ABI & MFP Processes for MRC and DDS
11/19/2013
Pianka, Nancy (EHS)
Contents
Logging into MEDITECH: 3
Accessing screens and data in MEDITECH: 3
Who: 6
What: 6
DDS PCIII, MRC Supervisor / Admin 6
Change Site and Assign Service Coordinator 6
Who: 7
What: 7
DDS Service Coordinators, MRC Staff as assigned 7
Verify & Update Demographic info 7
Who: 13
What: 13
DDS Service Coordinators, MRC Staff as assigned 13
Review and Update Service Enrollments 13
To View Services: 13
Create Additional Service Enrollments 14
End-date Outdated Service Enrollments 16
Voiding Service Enrollments that are Errors 17
Who: 17
What: 17
DDS Service Coordinators, MRC Staff as assigned 17
Add Waiver Enrollment, POC, and ISP 17
POC Approval 17
ISP Meeting and Status 19
Create the Waiver Enrollment for Enrolled Participants 22
Redetermination 24
UMMS Responsibilities: 24
DDS and MRC Responsibilities: 24
Maintaining up-to-date MEDITECH information after transition 25
Case Notes 25
View or Print Existing Note 26
Amend an Existing Note 26
Enter a New Note 27
Participant Loses or Ends Waiver Eligibility during Waiver Year 30
Participant Dies 31
Viewing/Editing Discharged Consumer’s record 31
Providing Access to Records Outside of Caseload / Site 34
Appendix 1 – Services: 35
Appendix 2 – New Program Requests: 37
Appendix 3 - Printing the ABI MFP Programs and Services List 38
Appendix 4 – Checklists 39
Newly Eligible Participant: 39
Participant transitions from ‘Pending’ to ‘Enrolled’: 39
Logging into MEDITECH:
1. Click on this link: https://care-services.ehs.state.ma.us/
· Tip – Please be sure to use Internet Explorer to access the link above. It has not been tested with other browsers.
2. Log in to the DDS Meditech Citrix Portal with your Citrix user id and current password.
3. Click on the green MEDITECH icon.
4. Enter your existing MEDITECH User Name and Password here. Use Tab to move through the fields. The “Universe” and “HCIS” fields will default in and should not be edited.
Accessing screens and data in MEDITECH:
After you log in to Meditech, the following screen will appear.
1. Click on the” CM” Application in order to open” CM Area Management Team menu”.
2. Next, Click on “Operations Desktop”.
3. “Operations desktop” will open.
The Operations Desktop will show you a list of all of the Participants who have been entered into MEDITECH. To work with a participant, you simply highlight the person in the list, and then use the buttons along the right-hand side to view, enter, and edit data.
Your default list of participants will vary based on your role:
· Case Manager – your case load is your default list
· All others – your Custom list is your default list. Use the ABIMFP list to pull in the ABI MFP individuals.
o Click on the ‘Change List’ button and choose “ABI MFP”. The list will take several minutes to compile and will pull in all the ABI MFP individuals to whom you have access.
o If you also have regional responsibilities outside of ABI MFP, you can pull up your Site list – but be warned it will take a very long time to load. You may be better off adding individuals to a Custom List one at a time.
· All – if you have access to a Custom list, you can use that list to access participants one at a time. Instructions to use the custom list are included in Appendix 5 at the end of this document.
The UMMS Operations team will be adding participants into MEDITECH once as participants are found eligible for an ABI or MFP waiver. This training manual will walk you through the functions in MEDITECH that will fall under the responsibility of the MRC and DDS teams.
Who:
/What:
DDS PCIII, MRC Supervisor / Admin
/Change Site and Assign Service Coordinator
When UMMS Operations team creates the initial record in MEDITECH, a UMMS case manager may or may not be assigned. All newly eligible participants are assigned to the UMMS site “RUMM”. As cases transition to MRC and DDS for case management, it is the responsibility of MRC and DDS to reassign participants to the MRC or DDS sites and MRC and DDS case managers.
- From the CM Desktop, highlight the participant, and then click on the “Edit Elig” button.
- From the Patient Tab in ‘Edit Eligibility’, locate the SITE field, and change it to the appropriate site.
· RCCW – DDS Central West Region
· RMMT – DDS Metro Region
· RNNE – DDS Northeast Region
· RSSE – DDS Southeast Region
· RNRC – MRC (Non-Residential)
Save the record.
- Now, assign a DDS or MRC service coordinator. Click on the SC Values screen from Person Desktop. The SC Values screen in MEDITECH will open, pre-populated with an “ACTIVE” status and may contain the name of a UMMS Case Manager:
· Active / Inactive field – please do not edit data on this field.
· Srv Coordinator = You must remove the UMMS Case Manager (if one is listed) and assign an MRC or DDS Case manager:
- Place your cursor in the Srv Coordinator field and DELETE to remove the existing name. (If an existing case manager is not assigned, skip this step.)
- <F9> on your keyboard to pull up a list of Case Managers.
- Select the Case Manager from the list.
- In the effective Date field, enter the date the case transitioned to the Case Manager.
- <F12> or click SAVE to save your edits.
- The participant will now show up on the MRC or DDS Case Manager’s caseload list.
Who:
/What:
DDS Service Coordinators, MRC Staff as assigned
/Verify & Update Demographic info
When a participant is assigned to your caseload, you should first review the Demographic information to be sure it reflects current information. If it doesn’t, update the info.
- Highlight the participant on your caseload. Then, click on the ‘Edit Eligibility’ button.
- The “Edit Eligibility” screen will open. The participant’s demographic information was entered when the record was created and has not been updated since the record was opened. You should review the entered data and update it if it is no longer accurate.
· Before you change a participant’s address, please create a snapshot of the current record.
- Click on ‘Snapshot’ button, then ‘Create Snapshot’
Patient tab is selected by default – Many of the fields on this screen are not used. Required fields are listed below and should be reviewed and updated for accuracy:
· Name – always entered in all caps, with LASTNAME,FIRSTNAME as the format
· DOB
· Age – auto-calculated based on DOB. This is the age of the participant at time of initial data entry and does not reflect Current Age. Current Age is listed in the CM Desktop under the Current Age column.
· Address
· City (Tip: If you enter zip code in “City” field, MT will fill out the city, state and zip appropriately.)
· Phone
· Social security Number
· Site = DDS Region or MRC
Contact tab is used to store contact information for the participant. The Contact tab will default to Primary contacts:
Please review the entries and update information on guardians and family members, as well as any legal contacts (HealthCare Proxy, Advocates, Attorneys) in this screen.
If the participant has a guardian, please list the guardian first, in Contact 1. Additional contacts can be entered in Contact 2, and in the ‘Other” tab.
· Enter names LASTNAME,FISTNAME
· If a contact shares an address with someone, even the participant, whom you have already entered in MEDITECH, type ‘SA’ (for ‘Same As’) in the “Street” field, and you can choose a person whose address you wish to copy.
· REL to PR = Relationship to Person
o Click on the drop-down list, or use <F9> to pull up a list of options in this field.
· Note: you can ignore” Legal Authorized Rep” and “LAR” fields
“Other” contacts screen:
Guarantor tab
Guarantor information is required in MEDITECH. For our purposes, the Guarantor is ALWAYS the participant.
This information should be populated when you receive the record in MEDITECH. You should not have to edit this information.
Note: Since the Guarantor is always the participant, a link exists between the participant and the guarantor within MEDITECH. Therefore, when you edit the participant’s address in the PERSON screen, you will receive the prompt pictured below to update Guarantor information.
When you see this screen, please click on the OK button, and the Guarantor’s address will be updated.
The “Proc-Dec” tab contains some system-required fields, but those are entered only at time of eligibility and if a person dies. The processes related to discharging a participant who has died are addressed later in this training manual. Please do not edit any of the data on this screen.
Once you have reviewed the screens above, click on “Save” button, or use <F12> to save the individual in MT. System will take you back to the CM desktop.
Who:
/What:
DDS Service Coordinators, MRC Staff as assigned
/Review and Update Service Enrollments
Important Note: It had previously been practice for ABI and MFP individuals tracked in other systems to end-date each service enrollment annually and start with a new service enrollment, even though the provider, service, and location had not changed. In MEDITECH, if the person is still receiving the service, you do NOT need to end-date the enrollment and create a new one. Just leave the enrollment open.
When the MRC or DDS Service Coordinator is assigned, the participant may still be a pending participant. You will not see any service enrollments on pending participants.
If the participant has transitioned out of the facility, you should review service enrollments in MEDITECH and update them as needed.
To View Services:
· To view Service Enrollments, locate the participant in the CM Desktop.
· Click on the “Plus” Sign next to the participant’s name to expand the list of services.
· Other services enrollments may appear as well.
· Review the services that display. Verify that the following information:
· For services that are listed, verify that the start date, provider, address, and service are accurate.
· Note any service enrollments that are NOT listed. If the service enrollment is not listed, you must create it in MEDITECH.
Create Additional Service Enrollments
Note: In addition to services such as “Chore”, each participant must also be enrolled in MRC or DDS Case Management, which is under service “AMCM” in the service listing.
· From your CM Desktop, click on the “New Request” button
· The New Request Screen will open. In the “Service” field, perform a lookup with <F9>, click on the dropdown list, or type in the service number. (See appendix). Skip the “Program Group Criteria” field, and select ALL in the “Program Selection” section.
· When you select “All”, a list of all of the programs associated with that service will appear. Click on “Program View” to view the vendor associated with each program.
· If the service, provider, and site combination does NOT appear in the list, then contact the DDS Customer Service center to request that the program be added. Use the form in Appendix 2 to submit new program requests.
· Place a checkbox next to the service in which you wish to create the enrollment, and then click on the “Register” button.
· When you click on REGISTER, a screen will open to enter the Start date. Enter the Start Date and leave all other fields blank. Click “SAVE” or <F12> to save the record.
· If you are having trouble determining which program to choose from looking at this screen, please print the Programs and Services Report. See Appendix 3 of this document for instructions.
The updated service enrollment will appear under the participant’s name on the CM Desktop.
End-date Outdated Service Enrollments
As you review the record in MEDITECH after the case is assigned to MRC or DDS, you may find some services (not the WAIVER service) listed that the participant no longer receives. You must end-date these service enrollments.
· Highlight the service that is no longer a current service.
· Click the OUTCOME button.
· The OUTCOME screen will open. <F9> or click on the OUTCOME dropdown list and choose the appropriate outcome. Enter the last date of service in the DATE field. <F12> or click SAVE to end the enrollment.
· The end-dated enrollment will now appear as COMPLETE in the service listing.
Voiding Service Enrollments that are Errors
If you should find that a service enrollment has been entered in MEDITECH for a service that the individual never received, you can void it. Follow the OUTCOME steps above, but choose VOID as the OUTCOME and use ‘t’ for “TODAY” in the date field.
The service will appear in the service listing with a status of VOID. This should only be used if the person never received the service and the enrollment was created in error.
Who:
/What:
DDS Service Coordinators, MRC Staff as assigned