SSAI Recertification for PY 2012

1. SSAI Recertification for PY 2012 • We will start in 5 minutes. • Please dial in by following the instructions (to see those instructions again click the audio icon)

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3. Technical Details • Telephones will be muted during the presentation • We will have Question and Answer segments throughout the presentation, and at the conclusion of the presentation. • In order to ask a question Please use the Raise Hand Icon. • You can also ask a question or make a comment by clicking send a note icon

4. Senior Service America, Inc. SCSEP Recertification PY 2012 February 7, 2013

5. SSAI Recertification for PY 2012 Today’s Agenda • Updates for PY 2012 • Getting Ready and Planning • Documentation Requirements • Eligibility Determination Tool/Income Worksheet • SPARQ • Questions and Answers

6. SSAI Recertification for PY 2012 • Annual recertification of SCSEP eligibility is a federal requirement. • All SSAI participants will be recertified in March 2013, including any participants who were enrolled in February 2013. • Income and family size are the only eligibility criteria reviewed during recertification – However…..

7. SSAI Recertification for PY 2012 Recert is good opportunity to: • Re-evaluate the Most In Need Characteristics for our Participants • Volunteer Indicator • Employment Status • Participant Centered

8. SSAI Recertification for PY 2012 Updates for PY 2012: • We are sending the revised Income Eligibility Chart (PP203) • You do not have to recertify participants who have Open or Active Workers Comp claim

9. SSAI Recertification for PY 2012 Eligibility Determination Tool: • SSAI introduced the Eligibility Determination Tool in PY2010 • Serves as both Calculator and Recert Documentation • Improves accuracy of calculations • Improves Data Validation results • SSAI Eligibility Tool will continue to be required for recertification:

10. SSAI Recertification for PY 2012 • Results from the EligibilityTool will be Entered in SPARQ • Unlike the prior two years, MIN/Waiver updates will be entered directly in SPARQ

11. SSAI Recertification for PY 2012 Volunteer Indicator: • Additional Indicator effective March 1, 2012 • Must record Participants Volunteer activities in the 30 days prior to enrollment

12. SSAI Recertification for PY 2012 • Per DOL, incomplete Volunteer Indicator data will be a SPARQ Reject. • This data must be recorded and entered during recert

13. SSAI Recertification for PY 2012 Getting Ready and Planning: • Recertification Instructions • Recertification Checklist and Readiness Calendar • Recertification Notice for Participants • Eligibility Determination Form • Recert Income Worksheet • Termination Notice – Ineligible • Termination Notice – No Show

14. SSAI Recertification for PY 2012 Review the active participants in SPARQ and SSAI Tools: • All Active Participants must be in both tools in order to complete recertification. • Complete Exit forms and enter in SPARQ • Contact the Front End Support Team if you need assistance.

15. SSAI Recertification for PY 2012 • Identify staff that will help you • Train staff to assist – (reminder participant staff cannot make final eligibility on another participant) • Access to Tools/SPARQ?

16. SSAI Recertification for PY 2012 • Identify and Secure your location(s) for the recertification meeting(s) • Prepare Recertification Memo (template provided) for each participant eligible for recertification (make no assumptions and be clear they need to bring up to date documents) • Review Recertification/Waiver of Durational Limit Tab in SPARQ • The Eligibility Determination Tool will be available for practice prior to March 1st

17. SSAI Recertification for PY 2012 • Always contact SSAI via Front End Team if you want feedback on your planning or have questions

18. SSAI Recertification for PY 2012 • Copy enough forms for use: Eligibility Form; Income Worksheets (for use remotely); Offer of Physical Examination; Family Size Form; Case Management Note Form; Self Attestation Form and Assessments or IEPS as needed

19. SSAI Recertification for PY 2012 • Prepare for notifying those participants who may be over income; and or those who fail to show for recertification interviews • Develop a system for Quality Assurance • Develop a plan to enter all data in the Eligibility Determination Tool & SPARQ by March 31, 2013

20. SSAI Recertification for PY 2012 Your plan should also consider: • Program activities continue • Updating the Pay by Pay/PPP • SPARQ Data Entry • Quarterly Hours

21. SSAI Recertification for PY 2012 Documentation Requirements – requires all source documentation (what you looked at and what you copied) • Income Worksheet showing the math. (Reminder the look back period is 12 months or 6 months {annualized [x2]} prior to the date of recertification ) • Eligibility Determination Form • Family Size Form (if necessary) • Applicable Case Notes continued

22. SSAI Recertification for PY 2012 Documentation Requirements – continued • Record of Offer of Physical Examination • SCSEP Self/Third Party Attestation Form • Letter of 30 day Termination Notice All of above must past Data Validation Rules

23. SSAI Recertification for PY 2012 Case Notes: must consist of the case worker’s own documentation of his or her activities. Case notes can be based on information derived in person or by telephone

24. SSAI Recertification for PY 2012 Case notes MUST include 3 foundation elements: • Name of person who is the source of the information, his or hers phone #, their organization and title or relationship to participant • Name or initials of the person making the note • Date on which the information was obtained, and the date on which it was recorded, if different

25. Let’s Take Some Questions/Comments Raise Your Hand to Confer by Phone or Send Us a Note

26. Recertification 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 tohttp://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 scsephelp@ssa-i.org.

27. Recertification Webtool • Select SCSEP Eligibility Determination from the Tool drop down

28. 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 RecertificationRecert Participant List

29. RecertificationEnter 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

30. RecertificationEnter 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

31. RecertificationEnter Recertification – Step 2 • 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 • Click next to save your entry and move to the next step

32. RecertificationEnter Recertification – Step 3 • 3 - Method • Select either 6 months or 12 months. For help on which method to select click the help link. • Click next to save your entry and move to the next step

33. RecertificationEnter Recertification – Step 4 • 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 • Click next to save your entry and move to the next step

34. RecertificationEnter Recertification • Click next to save your entry and move to the next step

35. RecertificationEnter Recertification – Step 5 • 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 • Click next to save your entry and move to the next step

36. RecertificationEnter Recertification – Step 5 • 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 • Click next to save your entry and move to the next step

37. RecertificationEnter Recertification – Step 6 • 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

38. RecertificationSPARQ Entry • Select WDCS from the SPARQ Homepage

39. RecertificationSPARQ Entry • Search for Participant by last name, Social Security Number, or PID

40. RecertificationSPARQ Entry • Select the Participant; once the record appears below, select Edit Smith Sally 1234567 09/09/1949 Sally Smith 1234567 (443) 555-5555

41. RecertificationSPARQ Entry • Select Recertification/Waiver of Durational Limit Tab

42. RecertificationSPARQ Entry • Complete Recertification Section: fields 44 – 50

43. MIN/ WaiverSPARQ Entry • To update MIN Characteristics, complete Waiver of Durational Limit Section: fields 41 – 58

44. MIN/ WaiverSPARQ Entry • Save once you are finished entering the data

45. Volunteer IndicatorSPARQ Entry • Select the Participant and select Assignments/Exits • Chose the participant’s current assignment to edit Smith Sally 1234567 09/09/1949 Sally Smith 1234567 (443) 555-5555

46. Volunteer IndicatorSPARQ Entry • Select the Eligibility Information Tab and complete item 13a

47. Volunteer IndicatorSPARQ Entry • Complete item 16d, under the Assignment Information tab

48. Any Final Questions? Raise Your Hand to Confer by Phone or Send Me a Note

49. Questions After This Webinar • Contact the Front End Support Team and a FES Program Officer will respond: • Email: scsephelp@ssa-i.org; or • Call: 301-578-8989; or • Open a case via the Cloud Portal