The BCCP Web Data System: 101

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The BCCP Web Data System 101
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Breast Cervical Cancer Program

• For more detail instructions on using the BCCP
  Web Data System
• www.healthoregon.org/bcc
• What Providers Need to Know
• BCCP Web Data System User Guide
• Practice online An online tutorial
• Other useful information

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Breast Cervical Cancer Program

• What does the BCCP Web Data System do?
• How do I use the BCCP Web Data System ?
• How do I enroll a Client?
• What is a Cycle?
• How do I know when Im Finished?

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What does the Web Data System do?

• The Key Concept All the information that BCCP
  needs can be entered into the BCCP Web Data
  System. No paper forms are to be mailed or FAXed
  to BCCP paper forms will be returned to the
  provider.
• The BCCP Web Data System is an Internet-based
  program that allows enrolling providers,
  ancillary providers and state administrators to
  collect and share information. Data will be
  submitted directly to BCCP electronically. The
  program also requires providers to submit claims
  to the BCC program electronically and check on
  their status.

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What does the BCCP Web Data System do?

• The BCCP Web Data System replaces the paper-based
  system for collecting data and submitting claims
  that was previously used. Paper forms for your
  use in gathering data in your office and
  referring clients to other providers are
  available in PDF format that you can print out
  from the BCCP Web site www.healthoregon.org/bcc.

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What does the Web Data System do?

• The BCCP collects all of the data associated with
  patient care. These data are required by the CDC
  to insure that the BCCP is providing timely and
  appropriate care to women.
• Data are submitted twice a year to the CDC by all
  NBCCEDP grantees. These data comprise the U.S.
  National Data Base on Breast and Cervical Cancer.

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How do I use the BCCP Web Data System?

• First, you need to set up a BCCP Users Account.
• Your agency must complete, sign, and return a
  Medical Services Agreement (MSA) to BCCP.
• You must complete and sign a Confidentiality
  Agreement to confirm that you will use the BCCP
  Web Data System responsibly and that you will
  keep your user name and password confidential. A
  copy of the form can be found at the BCCP
  website www.healthoregon.org/bcc
• FAX a Request to Create User Account form to the
  BCCP office 971-673-0997. A copy of the form can
  be found at the BCCP website www.healthoregon.or
  g/bcc

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How do I use the Web Data System?

• Second, log in to the BCCP Web Data System
• Launch a Web browser, such as Internet Explorer.
  The BCCP Web Data System will work best with
  Internet Explorer version 7 or version 8. If
  providers are not currently using IE 7 or IE8,
  they might consider upgrading to IE8. To
  download a free upgrade http//www.microsoft.com
  /windows/internet-explorer/default.aspx. For
  technical assistance on installing the new
  software, a provider will need to contact their
  local IT department staff.
• Note The BCCP Web Data System will run under
  any Web browser. Browsers have a wide range of
  security settings and capabilities you may have
  to adjust certain security settings for your
  browser to use this system.
• Go to the page https//secure.ahlerssoftware.com/B
  CC.

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How do I use the BCCP Web Data System?

• The Login to Oregon BCCP Web Data System page
  appears. Remember Password is case sensitive
  the user name is not.

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How do I use the BCCP Web Data System?

• If your login is associated with an agency that
  has more than one site, the following screen
  appears.

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How do I use the BCCP Web Data System?

• The BCCP Web Data System Home page appears.

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How do I use the BCCP Web Data System?

• New BCCP Web Data System Feature
• BCC System Announcements
• When the Home Page pops up, you will be greeted
  with the most up-to-date BCCP announcements!
• Important BCCP Web Data System Information and
  other important BCCP updates will be easy for you
  to see.

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How do I use the BCCP Web Data System?

• Options on the horizontal menu are
• CONTACT US
• Clients
• Claims
• Reports
• Providers
• Links
• Account
• Help

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How do I use the BCCP Web Data System?

• Other Features
• Clients
• Search for clients and add new clients
• Claims
• Go here for up-to-date information on your claims
• Reports
• These provider reports will be coming soon to
  help you keep informed about your clients
• Providers
• A list of BCCP enrolling providers
• Links
• To the BCCP Website / BCCP Provider Manual / BCCP
  Data System Manual
• Account
• Information about your BCCP Web Data System
  Account

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How do I use the BCCP Web Data System?

• Other Features
• Contact us
• Technical Assistance Information
• BCCP Office Contact Information
• HELP!
• This online help system explains how providers
  access the BCCP Web Data System to submit data
  and claims for BCCP clients.
• It is indexed for quick reference
• Email BCCP.info_at_state.or.us
• Call the BCCP office at 971-673-0581

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How do I use the BCCP Web Data System?

• The Actions Menu

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How do I Enroll a Client?

• You must be an Enrolling Provider to enroll BCCP
  clients
• If youre not sure please check your Medical
  Services Agreement (MSA) with us.
• Ancillary Providers cannot enroll clients but
  provide ancillary services, e.g., mammography

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How do I Enroll a Client?

• First, SEARCH for the Client.
• Click on Client Search
• Use COMBINED SEARCH
• Search Methods
• BCCP ID
• Birthdate
• Last name
• First 3 ltrs of last 3 first ltrs of first name
• Entering DUPLICATE clients is problematic
• Duplicate clients will use one of your agency
  allotment slots
• Cannot be deleted

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How do I Enroll a Client?
New BCCP Web Data System Feature This menu now
allows providers to see clients enrollment
status. Very useful for Ancillary Providers.
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How do I Enroll a Client?
Client Found? Click on her name. New
Feature This menu now allows providers to see
clients enrollment status.
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How do I Enroll a Client?
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How do I Enroll a Client?

• Note that client can be seen in the system, but
  not actively enrolled. Client MUST be actively
  enrolled in program before services will be
  reimbursed.
• Enrollment is good for one year. Client MUST be
  re-enrolled if she wants continued services.
• Check for active enrollment in box entitled
  Enrollment Date.

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How do I Enroll a Client?

• Client NOT Found?
• Go to Actions Menu
• Click on ADD A NEW CLIENT
• Client is in System, but not
• accessible?
• HIPAA confidentiality safety check
• Call BCCP or email
• BCCP.info_at_state.or.us
• BCCP Office Staff will Transfer Client

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How do I Enroll a Client?
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How do I Enroll a Client?
How do I print, create a voucher?
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What is a Cycle?

• A cycle begins on the date of the first BCCP
  paid, performed procedure. A cycle is defined as
  the interval during which screening and
  diagnostic procedures take place in order to rule
  out a diagnosis of breast or cervical cancer.
• Breast (normal)
• CBE
• Mammogram
• Cervical (normal)
• Pelvic
• Pap

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What is a Cycle?

• A cycle can be short or long.
• A short cycle is typically comprised of normal
  screening procedures
• Breast (normal)
• CBE
• Mammogram
• Cervical (normal)
• Pelvic
• Pap
• A long cycle includes diagnostic procedures, for
  example
• Breast
• CBE (DPM)
• Screening Mammogram (Bi-Rads 4)
• Diagnostic Mammogram (Bi-Rads 0)
• Surgical Consult
• Biopsy

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What is a Cycle?

• After the Womans Health Exam has been completed,
  fill out the data form.
• A Womans Health Exam consists of
• An Office Visit
• Clinical Breast Exam
• Pelvic Exam
• Pap Test
• A Referral for a Mammogram

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What is a Cycle?

• Add the data to the BCCP Web Data System

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What is a Cycle?

• After you receive the results of the mammogram
  back enter those data

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How do I know Im Finished?

• After all the breast cervical procedures have
  been completed, insure that you have put all
  procedures along with the respective dates,
  places, and results into the system.
• A pop-up box will appear asking if you want to
  CLOSE the breast cycle or SAVE IT.
• CLOSE All data are in PCP ancillaries may
  bill for services.
• SAVE Cycle remains OPEN until all data are
  submitted.

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How do I know Im Finished?
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How do I know Im Finished?

• Select CLOSE if you are completely finished with
  data entry.
• Select SAVE if you have additional entries.

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Next Provider QA Call

• How to use the BCCP Claims System
• Third Wednesday of the Month
• August 19, 2009
• Dial-in 1-888-422-7128
• Passcode 389225

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Questions?

• Website
• www.healthoregon.org/bcc
• Email
• BCCP.info_at_state.or.us
• Call
• 971-673-0581

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