Demographics & Provider/Consumer Relationships in HCSIS June 18, 2002 Pennsylvania Office of Me

1. Demographics & Provider/Consumer Relationships in HCSISJune 18, 2002 Pennsylvania Office of Mental Retardation

2. Presentation Overview-What’s in it and who should see it • This package is intended to provide you with information regarding: • OMR and the HCSIS Project Team’s understanding of the problems that users have been experiencing related to Individual and Provider Demographics • OMR’s next steps (changes to HCSIS or clarification of the use of the system) • The County and BSU’s role in making these changes work • The dates when HCSIS changes will go into effect • Who should receive a copy of this package? • County Administrators • County MH/MR Directors • People in your county with the following HCSIS roles: • Data Clearance and Addition • Data Maintenance and Validation • County Transformation Managers • OMR Regional Program Managers • OMR Regional Transformation Coordinators Pennsylvania Office of Mental Retardation

3. Consumer Provider Relationship (CPR Screen) • You are experiencing… • Difficulty resolving provider-entered consumers because there are multiple listings of the same provider name when you try to create a consumer-provider site relationship • Confusion about the Service Type dropdown box that originally contained choices of residential or non-residential and was changed to the P/FDS service definitions • Invalidated consumer-provider relationships • OMR will… • Change the CPR screen to capture the Consumer –Provider relationship rather than the Consumer-Provider-Site relationship • Automatically associate all consumers who are associated with a provider site to the provider. • Remove the Service Type dropdown box from the CPR screen • Remove the Setting Size dropdown box from the CPR screen because it will be redundant with a living arrangement dropdown box that will be on future screens • County needs to… • Continue resolving provider entered consumers by associating them with the correct provider (counties must know the legal name of the provider as it was submitted in HCSIS which may be different from the name they currently use) • Impacts • Providers will have the ability to eliminate sites without invalidating the consumer-provider relationship • Counties will not need to associate a consumer with a provider site, only with the correct provider Changes to HCSIS in effect June 27, 2002 Pennsylvania Office of Mental Retardation

4. Clearance • You are experiencing… • Difficulty locating individuals in HCSIS when performing clearance • OMR will… • Make an additional 15,000+ individual demographic records available that were converted into HCSIS from IM4Q • Enhance the “behind the scenes” search criteria used to return more possible matches • County needs to… • Continue performing clearances using the broadest search criteria possible to find matches (i.e. last name) • Impacts • Counties should be able to locate individuals more easily in HCSIS Changes to HCSIS in effect June 27, 2002 Pennsylvania Office of Mental Retardation

5. MA Identification Numbers • You are experiencing… • Several consumer records do not include an MA ID number • OMR will… • Create a program to download MA ID numbers from CIS to automatically populate the missing information • County needs to… • Review post-download data “clean-up” the records of people that CIS did not show a match for • Review demographic data for individual • Contact individual as necessary to gather information • Impacts • MA ID will be available for more consumer in HCSIS Changes to HCSIS in effect June 27, 2002 Pennsylvania Office of Mental Retardation

6. Consumer Addresses • You are experiencing… • Missing individual address information • Individuals residence address sometimes appears in the provider address line • Provider addresses sometimes appear in the individual’s address line • OMR will… • Re-convert CRF data to reassign the address line for records that have not been updated by county staff • County needs to… • Validate consumer addresses and correct where necessary once the conversion is complete • Impacts • All the consumer addresses that counties validated during the initial CRF conversion will now be converted into HCSIS Changes to HCSIS in effect July 31, 2002 Pennsylvania Office of Mental Retardation

7. What is going to happen with Phase 2.0? • Pilot Counties: • Pilot Counties will begin using all Phase 2.0 functionality including: • Registration (includes PUNS & IER) • Individual Support Plan • Supports Coordination • All Counties: • All counties will see the new HCSIS “look and feel” • All counties will notice some changes to existing screens that will not significantly impact current system functionality (a separate presentation will be available for users that details changes that can be expected.) Pennsylvania Office of Mental Retardation