ssai recertification for py 2012

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 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


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:


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


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


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


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


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.


Identify staff that will help you

Train staff to assist – (reminder participant staff cannot make final eligibility on another participant)

Access to Tools/SPARQ?


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


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


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


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



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


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


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


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

[email protected].

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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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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


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3 - Method

Select either 6 months or 12 months. For help on which method to select click the help link.


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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


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RecertificationEnter RecertificationRecertificationEnter Recertification


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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


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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


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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

Select WDCS from the SPARQ Homepage

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Search for Participant by last name, Social Security Number, or PID

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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


Select Recertification/Waiver of Durational Limit Tab

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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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MIN/ WaiverSPARQ EntryMIN/ WaiverSPARQ Entry

Save once you are finished entering the data

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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


Select the Eligibility Information Tab and complete item 13a

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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

ssai recertification for py 2012

Documents

scsep recertification

showssai recertification

enrollmentssai recertification

sparqssai recertification

recertssai recertification

ssai participants

ssai tools

active participants