wecare - rev. 11/15/2005 wecare wellness comprehensive assessment rehabilitation & employment...

WeCARE - Rev. 11/15/2005

WeCAREWellness Comprehensive Assessment Rehabilitation & Employment

WeCARE is funded by the NYC Human Resources Administration and administered by F· E· G· S Health & Human Services System

WeCARE Systems Overview

Training AgendaBy the end of this training, you will:

Understand the purpose of WeCARE and how it operates

Understand the flow of clients

Know how to access the WeCARE and NYCWAY systems

Know how to access Client’s records using:• Inbox• Case Lookup• Case Manager’s Tool Kit

Know how to access the Staff Supports section on the WeCARE system(These slides are available online at the Staff Supports menu of the WeCARE system under Training and Support materials submenu.)

Know how to get help through the Helpdesk

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WeCARE Program Overview The Human Resource Administration (HRA) provides a range of social services to New York City

residents in need with SafetyNet (SN) and Temporary Aid to Needy Families (TANF). Clients (both applicants-AP, and active cases-AC) who indicate to HRA that they have a medical or mental health condition which prevents them from working are referred to WeCARE.

The goal of WeCARE is to identify issues/barriers that prevent client from achieving their highest level of independence and providing accommodations and/or specialized supports to assist clients in returning to the workforce.

WeCARE was developed to help such clients achieve their highest level of independence by focusing on the following components:

• Wellness, Comprehensive Assessment, Rehabilitation, and Employment.

WeCARE is a paperless program, so the continuum of services from the initial evaluation through employment are documented in two databases: WeCARE, the F∙E∙G∙S internal system & NYCWAY, the portal to all HRA services.

WeCARE is a Performance-Based Contract that is time-sensitive as well:• F∙E∙G∙S only gets paid for “performing,” or achieving certain milestones which are indicated in

NYCWAY with the right codes in the right sequence within the prescribed timeframe for each service. HRA sets out its service and milestone expectations in the HRA Vendor Guidelines. Staff without a copy should get one.

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Flow of clients

Reception Social Worker

Medical Technician

Phase I Physician

AssessmentCase Manager

No Limitations to Employment – Return to HRA

Wellness – Unstable Medical and/or Mental Health Conditions That Require Treatment (A Wellness Plan) Before a Functional Capacity Outcome Can Be Made

SSI/SSDI (Substantial Functional Limitations to Employment Due to Medical Conditions)

Medical Limitations to Employment that require Minimal Accommodations

Medical Limitations To Employment That Require Vocational Rehabilitation, and/or Specialized Supports

VocationalCase Manager

ARTICLE 28 CLINIC CASE MANAGEMENT

If at any point in time the client does not show up or comply, outreach is done to work with the client to attend and complete the steps.

Entitlement Specialist

BPS / CSP PROCESS(BioPsychoSocial) (Comprehensive Service Plan)

Employment Dispositions

Phase II Physician by request of Phase I Physician

if necessary

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AssessmentCase Manager

No Limitations to Employment. Client goes back to HRA for job placement assistance.

Wellness: Case manager helps prepare Wellness plan for Client.

SSI: Entitlement Specialist helps client to apply for Social Security disability benefits.

VocationalCase Manager

Case manager completes BPS/CSP in

WeCARE system

Case manager completes BPS/CSP in the

WeCARE system

DVE/IPE process

Flow of clients cont’d

Case Manager: Meets w/ Client to sign IPE

CRC: Approves the IPE

Evaluator: Writes the IPE

CRC: Approves the DVE Testing

Evaluator: DVE Testing

Case Manager: Initiates DVE

Entitlement Specialist

Case manager completes BPS/CSP in

WeCARE system

NYCWAY code entered

NYCWAY code entered

NYCWAY code entered

NYCWAY code entered

NYCWAY code entered

DVE: Diagnostic Vocational EvaluationIPE: Individual Plan for EmploymentCRC: Certified Rehabilitation Counselor

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Access to the WeCARE System

The WeCARE system is a Web based system. To access it, either • Click on the shortcut on the desktop of your computer or• Type the URL https://portal.fegswecare.org/

Login• To Login you will need your unique user id and password• Your user id is usually your first initial and then your last name. Ex: Robert Smith’s user ID is rsmith. Tip: your user id is the same as the beginning of your email address with FEGS.

• Your initial password is 12345. You must change your password after you login successfully for the first time. Your password can be alphanumeric (combination of letters and numbers).

RED FLAG: Your user id and password are your signature to the system. You are responsible for the information that is entered with your login.

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https://portal.fegswecare.org/

Access to the WeCARE System

Click Login

Here is where you type your User ID and Password

Click here if you forget your login information. The system will email it to you.

Click here to change your password.

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You will also have to attend HRA training where you will be trained to work on the NYCWAY system.

Please note that most actions during the WeCARE program require information to be entered in the NYCWAY system and the FEGS WeCARE system.

• Red flag: The two are separate systems which means that if you enter a case note in the FEGS WeCARE system, you must do it on the NYCWAY system as well. Generally an action in WeCARE has a corresponding code in NYCWAY.

To access the HRA system either: • Click on the shortcut on the desktop of your computer or• Type the URL http://10.253.24.242/jobplacement/

Login• Your unique login information will be mailed to FEGS and given to you by

your supervisor.RED FLAG: Your user id and password are your signature to the system. You are responsible for the information that is entered with your login information.

Access to the HRA System–NYCWAY cont’d

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http://10.253.24.242/jobplacement/

Type your user id.

Click here to type the department number 200

Click here to type your password.If you want to change your

password click on this box (a check mark will appear) and then click Submit.

Access to the HRA System – NYCWAY cont’d

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When you see this window click here to enter NYCWAY.

Before you click on any of these options please make sure that your browser allows pop up windows.


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To allow Pop up windows from the NYCWAY site, do the following:

Click on the yellow bar that indicates that a window has been blocked.

With your mouse, select the option “Always Allow Pop-ups from this site”

The NYCWAY window opens.


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Access to client records

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Access to client recordsTo access client records you need to use the Case Management menu. When

you move the mouse there you get various options. To go to client records choose Inbox or Case Lookup.

In-Box: When clients tracking forms are sent to your Inbox, it means that it is your turn to take action on the client.

Case Look-up: Use this option to access all client records.

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Inbox To access your Inbox, click on Case Management and then on Inbox. Your name will be

displayed If you are a case manager, your case load will be displayed in your Inbox. Tracking forms will

go there for you to take immediate action during the process. Sorting the Inbox can help identify the clients to be reviewed and the immediate steps to be

taken.

TRACKING FORMSTracking forms are unique for each client for each step of the process. They are the way to route clients from worker to worker. The client’s file stays static and staff can populate the client’s file when the tracking form is routed to their Inbox. Red Flag: When a tracking forms goes to your Inbox, it means that it is your turn to take action during the process.

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Group Inboxes allow you to assign the case to the person who has to take the next step. If you have access to group Inboxes, they will display below your personal Inbox. Access to group

Inboxes are given based on your profile. For example:• Clinic Receptionists share access to the clinic’s Reception Group Inbox. They assign the

client upon arrival to the next step of the process which are the social workers.• Phase I doctors at the Article 28 clinics who have made an employment disposition route the

case to the Case Manager Group Inbox for assignment to the correct case manager unit.

Group Inbox

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To move a tracking form to your personal Inbox:

Group Inbox Cont’d

1. Click on the Track #

2. When the system displays this message click on “Yes.”

3. The tracking form now moved to your personal Inbox. Click on the track # again to access the tracking form.

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Case Lookup

The WeCARE system is a database system.

In Case Lookup, you can search for clients based on many different fields such as first and last name, social security number, HRA number, case manager, borough, etc.

To find a client’s record using first and last name, type the client’s information on the respective fields and click on View Case Record.

Tip: You can do partial searches. That means that you can type only the beginning of the name or other field and the system will find records that match your query.

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Case Lookup

Click here and type the last name

Click here and type the last name

Click on this arrow to do a search using the name of the case manager

Click on this arrow to do a search based on the case statusClick on the calendar icons to select the

dates when the case was last updated.

When you are done, click here to view the results of your query.

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When the result of your query displays, it will show the client’s last name and first name, the case #, case status, track assignment, organization/borough, case manager (if assigned), creation date and last action date.

Case Lookup

Each field can be sorted. To group clients in alphabetical order, click on Case Name. To group them by case manager click on Case Manager. To access the records, click on the word View next to the name.

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Case Lookup

This is a client’s file in the WeCARE system.

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Case Manager’s Tool Kit

You can easily find all of your active cases or a specific subset of them by clicking on the grouping in the Tool Kit.

These are sorted based on the last routing option chosen on the active Tracking Form

To access it, 1. Click on My Tools 2. Click on My Tool Kit

My Toolkit is a function within the WeCARE system designed to support the Case Managers in organizing, accessing and monitoring their cases.

Example: To access your BPS clients click here

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This training and many other trainings can be found in the “Staff Supports” section of the FEGS/WeCARE web site: https://portal.fegswecare.org/newmenu.cfm?vsize=405 . It contains important tools in assisting you help your client.

WeCARE Staff Supports

Clicking Here will get you here

You will find:

• PowerPoint trainings

•Procedures/Instructions

• HRA-approved ocuments

• Scripts

• Tools

• And many more

These modules are maintained by the WeCARE Operations Unit. Please feel free to e-mail them at: [email protected] to schedule a training or share ideas.

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Where to Get Help

For problems with computer equipment, telephones, computer and email access, immediately call or email the ALLSector Helpdesk at:

212 – 366 - 8488 The Helpdesk e-mail group is located in FEGS directory:

[email protected]

System problems should also be reported immediately to the ALLSector Helpdesk such as: No save/submit button on form, tracking form with no routing options, tracking form stuck in Inbox,

slow or no system response time, and problems with user access

NYCWAY Helpdesk For access problems in the NYCWAY system, call the NYCWAY Helpdesk at:

718 - 557- 1313If your screen is missing functionality, codes not registering and the like,

call the NYCWAY software Helpdesk at:718 - 510 - 0237

Helpdesk

HRA ResourcesWeCARE has HRA Out Stationed Workers (OSWs) located at all sites.

OSWs act as a liaison between HRA and WeCARE by clarifying program questions to help staff serve the needs of their clients.

Also refer to the WeCARE Vendor Guidelines published by HRA to get program support.

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wecare - rev. 11/15/2005 wecare wellness comprehensive assessment rehabilitation & employment...

Documents

goal of wecare

purpose of wecare

hra services

wecare systemthese slides

employment return

clients records

wellness plan

hra vendor guidelines