Florida Dept. of Health (DOH) Children

1
Florida Dept. of Health (DOH)Childrens Medical
Services (CMS)Early Steps Program (ES)

• Overview of Role of UF Family Data Center
• in ES
• Presentation 1
• The ES Web-Based Data Reporting System
• (http//mch.peds.ufl.edu/ES/)

2

Background Information

• Our place in this world.

3
Where Weve Come From..

• 1977 UF Pediatrics collects developmental
  follow-up data on infants served through the
  Regional Perinatal Intensive Care Centers (RPICC)
• 1979 CMS initiates a data system contract with
  the UF (MCHERDC) and Division of Computer
  Sciences
• 1989 Developmental evaluation data system (DEI
  data system) is separated from RPICC.
  Intervention, Referral and Appointment components
  are added
• 2000 Introduction of web-based data collection
  system
• 2003 HIPAA implementation of standardized CPTs
• 2004 Centralized Provider Enrollment System
• 2007 Revised Service Taxonomy Medicaid Early
  Intervention Handbook
• ARRA-funded data system enhancements IFSP
  records, multiple enrollment records, SC reports
• Transition to CMS-KIDS data system

4
Your Technical Support Team for the ES Web-Based
Data Reporting System
ES Help Desk Main Page http//mch.peds.ufl.edu/
ES/ Bill Lentzsch IT Expert, ESSO, Centers
01-09 JB Doty IT Specialist, Centers 10-57 Jill
Bischoff Coordinator, Training Ed. Programs
III HELP DESK EMAIL peds-mch-earlysteps_at_peds.uf
l.edu 1701-A SW 16 Avenue, 3rd Floor,
Gainesville, FL 32608 [phone]/FAX (352)
334-0243 Family Data CenterUniversity of
Florida (UF) College of Medicine, Dept. of
Pediatrics(http//familydata.health.ufl.edu/)
5
UF Family Data Center Contracts with CMS-ES for

• ES Web-Based Data Reporting System Application
• ES Technical Support Help Desk Activities
• ES Tech Support Web-Site
• User Access and Password Management
• Medicaid Billing
• Provider Enrollment Upload
• Quarterly/Annual Reports
• Fiscal/Billing, FSPSA, Child Count
• QA Matrix (discontinued after 04/01/12)
• OSEP/WESTAT Child Count, Settings, and Exit data
• QA Samples for Self-Assessment
• Ad Hoc Reports, Data Management and System
  Development (Data Users Group)

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ES Web-Based Data Reporting System Overview

• Basics on the data system

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Types of data

• Patient Data (unique for each LES Center)
• Provider/Agency Data (unique for each LES Center,
  used for billing Medicaid)
• All Codes (used uniformly statewide for all LES
  Centers)
• User Logins, Access and Password Management
  (unique for each LES Center)

8
Types of Data - Patient Data

• Enrollment Records (many records per child, one
  for each enrollment period)
• Birth Information for child
• Current Family Information
• Insurance Information
• Program Participation/Eligibility, including
  Referral Information
• Intervention Records (many records per child, one
  for each service delivered)
• Family Support Plan Service Authorization Records
  (FSPSAs) (many records per child, one for each
  type of service and period authorized)
• IFSP Records (many records per child, one for
  each type of IFSP)

9

Types of Data Providers

• Providers (individuals providing services)
• Provider Approval is managed by the CMS Provider
  Management Unit through the CMS Provider
  Management System (http//www.cms-kids.com/provide
  rs/providers.html)
• Each Provider at each LES Center has a unique
  code, start and end date
• Provider records for LES employees contain
  billing information
• LES Employees that have two billing roles may
  have more than one Provider record
• Providers and data entry personnel must know the
  correct code when entering data!

10

Types of Data Agencies

• Agencies (offices providing services)
• Each Agency at each LES Center has a unique code,
  start and end date
• Agency Codes of EIP, DEI, or DEIP are typically
  used to represent the LES Center
• Providers and data entry personnel must know the
  correct code when entering data!

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Types of Data Statewide Codes

• These codes are all managed by the CMS-ESSO
• Service Taxonomy (menu of allowed ES Services)
• Service Taxonomy is a list of services with
  their associated service codes. For example,
  TCMTargeted Case Management.
• CPT-Codes and fees for Medicaid rates
• Payer Codes (CONT/CONTM, MED, etc.)
• General Codes (County, Occupation Codes, etc.)
• ICD9 Codes
• All of the following codes are available on the
  Early Steps Codes/Documents web-page
• (http//mch.peds.ufl.edu/es/documentations/code_li
  sts/index.html)

12
Types of Data - User Access, Roles and Passwords

• Data Custodians assign each users ability to
  View, Add, Change or Delete records, and run
  reports, via the User Security Agreement
• User Access should match the users Need to
  Know personally-identifiable health information
  for ES children
• User Passwords expire every 6 months a new User
  Security Agreement is required to reinstate users
  whose passwords have expired
• By signing the User Security Agreement, users
  agree to play by the rules or lose their
  access!

13
Data Custodians

• Each LES Center has a designated Data Custodian
  who
• Assigns user access and their levels of access
• Terminates user access (contacts Tech Support)
• Distributes critical data system information
  within their LES Center
• Triages data issues at the LES
• Data Custodians have a separate Data Custodian
  Agreement for these roles.
• Data issues go to your Data Custodian first!

14
Data Entry Basics

• How to Get into the ES Data System

15
Navigate to the ES Technical Support
Web-Site(http//mch.peds.ufl.edu/ES/)
16
Click the LOGIN button to enter the Data System
Click Here
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Enter your User Name and Password

• User names for the ES Data System are DIFFERENT
  than the logins you may use for your local
  network/intranets
• User Names for the ES Data System will always
  begin with your LES Center Number

18
Watch for when your password will expire!
You may change your password at any time you
must change it before it expires.
Your Data Custodian must submit a new User
Security Agreement if your password expires!
19
Data Entry Basics

• How to View, Add, Change or Delete Records in the
  ES Data System

20
ES Data System Basic Layout Major Sections of
the Screen
SECTION NAVIGATION
FORM SEARCH CHOICES
BROWSE /FORM AREA
RECEIPT AREA
21
The options in the FORM SEARCH CHOICES area
reflect your designated level of access
A revised User Security Agreement must be
completed by your Data Custodian to change your
access to data.
22
Basics on Searching for Records
1. Navigate to desired section
3. Enter and Submit Find Criteria
2. Select Form and Action
4. Select Desired Child or Record by clicking
the leftmost button
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Basics on Patient Provider/Agency Data Entry
1. After retrieving the record, ADD or CHANGE
the Record as needed by typing values or
selecting from drop down lists
2. Submit record for error checking
3. Watch for error messages and/or Record Saved
confirmation
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Important Data Entry features

• Data entry forms in Add New Record mode can be
  edited and re-used.
• Each data transaction is logged in an audit trail
  that includes information about who added,
  changed, or deleted any record, every time.
• Error-checking rules must be successfully passed
  before the record can be added or changed.
  (http//mch.peds.ufl.edu/es/documentations/ES_Hand
  book/rules_for_data_entry.doc)
• Some rules for Interventions and FSPSAs can be
  bypassed by the use of special Recipient Codes
  (Exceptions E code)
• Intervention and FSPSA records can be Copied to
  FSPSA and Intervention Records.
• FSPSA records can be checked from the
  Intervention Screen by using CHECK FSPSA

25
Data System Reporting Basics

• Standard Reports in the ES Data System

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Basics for Data System Reports

• Report Documentation is on the Web-Site under
  Documentation http//mch.peds.ufl.edu/es/documen
  tations/ES_Handbook/
• Reports are requested through the Report Set-up
  Screen - each report allows users to select
  specific report criteria
• Reports are typically generated on a first-come,
  first-served basis - there may be other reports
  ahead of yours
• Report output is posted only to the Reports
  Directory of the user who requested the report
  other users cannot see your reports

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Basics for Data System Reports (cont.)

• Child Count, Fiscal/Billing FSPSA reports have
  2 types of output
• Summary report with no identifiable Patient
  information (html format)
• List of records report with identifiable Patient
  information (html and/or Excel format)
• Provider and Agency Reports have no Summary
  only lists of records in Excel
• Proficiency in Excel is highly recommended for
  Data Custodians and all report users!

28
Standard Data System Reports

• Fiscal/Billing Report - List and summary of
  Intervention Records with dates of service during
  user-specified report period
• Child Count Report - List and summary of
  Demographic information for Children Enrolled
  during specified period
• FSPSA reports - List and summary of FSPSA Records
  with authorization dates within user-specified
  period
• FSPSAs Initiated during period (start dates
  within report period)
• FSPSAs Overlapping Period (authorization period
  intersects report period)
• FSPSAs Ending during Period (end dates within
  report period)

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Standard Data System Reports (cont.)

• Providers (List of Provider Records (Excel
  format)
• Agencies (List of Agency Records (Excel format)
• Proficiency in Excel is highly recommended for
  Data Custodians and all report users!

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Basics of Report Set-up
Click the Report Button
Click the button for the type of Report
Enter the report criteria and submit the report
Watch the receipt for confirmation, errors,
other instructions
31
Basics of Retrieving Reports from Reports
Directory

• Reports appear in order by date (most recent on
  top)
• Click on the View/Download button to open or save
  report, or
• Click the Delete button to permanently delete the
  report

Dont delete reports for which you need Tech
Supports help!
32
Report Output - Confidentiality

• All privacy and confidentiality requirements must
  be followed for report results containing
  personally identifiable information, including
• Paper print-outs
• Files stored on your hard drive or laptop
• Files stored on your network

Report Output containing identifiable patient
information is confidential!
33
Call ES Technical Support for Help Anytime!

• Make sure that you contact your Data Custodian
  first to resolve your questions or problems
• Refer all service delivery or policy questions to
  your Program Manager at CMS-ESSO
• Dont struggle! The folks at UF Family Data
  Centers ES Help Desk are specifically contracted
  to provide you support and assistance.

34
Your Technical Support Team for the ES Web-Based
Data Reporting System
Maternal Child Health, Education, Research
Data Center (MCHERDC)University of Florida (UF)
College of Medicine, Dept. of Pediatrics Jill
Bischoff Coordinator, Training Ed. Programs
III JB Doty IT Specialist Bill Lentzsch IT
Expert HELP DESK EMAIL peds-mch-earlysteps_at_peds.
ufl.edu 1701-A SW 16 Avenue, 3rd Floor,
Gainesville, FL 32608 [phone]/FAX (352)
334-0243 (http//mch.peds.ufl.edu/ES/)