Florida Dept. of Health (DOH) Children’s Medical Services (CMS) Early Steps Program (ES)

1. 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/)

2. Background Information Our place in this world….

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 system 2003 HIPAA implementation of standardized CPTs 2004 Centralized Provider Enrollment System 2007 Revised Service Taxonomy & Medicaid Early Intervention Handbook • ARRA-funded data system enhancements –IFSP records, multiple enrollment records, SC reports • Transition to CMS-KIDS data system ES Data System - Basic System Operation

4. 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 01-09 JB Doty – IT Specialist, Centers 10-57 Jill Bischoff – Coordinator, Training & Ed. Programs III HELP DESK EMAIL: peds-mch-earlysteps@peds.ufl.edu 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/) ES Data System - Basic System Operation

5. UF Family Data Center Contracts with CMS-ES for: • ES Web-Based Data Reporting System Application • ES Technical Support Help Desk Activities • ES Tech Support Web-Site • User Access and Password Management • Medicaid Billing • Provider Enrollment Upload • 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 • Ad Hoc Reports, Data Management and System Development (Data User’s Group) ES Data System - Basic System Operation

6. ES Web-Based Data Reporting System: Overview Basics on the data system

7. 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) ES Data System - Basic System Operation

8. 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) ES Data System - Basic System Operation

9. Types of Data – Providers: • 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! ES Data System - Basic System Operation

10. Types of Data –Agencies: • 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! ES Data System - Basic System Operation

11. Types of Data – Statewide Codes: • 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): ES Data System - Basic System Operation

12. 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! ES Data System - Basic System Operation

13. 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! ES Data System - Basic System Operation

14. Data Entry Basics How to Get into the ES Data System

15. Navigate to the ES Technical Support Web-Site(http://mch.peds.ufl.edu/ES/) ES Data System - Basic System Operation

16. Click the “LOGIN” button to enter the Data System: Click Here ES Data System - Basic System Operation

17. 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 ES Data System - Basic System Operation

18. 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! ES Data System - Basic System Operation

19. Data Entry Basics How to View, Add, Change or Delete Records in the ES Data System

20. ES Data System Basic Layout: Major Sections of the Screen SECTION NAVIGATION FORM & SEARCH CHOICES BROWSE /FORM AREA RECEIPT AREA ES Data System - Basic System Operation

21. 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. ES Data System - Basic System Operation

22. Basics on Searching for Records 1. Navigate to desired section 3. Enter and Submit “Find” Criteria 2. Select Form and Action 4. Select Desired Child or Record by clicking the leftmost button ES Data System - Basic System Operation

23. Basics on Patient & Provider/Agency Data Entry 1. After retrieving the record, ADD or CHANGE the Record as needed by typing values or selecting from drop down lists 2. Submit record for error checking 3. Watch for error messages and/or Record Saved confirmation ES Data System - Basic System Operation

24. 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” ES Data System - Basic System Operation

25. Data System Reporting Basics Standard Reports in the ES Data System

26. 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 ES Data System - Basic System Operation

27. 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! ES Data System - Basic System Operation

28. 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) ES Data System - Basic System Operation

29. 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! ES Data System - Basic System Operation

30. Basics of Report Set-up Click the Report Button Click the button for the type of Report Enter the report criteria and submit the report Watch the “receipt” for confirmation, errors, & other instructions ES Data System - Basic System Operation

31. 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! ES Data System - Basic System Operation

32. Report Output - Confidentiality • 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 containing identifiable patient information is confidential! ES Data System - Basic System Operation

33. 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. ES Data System - Basic System Operation

34. 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: peds-mch-earlysteps@peds.ufl.edu 1701-A SW 16 Avenue, 3rd Floor, Gainesville, FL 32608 (352) 334-0201/FAX (352) 334-0243 (http://mch.peds.ufl.edu/ES/) ES Data System - Basic System Operation