CASPER Design

1
ASPEN Scheduling and Tracking (AST) Session 1
2
AST Session 1 Topics

• What you will learn in this session..
• AST System Overview
• High level review of AST functionality
• AST Setup
• Security and Access Control
• Lookup and Data Configuration

3
AST WebEx Sessions

• Four WebEx Sessions are Available
• These Cover
• Session 1 Overview and Configuration
• Session 2 AST Scheduling Functions
• Session 3 AST Tracking Functions
• Session 4 AST Reports and My ASPEN

4
AST Supporting Materials

• Handy Reference Materials.
• AST Training and Reference Guide
• Training tool which follows flow of WebEx
  training
• Task-oriented design to serve as on-going user
  reference
• Appendix of Reference Guide includes
• Previously distributed Overview Document used in
  this session
• Examples of each AST report
• Processing Steps definitions for certification
  tracking
• Scheduling view column specification
• NH Performance Score calculation algorithm

5
AST Overview

• What is AST?
• Powerful but easy to use tools designed to
  manage the certification processing life-cycle
• Integrated complaint and revisit scheduling and
  tracking
• Supports scheduling and tracking for state
  licensure visits

AST Scheduling Visit Determination and Team
Assignment (Step 1)
AST Tracking Active Certification and Visit
Processing (Step 2)
AST Finalization Upload and Kit
Completion Determine next cycle start (Step 3)
6
AST Overview

• What is AST..Key features
• Supported categories NH, HHA, ESRD, XRAY, RHC,
  OPT, CORF). Additional categories with future
  releases
• Application integrated into ACO/ARO No separate
  installation required
• Full data integration between AST and ACO, ACTS
  and AEM
• Enhanced surveyor team assignment
• Extensive Library of new reports
• New calendar views and automated reminders of
  scheduled activities
• Highly customizable by states/ROs and for
  individual user needs

7
AST Overview

• What happens when AST is activated in your state?
• Facilities with active kits which have not been
  uploaded will appear in AST active tracking views
• Facilities with most current kit upload will
• Have a future certification cycle target date
  automatically calculated according to facility
  type rules
• Appear in the AST Scheduling Ready to be
  Scheduled view

8
AST Overview

• What happens if AST is not activated in your
  state?
• The following functions are still available.
• AST Extended staff availability and team
  selection function is still active in all ASPEN
  products (except ASE).
• Access to provider type qualification and staff
  conflict of interest from personnel screen
• AST Revisit Status indicator still available on
  survey properties and other survey grid views

9
AST Overview

• Quick note on certification Target Dates
• Certification scheduling based on pre-defined
  target dates
• These are simply the planned date of the next
  certification cycle for each facility and may be
  established months or years in advance
• Target date determination is different for each
  category
• NH 9-15 month rules automatic calculation
• HHA Based on 1572 Survey Frequency
• All other categories manually assigned using AST
  pre-scheduling tools based on budget call letter
• Target dates for any facilities in any category
  may be manually overridden by user as needed at
  any time

10
AST Overview

• Lets now take a quick tour of AST
  functionality..
• Refer to the Overview Section located in the
  training guide appendix Working with AST on
  page 83

11
AST Configuration

• What you will learn in this section.
• Configure AST Security and Access Control
• Configure staff member extended information
• Add licensure tracking information to a facility
• Learn about target calculations
• Learn to configure NH performance scores
• Add personal activities
• Define AST user settings and preferences

12
AST Security Overview

• Directly integrates with existing ASPEN security
  for
• Menu/function security
• Tab/button security
• Facility type security
• Introduces future survey security
• Can be partially pre-configured in advance
• Pre-defined security profile groups in ASPEN 7.2
• Pre-assignment members to security profiles
• When AST 7.3 released, simply assign profiles to
  allowed functions

13
AST Security Configuration

• Pre-planning for AST security profiles
• Is there more than agency in state using AST?
• Which facility types will be supported and by
  which work units/teams/district offices?
• Who has responsibility for determining
  certification, complaint and revisit schedules?
• Who tracks certification and complaints through
  completion of forms, letters, upload?
• Will user-specific calendar, assignment tracking
  and event management features of AST be used?

14
AST Configuring security

• Example security profile for AST
• Profile Scheduling Operations
• Defined as Team leaders responsible for actual
  survey scheduling and team assignment
• Profile
• Scheduling Views Read/Write
• Change pre-assigned certification Scheduling
  Target Dates No Access
• Pre-scheduling views Read/Only
• My ASPEN views Read/Write
• Remember ASPEN supportss multiple profile
  profile assignment to a single user

15
AST Security Configuration

• Note on the Everyone profile group
• AST comes pre-configured with read-only access
  granted to this standard ASPEN profile
• ASPEN administration should be assigned to this
  group before beginning AST security assignments
• We will now tour AST security assignment.

16

• ASPEN
• Scheduling and Tracking (AST)
• Session 2

17
AST Scheduling

• What you will learn...
• Understand general display elements of AST
  scheduling views
• Learn how to change pre-assigned target dates
• Schedule a NH certification
• Schedule a complaint investigation
• Schedule a revisit
• Set Specific hours for a visit
• Assign Target Dates Preschedule ESRDs
• Start an initial certification
• Start a CHOW Process

18
AST Scheduling

• Before we begin.
• You may follow along in the AST Training and
  Reference Guide, Section 2, Page 27.
• Now, lets begin our tour of AST scheduling.