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Existing Mentor Training

MnCHOICES Support Plan Launch Webinars

7/11/2017 Minnesota Department of Human Services | mn.gov/dhs 1

Minnesota Department of Human Services | mn.gov/dhs

Welcome & Introductions

MnCHOICES • Business Team Supervisor

• Support Plan Project Manager

• Support Plan Business Analysts

• Policy staff

• Operations staff

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Minnesota Department of Human Services | mn.gov/dhs

Housekeeping

• All participants are muted

• Do submit technical issues

• Use the WebEx Q&A panel

• Type in your questions into Web-ex

• Can revisit this training on the webinar archive

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Existing Mentor Training- Purpose

Purpose: To give MnCHOICES Support Plan mentors the tools they need

Agenda:

1. Launch Expectations

2. Launch process

3. When to use SSAM and the Help Desk

4. Support Plan Resources

5. Support Plan Updates

MnCHOICES Support Plan Expectations

When launching MnCHOICES Support Plan for running rates and creating CSPs or CSSPs

• Use the Rate Management System in the Support Plan and not in SSIS-RMS.

• For all MnCHOICES assessments and reassessments, create CSP and CSSP in the MnCHOICES Support Plan and rates in the service agreements and service lines in the person’s CSSP.

• For all assessments created with the legacy document continue to use Community Support Plan with the Coordinated Services and Supports Plan form (DHS-6791B-ENG)(PDF) and create rates at the person level in the Support Plan

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Launch Process

1. No outage is needed

2. On the day you launch, Support Plan Mentors will receive an email including:

• MnSP URL, Known Issues document and links to other documents, if needed

• Mentors should route email out to the users in your agency

3. Post Launch calls will occur every two weeks to answer questions about the Support Plan, this includes MnCHOICES Office Hours as one of the calls


Go Email Message


MnCHOICES Support Plan Access

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User Access

Login Credentials will be sent out directly to individual users in your agency the Friday prior to launch

• User Name: X number or a PW. If you already have one it will be your existing one

• User Password temporary, reset prompt at first log in

• If receive the email early the system won’t let you log in before your start date

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Part 1: MnCHOICES Support Plan New User Notification

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Part 2: Part 1: MnCHOICES Support Plan New User Notification

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No email was sent to the user?

Search users email

Did not receive the emails

Security Liaison contacts SSAM

Likely an email misspelling from the onboarding sheet

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Adding a SSAM Security Liaison

• Security Liaison Role: Responsible for managing access on behalf of their agency

• Who emails: County Human Services Director

• Email request to: [email protected] (MN_DHS_SSAM)• Notify SSAM your agency is appointing a Security Liaison• Include the person’s full name and email address

• Security Liaison will receive Handbook, and be given SSAM access and other support materials

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mailto:[email protected]

Help Desk for the Support Plan

Mentors only

Technical, Policy and Other

Support Plan password lockouts and resets

Security Liaison contacts SSAM to

• Add or delete users to the Support Plan

• Make changes to other data (email, name)

Minnesota Department of Human Services | mn.gov/dhs14

MnCHOICES Help Desk Technical Page

Submit the DHS-6979 Help Desk Contact Form for policy and technical issues

Use the form for Assessment and Support Plan both

Add MnCHOICES Support Plan in line 11 of Technical Page, if you are using Windows 10 or a Microsoft Surface include it

Minnesota Department of Human Services | mn.gov/dhs 15

https://edocs.dhs.state.mn.us/lfserver/Public/DHS-6979-ENG

MnCHOICES Support Plan Passwords

1. Temporary passwords Do not expire and at first use you will be forced to create a new password

2. Changing your password Email immediately following acknowledging the change

3. Go to MnCHOICES Help Desk for password resets

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Creating your new password


Questions

Support Plan Resources


Support Plan Known Issues

Known Issues• Click on Table of Contents

• Organized by tabs

• Cross out means issue is fixed


Examples of the types of Known Issues

•Defects, some have work arounds

•Expected to see and didn’t

•Did not expect to see


Example, Defects

• Search tab: Fields may become locked. Workaround: Hit F5 to refresh the page

• Search tab: Modified by does not display properly. Workaround: none

• About Plan tab: When changing the status of a plan the “Date this document was mailed” will incorrectly display that it can or cannot be edited. Workaround: Navigate to a different tab and return. The control will update correctly.

Defects list is used to prioritize release fixes7/11/2017 Minnesota Department of Human Services | mn.gov/dhs 22

Examples, Expected to See

• Search: Middle initial does not display. Workaround: The middle initial displays on the Person Information tab

• Search Tab: Assessment does not appear in the Support Plan. Action: Verify the Assessment has been assigned to an assessor in the Assessment application.

• Printing CSSP/Rate Plan: Service frequency is not printing. Work around: Enter this information in the support instructions box for the services


Examples - Did not expect to see

• Goals: if the user enters an NPI and deletes it may appear to the right of the NPI text field after deleting. Action: Click the Add/Save button

• Needs Summary: Commas in the Assessment in Strengths, Challenges, Support instructions or Preferences, will be bulleted in the Support Plan

• Entry fields across tabs may look like they can be edited but they can’t be. Action: click in an area to determine if you can edit it.


Build and Print: CSP/CSSP Crosswalk


Key Features: Build and Print: CSP/CSSP Crosswalk

• Tabs identified to build: CSP and CSSP

• Description of content links to visual of the information

• Editable in: Assessment or Support Plan

• Does this section print? If so where?


Tour of the Build and Print: CSP/CSSP Crosswalk


Common launch hurdles


My data did not update in the Support PlanThe user updated information in the Assessment and do not see it in the Support Plan

Solution: First, engage Assessment database and then refresh the Support Plan

• Assessment side: Run eligibility again to ensure it loads to the database

• Support Plan side: Navigate to another tab and then come back or log out and log back into the Support Plan


Messages when working in the services tab

About Plan• CSSP: defaults to assessment date and the user updates to actual plan dates.

• Rate Plan: Defaults to today’s date and the user updates to actual plan dates.

Service Agreement• Date span defaults to today’s date plus one year. Dates do not display in header.

• Dates must fall within the date span of the plan.

• The County of Residence field must be entered to complete RMS calculated services and EW/AC Residential services. If this field is left blank the rate for the service cannot be determined.

Service Line: Dates must fall within the date span of the service agreement dates.



How do we work with agencies who haven’t launched in the MnCHOICES Support Plan?When your lead agency launches, you complete the

CSP in the MnCHOICES Support Plan for assessments completed using the MnCHOICES

assessment tool.Unlaunched agency receives a CSP printed from the

MnCHOICES Support Plan from your agency. Because that lead agency has not yet launched,

they would complete the CSSP using DHS-6791B.

Your lead agency has not launched: the lead agency would complete the paper CSP document following the assessment

The lead agency receiving the plan is launched in the Support Plan, they create a rates on plan at the person level in the Support Plan and complete the CSSP on paper.


Tips


Support Plan User Manual - First place to go


My Plan Tab Settings

We have a case aide that assessors assign as the Plan Aide.

She indicates the CSP’s and CSSP’s are not always showing up under her “my plans”; however, she has been able to find them by searching under the person’s name

My Plans View Options

MnSP Information


About Plan – Who can work in the plan?

Question: Despite having a different plan owner, and not having my name attached to the plan, I was able to go into a closed CSP, make changes to the about section and the goals and save them to a closed CSP. Should I be able to do this?

Answer: Yes, any Support Plan user, if they search and find a person or plan, can go into another plan and make changes.

• Lead agencies access private data only when necessary

• Last modified by: defect, future release

• Roles: Future enhancement


About Plan: Assignment – How do I use this?

Example of Agency protocol

• Plan owner: assessor

• Shared owner: case manager

• Secondary owner: case aide

• Plan aide: Services, RMS user


At a later date roles limiting plan access may be given to each assignment relationship to a plan.

Person Information

1. Currently the majority of the Person Information tab fields are noteditable in the CSSP (Ex. Emergency Contact). Could we have this adjusted as this could frequently change throughout the year?

• The ability to edit fields in the Person Information is part of the conversation onprint enhancements

2. When changing info in MnCH Assessment, how much lag time for it to“speak” to MnSP and be changed on the CSP?

• It’s as fast as you click!

• Refresh data in the Assessment by running eligibility again. Then refresh theSupport Plan data by going to the Support Plan, click into another tab and thenback to your work


Services - Rates

First Launch Feedback

EW Rate: Entering of rates differs: some default 0, some are blank, some are editable

• We are aware that the numeric fields for different rate types do not defaultto the same number. While we recognize this may be inconsistent, itdoesn’t effect how the rate calculates.

EW/AC: When doing a rate plan only is it necessary to have case mix entered on the rate plan?

• To validate the rate against service limits for residential services such asCustomized Living and 24 Hour Customized Living, the case mix will need tobe entered.


CSSP – Changes in Service provision

Question: Do we have to send out new CSSP’s every-time we create one and close one? For any change?

Answer: When there are changes to the plan that affect how the service is provided (e.g., changes to service frequency, number of units, updated tasks assigned to the provider, addition of new a provider, etc.) you must provide the person and applicable providers with an updated plan.


About Plan Tab, General Notes in CSSP

General notes in the About Plan for CSP is where the Assessors summarizes for the person what was learned and decided upon during the assessment process

The CSP comments in the General Plan notes can be deleted, and will not be deleted in the closed CSP

This section can then be used in the CSSP to create a summary of the CSSP


Support Plan Updates on the horizon

Printing - being sized

• Formatting

• Enhancements


Thank you!

MnCHOICES Support Plan Launch Webinar Existing Mentors


existing mentor training - dhs.state.mn.us · mnchoices help desk technical page. submit the ....

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