second provider type to a provider site generated a HCSIS common error.

Description of Change

Using Release 7.5, OCYF users can add more than one provider type to a site.

Common Error Message Received When Adding a Second Provider Type to a Provider Site (Work Item 149402)



ODP

Summary of Change

Waiver slots are made available when the waiver type changes from “Intent to Enroll” to “Ineligible” AND when there is no end date on the Waiver/Program Eligibility screen.


ODP

CountyFinlMgr CountyFiscalSupvsn CountyScOvrsit DataClncAndAddn DataClncAndAddnInq DataMaintAndValdn DataMaintAndValdnInq DataMaintAndValdnRead EligtyRevr FiscalMgtSupvsn IspAprvl IspFinlSup RegionMntr RegionMntrInq RegionSupvr RegionSupvrInq Revr Rgstr StateAllocMgr StateFinlUser SuperReadOnly WaiverReviewTeam WaiverReviewTeamInq

Menu Path

Financial > Waiver Capacity Mgmt > Commitment

Reason for Change:

Changing a waiver status from “Intent to Enroll” to “Ineligible” without entering a program eligibility end date was not releasing the waiver slot for use. Consequently, the waiver counts appearing in the Commitment screen were incorrect.


In HCSIS Release 7.5, a user sees correct counts of waivers in the Reserved and Vacant columns of the Commitment screen.

Waiver Capacity Increased in Error (Work Item 147258)



Summary of Change

Corrected is a bug that caused dates displayed in the Most Recent Update field in the PUNS Management Report and the dates displayed on the PUNS screen in HCSIS to be different. The date stamp for these two fields should be the same for all consumers.


ODP

CountyScOvrsit Revr Sc ScSupvsn ScUnitMgt

Menu Path

Tools > Reports > Reports Request > PUNS Management Report

Reason for Change

Users would enter dates into the Date Finalized field on the PUNS Change screen. However, when users would view these dates in the Most Recent Update column of the PUNS Management Report, they would find that the dates differed. The dates appearing in these two fields should be the same. Description of Change

In Release 7.5, the date in the “Most Recent Update” field on the PUNS Management Report is the same as the date in the “Date Finalized” field on the PUNS Change screen.

Discrepancy in PUNS Management Report (Work Item 149648)



OLTL

Summary of Change

Users no longer will receive a HCSIS common error when opening the record of a consumer on the Insurance screen when that record has no entry in the Policy Start Date field.


OLTL

IntakeWorkerOmap RgstrDataEntryOmap RgstrOmap ScDataEntryOmap ScOmap ScSupvsnOmap ScUnitMgtOmap Super

ODP

DataClncAndAddn DataMaintAndValdn IntakePreRgstr Rgstr RgstrDataEntry Sc ScDataEntry ScSupvsn ScUnitMgt Super

Menu Path

Individual > Demographics > Insurance

Reason for Change:

At one time, the Policy Start Date was not a mandatory field, so a number of records exist in the system without the date. Entry on the date field is now mandatory. However, attempting to open the Insurance page for a consumer without a policy start date was generating a HCSIS common error.

(Also ODP) HCSIS Common Error Generated on Insurance Screen (Work Item 49042)




In Release 7.5, attempting to open an individual’s insurance detail record no longer generates a HCSIS Common Error even if the individual has no date entered in the Policy Start Date field on the Insurance page. Approximately six hundred records without Policy Start Dates currently in HCSIS will require correction.

Note:

Users who open the Insurance page for consumers with blank Policy Start Date fields cannot save the records unless they enter a policy start date in the field. Remember that the field is still mandatory for all consumers.



Summary of Change

A user closes a case and enters the reason for the closure in the Details/Reason field and comments in the Case Closure Comments field. The reason for the closure and the comments now appear in the Record Status screen as they were entered.


OLTL

AgencyAdminOmap EligtyRevrOmap HelpDesk RevrOmap RgstrOmap ScOmap ScOvrsitOmap ScSupvsnOmap ScUnitMgtOmap Super SuperReadOnly

Menu Path

Individual>Eligibility>Record Status

Reason for Change:

The Details/Reason and Case Closure Comments fields on the Record Status screen did not display the reason the user actually selected or any additional comments actually entered in the Case Closure screen. Description of Change.

Corrected in Release 7.5 is a bug that caused the Detail/Reason and Case Closure Comments fields on the Record Status page to display data other than what was entered in the corresponding fields in the Case Closure window. Users who navigate to the ‘Record Status’ screen now find that the information displayed in the Detail/Reason and Case Closure Comments fields match the data entered when the case was closed.

Record Status Screen Displays Incorrect Detail/Reason Entries (Work Item 53243)



Summary of Change

Recipient IDs appearing in the Provider Service Details Reports sometimes had fewer than 10 digits. The system has been corrected so that all recipient IDs have 10 digits, including any leading zeros.


OLTL N/A

ODP

CntrctAdmin CountyFinlMgr CountyFinlWorker CountyFiscalSupvsn CountyMassRateChange CountyProvrAdmin CountyScOvrsit FiscalMgtSupvsn IspAprvl IspFinlSup ProvrIspRevr ProvrRgstrDataEntry ProvrSignUpVerif RegionMntr RegionSupvr RegionSupvrInq Revr StateAllocMgr StateFinlUser Super WaiverReviewTeam WaiverReviewTeamInq

Menu Path

Tools >Reports >Report Request > Provider Service Details Report

Reason for Change:

Users were running Provider Service Details Reports that displayed recipient IDs of fewer than 10 digits. This issue occurred when the Base billing or Act 150 billing numbers were pulled to appear in the report. Some of these numbers may have leading zeros. However, the report was dropping these leading zeros, producing recipient ID entries of fewer than 10 digits.

(Also ODP) Provider Service Details Report Shows Incorrect Recipient ID (Work Item 750019)



Description of Change.

In Release 7.5, the Provider Service Details Report restores leading zeros dropped from Recipient ID entries when Base Billing or Act 150 Billing numbers are used as the Recipient ID data that appears in the report. Provider Service Details Reports that users run display recipient IDs that are always 10 digits in length.

Note:

Users viewing a CSV file of this report that has opened by default in MS Excel® still may see recipient IDs with fewer than 10 digits. A tip sheet – OLTL PSDR in CSV Format Tip Sheet – is available on LMS describing how to restore dropped leading zeros in CSV files imported into Excel. Users who wish to have an Excel-format report are advised to run the report in Excel, and not as a CSV file.



OMHSAS

Summary of Change

Fields have been added to the Cleared Consumer report so that the report contains the same data that the CCRI batch file contains.


OMHSAS

ClncMH CountyIncdtMgrMH CountyIncdtRevrMH CountyPointPersonMH DataClncAndAddnMH DataMaintAndValdnMH RegionIncdtMgrMH RegionIncdtRevrMH RegionSupvrMH RevrMH

Menu Path

Tools > Report > Report Request

Reason for Change:

OMHSAS wanted to have another available route to viewing the CCRI data other than via the CCRI batch files. Now this report incorporates any fields contained in the CCRI batch file that were not previously on it. Description of Change

In Release 7.5, all the data fields included in the CCRI batch files are now also found in the Cleared Consumer report.

Revision of OMHSAS Cleared Consumer Report (Work Item 781620)



Work Orders and Other Updates

WO 6037: MPI.Net With HCSIS Release 7.5, screens in the provider module will begin enforcing standard formatting in accordance with the Internal Revenue Service and United States Postal Service requirements for Business Names and Business Addresses, respectively. Error messages received refer to violations of the punctuation standards listed below. In each of the standards given below, the numbers in parentheses indicate the field lengths in MPI.

Names (IRS (40), Legal Entity (50), Service Location (50))

(First Name (21), Last Name (25))

The only allowable characters are:

1) Letters 2) Numbers 3) Spaces

a. Cannot be the first or last character b. Cannot be consecutive

4) Ampersand (&) a. Cannot be the first or last character b. Must be preceded and followed by a space

5) Hyphen (–) a. Cannot be the first or last character b. Must be preceded and followed by letters or numbers

6) Forward Slash (/) a. Cannot be the first or last character b. Must be preceded and followed by letters or numbers

Periods and commas are not allowed in the name fields.

Addresses (Address 1 (26), Address 2 (26)) The only allowable characters are:



4) Pound (#) a. Cannot be the first or last character b. Must be preceded and followed by a space

5) Hyphen (–) a. Cannot be the first or last character b. Must be preceded and followed by letters or numbers

6) Forward Slash (/) a. Cannot be the first or last character b. Must be preceded and followed by letters or numbers

All other punctuation should be omitted.



City Names (23) The only allowable characters are:



All other punctuation should be omitted.



WO 3002 - OCDEL/EI System Usability Enhancements Release 2

Release 7.5 includes updates to the following for infant/toddler and preschool as part of this work order:

Demographics

Evaluation Report

Eligibility

Supplementary Documentation

Notices

Plan

Document Assignment

Document Timelines

Case Management Wizard

Please direct any questions regarding this release to [email protected]. Please report any issues experienced with the PELICAN EI system to the Help Desk.

To get more details on specific system changes, see the following webinars on the LMS. Please use these materials to train staff accordingly.

Infant/Toddler Administration Webinar

Preschool Administration Webinar

SC/Lead/Provider Administrator Webinar

In addition, a significant number of updates have been incorporated into the existing training materials on the LMS:

Materials updated for the March 2014 Release include the date 03-15-2014 in their titles on the LMS (e.g., “IT_Evaluation Reference Guide_03-15-2014” or “PS_Evaluation Report User Manual_03-15-2014”)

All updated training materials will be available on the LMS on Monday, March 17.

A separate LMS document regarding the March 2014 Release changes will be made available on the LMS for Provider Contributor users. Please inform your Provider Contributor users to review this material.

Please note that updates to existing Captivate training materials will occur following the March 15 release date.

Specific Updates for Infant/Toddler

A new LMS document was created as part of this release for infant/toddler in order to identify new/modified PELICAN EI system messages: PELICAN EI IT: System User Reference Materials – IT_Information and Validation Messages Tip Sheet_03-15-2014. The County Reviewer role (PW-HCSIS-ITProgRevrEI) has been created to allow BP Admins to give users read-only access for reading/reviewing records during the verification process when external support staff assists and the need is temporary. Note: The BP Admin must add this role to an existing or new user at least 24 hours before the user needs the capabilities that the role provides.

mailto:[email protected]



For more details on specific screen access, please refer to the following document on the LMS after the March 15, 2014 release date: PELICAN EI IT: System User Reference Materials – IT_System Access and Training Materials_03-15-2014. Specific Updates for Preschool:

A new LMS document was created as part of this release for preschool in order to capture all information regarding notices: PELICAN EI PS: System User Reference Materials – PS_Notices User Manual_03-15-2014.

The Preschool Reviewer role (PW-HCSIS-PSProgRevrEI) has been created to allow BP Admins to give users read-only access for reading/reviewing records during the EI verification process when external support staff assists and the need is temporary. Note: This role will have access to the Notices module for viewing historical information, but users should not be generating notices with this role. The BP Admin must add this role to an existing or new user at least 24 hours before the user needs the capabilities that the role provides. For more details on specific screen access, please refer to the following document on the LMS after the March 15, 2014 release date: PELICAN EI PS: System User Reference Materials – PS_System Access by Role and Training Materials_03-15-2014.



Learning Management System (LMS) Updates

New and Revised Documents Posted

Program Office Document Name

BEIS* PELICAN EI IT: System User Reference Materials –

IT_Information and Validation Messages Tip Sheet_03-15-2014

BEIS* PELICAN EI PS: System User Reference Materials – PS_Notices User Manual_03-15-

2014

ODP CAP100I County Access to Provider – Tip Sheet for Updating Provider Information v7.5 -

3/15/2014

ODP CAP100I County Access to Provider – Cty Provider Admin Job Aid for Provider Signup

v7.5 - 3/15/2014

ODP CAP100I County Access to Provider – Provider Updates Job Aid v7.5 - 3/15/2014

OLTL Program Office Documents – OLTL PSDR in CSV Format Tip Sheet

OMHSAS HCSIS Report Guides – OMHSAS HCSIS Reports Guide v7.0.

*These BEIS documents are new. Many existing training materials on the LMS, too numerous to list here, have been updated. All materials updated for the March 2014 Release include the date 03-15-2014 in their titles on the LMS. All updated BEIS training materials will be available on the LMS on Monday, March 17.

To see these new or revised documents, or to take advantage of the other resources available on LMS, click this link

now: www.humanservices-r.state.pa.us/HCSISLMS/pgm/asp/learning/default.asp and log in. Never forget that LMS is

a comprehensive storehouse of background information and instructional material on all things HCSIS!

Don’t have or remember your LMS Login ID and Password? Contact your Business Partner

Administrator (your “BP Admin”). Contact your BP Admin if you need additional LMS roles as well.

http://www.humanservices-r.state.pa.us/HCSISLMS/pgm/asp/learning/default.asp



Additional Resources

HCSIS Help Desk

Call: 1-866-444-1264

E-mail: [email protected]

Fax: 717-540-0960

Hours: Monday – Friday: 7:45 AM – 5:00 PM

Learning Management System (LMS)

Be sure to check out the HCSIS Learning Management System (LMS) Updates section of this newsletter for mention of new and updated materials on LMS. Always keep in mind the training resources available on LMS to provide additional detail on any aspect of HCSIS. You access these resources by clicking the Learning Management System button on the Welcome to HCSIS screen. Release communications are located under the HCSIS Information link on the LMS Homepage. Click the My Curriculum link to navigate to specific module trainings.

Online Help

Remember that HCSIS Online Help is updated with each release and is a valuable HCSIS tool. The Help link is located in the upper, right corner of each screen.

HCSIS Link

Quickly access HCSIS by adding the link below to your favorites/bookmarks in your web browser: https://www.hcsis.state.pa.us

mailto:[email protected]

https://www.humanservices-r.state.pa.us/HCSISLMS/pgm/asp/learning/default.asp

https://www.humanservices-r.state.pa.us/HCSISLMS/pgm/asp/learning/default.asp

https://www.hcsis.state.pa.us/



View HCSIS Enhancements

The individual enhancements discussed in this communication are listed by work item number below.

Work Item

Program Office

Title

49042 OLTL, ODP HCSIS Common Error Generated on Insurance Screen

51009 ODP-BAS Individuals with Filled/Reserved Capacity Report Issues

51793 BEIS Provider Utilization Report Error

52183 ODP-BAS Individuals with Filled /Reserved Capacity Report Issues

52663 ODP-BAS Transferred Individuals Listed on Incorrect Autism Waiver Interest List Reports

53243 OLTL Record Status Screen Displays Incorrect Detail/Reason Entries

147258 ODP Waiver Capacity Increased in Error

149402 OCYF Common Error Message Received When Adding Second Provider Type to a Provider Site

149648 ODP Discrepancy in PUNS Management Report

652823 BEIS “Moved Within Pennsylvania” Removed from Exit Reasons Drop Down Box

750019 OLTL, ODP Provider Service Details Report Shows Incorrect Recipient ID

781620 OMHSAS Revision of OMHSAS Cleared Consumer Report

814476 BAS, BEIS, ODP, OLTL,

OMHSAS Deleted Demographic Fields Resulting from CCRI Batch Process