SSIS Data Entry of CW-TCM: Child Welfare Targeted Case Management

Transcription

1 SSIS Data Entry of CW-TCM: Child Welfare Targeted Case Management CW-TCM Eligibility Child Welfare Targeted Case Management (CW-TCM) funds pay for a portion of qualifying children s services if specific eligibility criteria are met through documentation. Before entering CW-TCM Eligibility information in the Supplemental Health Eligibility folder, ensure that the following tasks are complete in SSIS. OHP Plan-Safety - Setup Tab Fields CW-TCM Field The plan is identified as the CW-TCM plan by selecting yes in the CW-TCM? field on the plan s Setup tab, this will enable Out-of-Home Placement Plans to show CW-TCM Plan on the title page. OHP Plan-Safety - Setup Tab Fields CW-TCM Field The identified CW-TCM Plan is complete, The plan must be signed by the guardian, unless court ordered, and On the plan s Setup tab, the Status field is changed from Draft to Active. CW-TCM Entry October 2017 Page 1 of 10

2 Hint: An Active plan in SSIS cannot be edited. All Service Plans should be made Active by either the 30 th day of placement (for Out of Home Placement Plans) or by the 30 th day of providing Case Management Services for plans in other Child Services program areas. If additional signatures are obtained after the plan is made Active, note them in the Note box when entering a New Activity within Chronology, or from the Activity Log. Hint: Ensure all plans are completed in conjunction with the family, are signed unless court ordered, filed with the court as applicable, and are reviewed as required. The CW-TCM plan should be revised as needed, and must be reviewed at least annually. If another service plan is being used as the CW-TCM plan, the required review must follow Minnesota statute for that plan. Warning: The following service plans may be designated as the CW-TCM plan, as long as each child has the following components incorporated into the plan: Goals to be achieved, specific services to the child, action steps, timelines, and person responsible. Family Assessment Plan Child Protective Plan Family Safety Plan CMH Crisis Plan (without the associated IFCSP) Independent Living Plan (without the OHP Plan) 90-Day Transition Plan, and Social Service Plan. Service Plans Setup Tab Document Template Field CW-TCM Service Plan For each of these service plans, ensure that either: The CW-TCM Plan itself is additionally completed, or The questions listed on the CW-TCM plan have been copied, or incorporated in a text box in any service plan listed above. CW-TCM Entry October 2017 Page 2 of 10

3 Hint: The service plans below meet the criteria themselves for CW-TCM; no additional data entry is required: All seven of the Out of Home Placement Plans (OHPP) Individual Family Community Support Plan (IFCSP) for CMH Services, Adolescent Parent Plan, and Parent Support Outreach Plan (PSOP). After the service plan criteria is complete, enter the initial CW-TCM information in the client s Supplemental Healthcare Eligibility folder as a New CW-TCM entry. Client Node Supplemental Healthcare Eligibility Folder New CW-TCM Eligibility Expand the child s Client node, expand the Supplemental Healthcare Eligibility folder, click on CW-TCM Eligibility, right-click, and select New CW-TCM Eligibility. CW-TCM Eligibility Tab and Screen CW-TCM Fields CW-TCM Entry October 2017 Page 3 of 10

4 Beneath the CW-TCM Eligibility tab select an applicable date in one of the date fields. Select the identified CW-TCM Plan in the Service Plan Type field. Select the date the plan was made Active in SSIS in the Service Plan Date field. The date entered in the Service Plan Date field copies to the Start Date field, indicating the date that CW-TCM claiming can begin. Enter required text explaining why child meets one or more of the three statute criteria for eligibility in the CW-TCM Finding textbox. Hint: See CW-TCM Bulletin for further information regarding Services Plan and Case Finding Requirements. Select the name of the Workgroup where the service plan selected in the Service Plan Type field is located, and click Save. SSIS Toolbar Reminders and Alerts Log Button Review of the CW-TCM is required annually from the date entered in the Service Plan Date field. To help remember when your plan is due, it is recommended that a New User Reminder be created. Click on the Reminders and Alerts Log in the toolbar. CW-TCM Entry October 2017 Page 4 of 10

5 Reminders and Alerts Window Action Button Add New Reminder To make the grid easier to review, consider changing the Period field selection to reflect a timeframe beginning no earlier than the employee s hire date. Additionally, consider deselecting the SSIS Alerts and SSIS Reminders checkboxes to temporarily remove the system generated Alerts and Reminders from the grid. Hint: SSIS Alerts and SSIS Reminders are important and should also be viewed regularly, but can be easily added back in to the grid by clicking again in their corresponding checkboxes. Ensure that the User Reminders and Future Reminders checkboxes are selected so that the New Reminder displays in the grid. Click on the Action button. Select Add New Reminder. New Reminder Window and Fields CW-TCM Entry October 2017 Page 5 of 10

6 From the New Reminder window, in the Due Date field enter the date that is one year from the date reflected in the Service Plan Date field on the CW-TCM screen. In the Notify Date field, enter an earlier date reflecting when SSIS should send the User Reminder providing notice that the CW-TCM Annual Review Date data entry is close to its due date for this child. Select the Workgroup where this entry is to be made in the corresponding field. Select the name of the identified child in the Participant Name field. Hint: The Workgroup and Participant Name fields are optional; if CW-TCM Review is required for several siblings on the same Due Date and in the same Workgroup, the Workgroup field could be selected, the Participant Name field left blank, and the names of each child could be entered in the Description text box. Enter text as desired to clarify the task to be completed. Click the OK button. CW-TCM Entry October 2017 Page 6 of 10

7 Reminders and Alerts Grid User and Future Reminders Selections Close Button Note that the User Reminder displays in the grid. Hint: Complete a New User Reminder for everything requiring future review in SSIS. In the grid, click on the Due Date column header, and the grid will sort itself by the date the items are due. This creates a customized To Do list. Clicking on any column header sorts the grid by that column. Click and drag column headers to change their order in the grid. Click the little button to the left of the first column header for a list of columns that may be added or removed from the grid. Once a grid is customized, it remains customized until changed again. The grid may be printed by right-clicking on any column header and selecting Print Grid; note the other Action menu items that display regarding the grid. Click the Close button to close the User Reminders and Alerts Log. Hint: When logging on to SSIS, always click Yes if a window displays indicating that there is a New Alert or New Reminder. Even if the task can t immediately be completed, viewing the Alert or Reminder helps to indicate the task due in the near future, which helps to manage required casework. Annual Review Date Tab New CW-TCM Review Date Selection CW-TCM Entry October 2017 Page 7 of 10

8 CW-TCM is required to be reviewed annually for CW-TCM eligibility for the child to continue. Enter a review of CW-TCM in SSIS no later than 365 days from the last date last entered in the last Service Plan Date field. A new Annual Review Date may be entered in SSIS each time that the identified CW-TCM service plan is reviewed Hint: If the CW-TCM plan is identified in another plan, the required review must follow the requirements for that plan. Minimally, review of an Out of Home Placement Plan with the family is required every 180 days, but strongly recommended every 90 days. Minimally, review of a Family Assessment or Child Protective Services Plan with the family is required every 90 days. To enter the CW-TCM review, click on the CW-TCM node in the Tree View where the original CW-TCM Eligibility entry was made. On the screen, click the Annual Review Date tab (to the right of the CW-TCM Eligibility tab). Right-click, and select New CW-TCM Review Date. Annual Review Date Tab Fields Note that the Service plan type field autofills with the original service plan selected when the first CW-TCM Eligibility entry was completed. If the current identified CW-TCM plan is the same plan that autofills, no change is required. If a different type of service plan is the new identified CW-TCM plan, change the selection in the Service plan type field accordingly to reflect that plan. Hint: Each time a new Annual Review Date entry is made, the Service plan type field continues to autofill with the plan that was originally selected when the first CW-TCM entry was completed; change this selection accordingly as is needed. In the Annual review date field, enter the date that the identified CW-TCM service plan was reviewed and finalized in SSIS meaning that plan is (1) complete and signed by guardian or ordered by the court, and (2) the Status field on the plan s Setup tab has been changed from Draft to ACTIVE. Hint: Future dates cannot be entered; do not reflect the future annual review date [365 days from the original CW-TCM entry] if reviewing the plan earlier than that annual date. CW-TCM Entry October 2017 Page 8 of 10

9 In the Service plan date field, enter the date that the identified CW-TCM service plan was reviewed and finalized in SSIS meaning that plan is (1) complete and signed by guardian or ordered by the court, and (2) the Status field on the plan s Setup tab has been changed from Draft to ACTIVE. Click Save. Hint: This is the same date entered above in the Annual review date field. CW-TCM Eligibility Tab Last Annual Review Tab and Autofill Fields Click back on the CW-TCM Eligibility tab. Note at the bottom of the screen in the Last Annual Review section that the Annual Review Date, Service Plan Type, and Service Plan Date fields have copied and display the entries just made on the Annual Review Date tab. These fields will continue to update each time that a new Annual Review Date entry is made following a review of the identified CW-TCM service plan. Best Practice: Use the examples in the SSISWORK Help Text from the CW-TCM service plan field as a guide to entering CW-TCM Findings in the text box. Timeline: A review of CW-TCM eligibility is minimally required one year from the date of initial entry; best practice is to enter it each time the identified CW-TCM plan is reviewed. CW-TCM Entry October 2017 Page 9 of 10

10 CW-TCM Case Finding Requirement Eligibility for each child must be documented in SSIS to accurately claim for CW-TCM through SSIS. Enter the eligibility information in the child s Supplemental Healthcare Eligibility screen. All cases must include the following documentation: Assessment of need and eligibility for CW-TCM. Eligibility Criteria Enter date the child is: o At risk of placement or in placement and/or; o At risk of maltreatment or is experiencing maltreatment and/or; o In need of protection or services. CW-TCM Screen CW-TCM Finding Text Box CW-TCM case finding, or need for child welfare case management services. CW-TCM case plan that o Identifies necessary services for a child, and o How the services will be provided. Note: Where available, on the service plan s Setup tab select Yes in the CW- TCM? field to note it as the identified CW-TCM Plan. All contacts for eligible activities related to the services listed in the service plan. It is not only important to clearly document the Case Finding on new CW-TCM Supplemental Healthcare Eligibility records, but on records that were created before the field was required in SSIS V13.4. If you are updating CW-TCM Supplemental Healthcare Eligibility records created before version 13.4 and nothing displays in the CW-TCM Finding field, contact the client s worker to ensure client is open and eligible for CW-TCM. If so, enter the appropriate information in the CW-TCM Case Finding narrative field on the client s CW-TCM Supplemental Healthcare Eligibility record. Do not edit the Case Finding of a closed case. CW-TCM Entry October 2017 Page 10 of 10