Service Providers Student Service Logs

Student Plans EMAB

ACTIVITY LOGS

Activity logs are a place for Nurses, OT, PT, Speech Therapists, Audiologists, Mental Health Professionals and Para Educators to record time spent with students that can be billed to Medicaid or private insurance if applicable in your district.

Activity Logs

People who have been assigned the role of Service Provider in the Student Plans system are able to create Activity Logs for students whose plans have been finalized in the Student Plans system. Activity logs are only visible to the Service Provider and the Billing Manager.

Please talk to your system administrator if you do not see the activities in the drop down table that you need to select.

View/Search Options

The Activity Log has a dynamic search capability so that the Service Provider can view activities in many different ways. Clicking once on a sortable headerresults in the information being sorted in that order. Click it once again and the information will sort in reverse order.

1. / Click on Activity Logs on menu bar / The Activity Log page is displayed. Select students from list is dependent on your role permissions. Selecting students from My Cases, My Services, etc will display different students.
2 / View specific activity by school. Enter search parameters.
Click search. / In this example, we searched for active records in My Services at the Elementary School for the period 1/13/17 - 4/20/17
The following screen is displayed.
3. / To edit an activity for a student for a particular time, check the student on the list.
Select Edit on bottom of screen. Edit will only be available depending on permissions. / Only one activity record can be edited at a time.
Min/Miles: indicates how many minutes for this student's activity on that day.
Status: This column will display whether the record is paid, submitted for payment, created, etc.

Create Activity Logs

1. / Click on Activity Logs on menu bar. / Click Add Para Activity.
2. / Para Activity screen is displayed. Select Student / Note: Paras can only select one student, one day at a time with one activity. In this example, district options were set to limit the activity list to the position. These are activities commonly performed by a Para. Please note that the student ids are now displayed as well.
3. / To add Notes, click the down arrow. and select a note, click Add Notes to add the note to the activity. / If district option is set to not allow paras to input notes, they must select a note from the list
4. / Working from left to right -
a. Select student for this activity
b. Select date for this activity. Dates must be today’s date or earlier.
c. Select activity from drop down
d. Enter miles or minutes and # times per day
e. Click into Notes to get submit button
f. orClick Add Notes if notes are selected from dropdown table
g. Click Submit.
5. / Repeat process to select another activity. Click Close when done.

Add Activity Using Rosters

One feature of the activity logs is the ability to create a roster. For example, a Para is assigned to work with a group of students. The Para could create a roster of her students to use when creating activity logs.

1. / Click on Activity Logs on menu bar. / The Activity Log page is displayed. The options under Select students from are dependent on the role permissions.
2. / Click on the Roster radio button. Click New. / Select the district, if applicable, and the school that the roster will be created for.
A new roster is displayed.
3 / Enter a name for the roster.
Select the students that belong in that group. Click Save. / Staff are indicated in red, select the staff that will be working with the students. If there is more than one staff member that works with the group select them also.
4. / Click Add Activity to add students’ activity to roster.
Click on Roster radio button and select new roster just created
5. / Working from left to right -
a. Select student for this activity
b. Select date for this activity. Dates must be today’s date or earlier.
c. Select activity from drop down
d. Enter miles or minutes and # times per day
e. Click into Notes to get submit button
f. or Click Add Notes if notes are selected from dropdown table
g. Click Submit
h. Click Close when done adding all activities and return to main screen

Adding another student to a roster

1. / On main activity log screen, select Roster.
Click Edit.
Click on another student to add to roster.
Click Save. / Roster will be displayed with selected students.
2. / Click Add Activity. / Notice when roster is selected, the newly added students now appear on the roster.

Progress on Activity Log

1. / If an activity has been defined in Activity system table to include Progress, that column will be displayed when the activity is selected.
2. / Add new activity log – select OT activity. / Note: See Progress selection drop down menu.

Using a Time Study with Activity Logs

To document Paraprofessional time, you can use information from a mini-time study conducted to determine the amount of time required to complete daily activities.

1. / A Time Study activity must be setup in Activities Table in System Template Maintenance. In this example, the activity PCA can be used as a Time Study. / See documentation – “Activities”. Further, this example shows the various activities a PCA may perform on a regular and consistent basis.
2. / A Time Study Results document must be setup for each student that will have an activity that can be used as a Time Study. / See documentation on “Creating Plan Time Study”. Document is usually found on Other menu.
3. / In this Time Study results example, it was determined that on the average Thomas needed assistance with feeding for 30 minutes, toileting 3 times a day for 15 min, and grooming for 10 min. per day. / Note: Indicate the average number of occurrences per day that these activities occurred, but the total for PCA for this student is the total number of average minutes only.
4. / After Time Study is finalized, a PDF may be printed. This Time Study will now be available when creating an activity. / Note: A Para can only do one Time Study activity once per day on a student.
5. / In Activity Log screen, click on Add Para Activity. Indicate the number of occurrences for each activity and the total number of minutes spent in the miles or minutes box. Click Submit. / When PCA activity is selected, the Time Study will be displayed.
6. / Activity Log activity can then be displayed in the MA Activity report. The example below shows the activities for Thomas Nelson in July.

Possible Errors Received in Activity Log Input

Minutes Exceeded error

1. / If time entered on Activity Log exceeds a limit an error message will display.
2. / If minutes seem to be correct, have system administrator check school setting for number of minutes in school day.

Date cannot be in future error

1. / On new activity screen, ensure date selected is either today's date or earlier.

Navigate away without Saving error

1. / If data input has been done be sure to click Submit before going into another area. / Click OK to not save input or click Cancel and then Submit.

Add Notes error

1. / To add notes, first select a note from a list; then click Add Notesor, if allowed, enter the note in the box and click Add note.

cmERDC (Central Minnesota Educational Research and Development Council)

(activity logs_SP_64.doc)