Federal and State Data Collection Requirements: Selecting A Tool To Meet Your Needs

1. Federal and State Data Collection Requirements: Selecting A Tool To Meet Your Needs Assistive Technology for Kansans March 2010 Kansas University Lifespan Institute

2. What Would You Like Your Database To Do For You? • Track services • Track inventory • Support follow-up with consumers • Record time spent/billable hours • Record presentations • Support outcome data collection • Real time entry • Multiple users/ multiple sites • Generate reports for multiple funding agencies Kansas University Lifespan Institute

3. Several Options Currently Exist • AT Programs have offered to share their databases • KS database supports all activities except Alternative Finance Program (supports other state financing activities) • Linux application with a web interface developed by AgoraNet. AgoraNet will customize (approx. $1,500) and will host for a fee. • MS, UT, and MD are currently using this database Kansas University Lifespan Institute

4. Structure of the ATK Database Built Around Mission of Statewide AT Programs • To have access to AT, individuals and entities must demonstrate one of the following: 1) be aware that AT exists, 2) have information to determine whether (or not) they need AT, or 3) have information to choose the appropriate device or service. • Increased acquisition is achieved when persons obtain AT for long term use despite barriers such as prohibitive cost. It can be achieved through reuse and State or private financing efforts. • Focus on community living, education, employment and Information Technology. Kansas University Lifespan Institute

5. Structure of ATK-the Kansas Statewide AT Program • Lead agency: University of Kansas, Center on Developmental Disabilities – Parsons • Multiple funding sources (AgrAbility, DED projects, Medicaid, and other state grants) • Database designed to supports UCEDD efforts as well as additional state and federal grants (You’ll notice demographic data and specific fields in presentation data that are necessary for NIRS data entry.) Kansas University Lifespan Institute

6. AT Access Sites & Affiliate Locations 800-KAN DO IT 800-526-3648 • Western AT Access Site, NW Educational Service Center, Oakley • SW Kansas sector, Center for Independent Living of SW Kansas, 800-295-4122 • North Central AT Access Site, OCCK, Salina • South Central AT Access Site, SKIL, Wichita • Northeast AT Access Site, Independence Inc., Lawrence • SE AT Access Site, SKIL, Parsons • Management, Kansas University Center on Disabilities – Parsons Kansas University Lifespan Institute

7. Access Services • Device Demonstration: hands-on opportunity to review device features and try out a range of possible technology solutions with staff knowledgeable about a range of devices in that AT category. • Short Term Device Loan: individual borrows devices for a short period of time to determine if it meets their needs. Devices are shipped to the individual and technical assistance is available. Kansas University Lifespan Institute

8. Acquisition Services • Device Reutilization: individual requests a high quality, refurbished piece of durable medical equipment at no cost. • State Financing: assistance in determining eligibility for public and private sources of funding for AT devices and services. Staff provide assistance in identifying possible funding options, assist with eligibility paperwork, gather needed documentation, write justifications and help with appeals when needed. Kansas University Lifespan Institute

9. Other AT Services • Information and Assistance: specific AT product information or technical assistance that addresses the individual’s needs is provided. • Assessment: comprehensive review of individual’s needs in daily settings to determine AT devices that allow them to meet personal goals. • Training: instruction in how to maintain and use an AT device or multiple component system. Focus is on developing the competency individuals need so they can complete educational assignments, compete with co-workers, live independently in their homes or attain some other level of independence. Kansas University Lifespan Institute

10. AT Device Categories • Communication • Daily Living • Vision • Hearing • Learning, Cognition, Developmental • Environmental Adaptations • Mobility, Seating, Positioning • Computers and Related • Vehicle Modification and Transportation • Recreation, Sports and Leisure Equipment Kansas University Lifespan Institute

11. Monitor Performance Throughout The Year Kansas University Lifespan Institute

12. Monitor Performance Throughout The Year (cont.) Kansas University Lifespan Institute

13. Collect Performance Measures: Access Kansas University Lifespan Institute

14. Collect Performance Measures: Acquisition Kansas University Lifespan Institute

15. Customer Information Side of Database Kansas University Lifespan Institute

16. Customer Goals Kansas University Lifespan Institute

17. Customer-New Goal Kansas University Lifespan Institute

18. Customer- Equipment History Kansas University Lifespan Institute

19. Customer-Specific Equipment History Kansas University Lifespan Institute

20. Transaction record Kansas University Lifespan Institute

21. Equipment Inventory Kansas University Lifespan Institute

22. Search by Device Category Kansas University Lifespan Institute

23. Results from Device Category search Kansas University Lifespan Institute

24. Presentations/Staff Time Kansas University Lifespan Institute

25. Presentation Detail Kansas University Lifespan Institute

26. Report Function Kansas University Lifespan Institute

27. Report Options Kansas University Lifespan Institute

28. Administration Categories Kansas University Lifespan Institute

29. Real-time tour • http://demo.atk-kee.org/ • Try it out…create customers, enter equipment, transfer equipment, generate customer goals. • Questions at this point? Kansas University Lifespan Institute

30. Contact information: ssimmons@ku.edussack@ku.edu 620-421-8367 Kansas University Lifespan Institute