Considerations Module HCSIS Training Manual · Considerations Module. HCSIS. Training Manual. May...

Considerations Module HCSIS

Training Manual

May 2012

5/25/12

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Contents

◊ Overview pg.3

- Accessing Considerations pg.4-8

◊ Roles

- Local IM4Q Program pg.9

-IM4Q IMT Data Entry pg.9-20

-IM4Q IMT Data Reviewer pg.21-30

- Administrative Entity/Supports Coordination Organization (AE/SCO) pg.31-37

- IM4Q County Reviewer pg.38-46

◊ Signs of Quality pg. 47

- Adding Signs of Quality

-IM4Q Data Entry pg.47-54

-IM4Q Data Reviewer pg.55-58

- Reviewing Signs of Quality

◊ IM4Q and Consideration Reports pg. 59

- Accessing Reports pg.60-62

- Requesting Reports pg.63

-Roles and Available Reports Table pg.64-65

- Reports Inbox pg.66-69

◊ Appendix A: IM4Q Consideration Primary and Secondary Themes pg.70

◊ Appendix B: HCSIS Roles in Consideration and Signs of Quality Process pg.73

◊ Appendix C: Roles and Viewable Reports pg.75

◊ Appendix D: Consideration Status Labels pg.91

◊ Appendix E: Consideration Connection and corresponding Alerts pg.92

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Overview

Considerations are requests or perceived request for change or improvement indicated by an individual, family, staff or monitor.

They may result in changes or provide an opportunity to improve the quality of life of the individual. Signs of Quality are noted

strengths or improvements in the care and support of surveyed consumers. Considerations are completed in HCSIS after an IM4Q

pre-survey for the fiscal year has been completed and finalized. Essential Data Elements (EDE) does not need to be entered for a

consideration or signs of quality comment to be completed.

Considerations have been captured and identified by monitors as part of the IM4Q Survey process and may contribute to or enhance

the quality of life for the individual. Capturing the Considerations in HCSIS allows one central point for local programs and

administrative entities to share information and confirm the status of considerations as part of the “Closing the Loop” process.

Various alerts are used to notify each role of their appropriate steps of the process. These steps and alerts associated with them can

be found in Appendix E.

Considerations and Signs of Quality can only be entered for individuals with a finalized pre-Survey for that fiscal year. Primary

Themes and Secondary Themes are available as drop-down boxes for Considerations and are required fields. Appendix A identifies

the options available as Primary and Secondary Themes. Signs of Quality have been included into the HCSIS module to offer local

programs the opportunity to document areas they have identified where quality exceeds expectations.

This manual is a tool to learn the overall process to create Considerations and Signs of Quality. It is important to note that each role

has assigned tasks and screens they are able to follow. Each role involved in the HCSIS/IM4Q Consideration Process is outlined in

Appendix B, including their responsibilities.

Once a consideration is completed Administrative Entities and IM4Q Provider Agencies are able to request and access reports of

information gathered through the consideration process. Each HCSIS role is only able to access certain reports and this is explained

on page 64; examples of each report are given in Appendix C.

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Accessing Pending Alerts

Considerations are found under Alerts within the HCSIS Program. To access these pages, sign in to HCSIS program using assigned

user name and password for your role. Click the “Tools” indicator on the main HCSIS task bar

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Then click “Alerts”

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And “Pending Alerts”

This navigation can be used to access Alerts at any time.

To access the newly created IM4Q Alerts, the user then selects one of the following: View All Alerts, New Alerts, or one of the 9 new

IM4Q Consideration Alerts listed—only alerts related to assigned roles will be shown to the user.

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These alerts are outlined in the HCSIS/IM4Q Consideration Connection table in Appendix E.

The following 9 new IM4Q Alerts will be added to the “Pending Alerts” listing to be selected from:

Alert #1: “IM4Q Consideration submitted by IMT” [ Process Flow Chart IMT Alert (1) ]

Alert #2: “IM4Q Consideration reviewed by IMT” [ Process Flow Chart AE/SCO Alert (1) ]

Alert #3: “IM4Q Consideration follow-up submitted by AE/SCO” [Process Flow Chart AE/SCO Alert (2)]

Alert #4: “IM4Q Consideration revision requested” [ Process Flow Chart AE/SCO Alert (3) ]

Alert #5: “IM4Q Consideration reviewed by AE/SCO” [ Process Flow Chart IMT Alert (2) ]

Alert #6: “IM4Q Consideration Data Entry Incomplete reminder” [ Process Flow Chart AE/SCO Alert (4)]

Alert #7: “IM4Q Consideration Confirmed Addressed”

Alert #8: “IM4Q Signs of Quality comment submitted by IMT” [ Process Flow Chart IMT Alert (3)]

Alert #9: “IM4Q Signs of Quality comment reviewed by IMT” [ Process Flow Chart AE/SCO Alert (5) ]

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Once you choose a subject to search, applicable alerts will be shown. Examples of these alerts are below. By clicking on the words

“More Info” will take user directly to the specific Alert as well as all other Alerts for that individual.

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HCSIS/IM4Q Consideration

Roles and Responsibilities

Local IM4Q Program

The Local IM4Q Program has two roles available in HCSIS – Data Entry and Reviewer. These two roles allow for one staff person to enter the

considerations (“lower level”) and another staff to review before submitting (“higher level”) to the AE or SCO for response.

Independent Monitoring Team (IMT) Data Entry

The IMT Data Entry Role is responsible for entering the Consideration into HCSIS and is considered the “lower level” of the two roles within the

local IM4Q roles. To enter a consideration, Log on to HCSIS, choose “M4Q” from the main task bar, then, click “IM4Q”

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Select Considerations.

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Search for an individual with a finalized pre-survey using any filters in the search criteria (BSU#, Last Name, County, etc.). Larger

searches can be completed by searching by County or Fiscal Year (FY) Cycle. More specific searches by BSU# or Last name will

generate fewer results. At least one search criteria must be indicated to complete a search; combinations can also be completed. To

search by “Status”, please see Appendix D for Status Level Table.

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Once a search criterion is indicated, choose an individual by selecting the MCI#, BSU# or name of the individual.

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Once selected, choose “Add Consideration”.

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You will be able to see all current Considerations for that individual. They can be viewed by selecting them to the left and selecting

“View”. To continue on with adding a Consideration, select “Add” on this page.

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Choose a Consideration Primary and Secondary Theme from the drop down boxes available. To see a listing of Themes, see Appendix

A.

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Select a Source of the Consideration (Individual, Support Staff, Family, etc.). If “Other” is chosen, indicate the source in the “Other

Source” box available.

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Enter the Consideration information in the text box provided. There is a limit of 250 characters.

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Enter in the Date of the Interview (NOTE: Date Local Program Reported Major Concern is ONLY filled in if the Primary

Theme is a Major Concern). Continue on and enter the name(s) of the Interviewer(s).

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Once the Consideration page is filled in, review the information for accuracy. If information is incorrect, the “Reset” button can be

used to clear the entire screen. If the information is correct and complete, select “Save” to save the Consideration.

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Once saved, Select Submit to forward to the IMT Reviewer Role.

The IMT Reviewer will indicate if any modifications to the information in the consideration are needed before the Consideration

is submitted to the Administrative Entity/Supports Coordination Organization (AE/SCO).

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IMT Reviewer Role

Alerts are forwarded to the IMT Reviewer once a new Consideration has been submitted by the IMT Data Entry Role and later when

the Consideration has been updated and reviewed by the Administrative Entity and Supports Coordination Organization roles.

Alerts can be viewed through the Alert screen by following the path of Tools Alerts Pending Alerts

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A search may be completed by indicating New Alerts or by choosing “IM4Q Consideration submitted by IMT”.

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Considerations recently submitted by the IMT Data Entry will be listed by Date of Alert. To choose a consideration, select the “More

Info” link within the Alert Message text box for the appropriate consideration.

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Considerations may also be deleted from this page by the IMT Reviewer by selecting the consideration to the left and selecting

“Delete”.

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Select the desired Consideration to be reviewed and select “View”.

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After reviewing the Consideration, determine if the consideration needs to be edited prior to being submitted to the next step

(Administrative Entity/Supports Coordination Organization (AE/SCO). If edits are needed, the IMT Data Entry will need to go back

into the consideration and make needed changes. If no changes are needed, select “Reviewed”. This will forward an alert to the

AE/SCO that the Consideration has been entered.

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Once the AE/SCO and IM4Q County Reviewer review the consideration, an alert will be sent back to the IMT Reviewer that the

Consideration request is completed. IMT Reviewer will need to go back into the consideration using the steps listed above and select

“Edit”.

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Scroll to the bottom of the page to the section called “IMT Confirmed Addressed” section. Indicate whether or not it is agreed that

the Consideration has been addressed. This is not stating agreement with the Consideration but rather agreement that it was

addressed appropriately. If “Disagree” is selected, comments must be entered. Then select “Save” to save the information. This will

remain open until the AE/SCO Confirms Addressed as well.

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Upon completion of each Consideration, IMT Reviewer is to complete the “Follow-up” Section. This section is used by the local

program to indicate when a Consideration is part of their follow-up percentage sample to ensure the loop has been closed to the

satisfaction of the source of the consideration. Navigate back to the consideration page and indicate “Edit” for the applicable

Consideration.

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Scroll to the bottom of the page to the last section. Indicate the yes or no for the Follow-up Percentage- this will generate if a

Response and Comments are needed. A “Yes” answer will require a Response and Comments. Review for accuracy. Once completed,

Select “Save”.

This will complete the Consideration.

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Administrative Entity/Supports Coordination Organization (AE/SCO) Role Once the IMT Reviewer has Reviewed and submitted the Consideration, an alert is sent to the AE/SCO.

View the Alerts through the Alert screen by following the path of Tools Alerts Pending Alerts

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To find the appropriate Consideration, select “IM4Q Consideration reviewed by IMT” from the drop down menu.

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Select the appropriate Consideration by selecting “More Info”

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Select the Consideration to be reviewed and click “View”. Then click “Edit”.

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Scroll to the 2nd half of the page indicating “AE/SCO Response”. Enter any additional information to the consideration in the Response

Text Box.

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Indicate if supporting documentation is available and where it can be found.

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Review Information for accuracy. If information is incorrect, Select “Reset” to clear all data from the AE/SCO Response section. If

information is correct, select “Save” and then “Submit” to send an Alert to the IMT Reviewer that the information is ready to be

reviewed.

If the consideration remains in the “Data Entry Incomplete” status for 10 or more days beyond the Date Created, the AE/SCO will

receive an alert (Alert #4) to remind all points that the consideration has been entered.

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IM4Q County Data Reviewer AFTER THE AE/SCO HAS REVIEWED THE CONSIDERATION:

IM4Q County Data Reviewer will receive an Alert that a response was completed.

View the Alerts through the Alert screen by following the path of Tools Alerts Pending Alerts

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Search for the Considerations under “Follow-up Consideration Submitted by AE/SCO” in the drop down box.

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Select the appropriate Consideration and choose “More Info” in the Alert Message text box to access the Consideration.

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Review the information in the consideration. If revisions are required, select “Edit” from the top of the page. If no revisions are

required, see #2 below.

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Scroll to the bottom of the page and indicate the Revisions Requested. Select “Revise” and an Alert will be sent to the AE/SCO IM4Q

Data Entry to complete any revisions requested. These revisions should be added to the existing details or the information may be

overwritten to remove any incorrect information.

43 Once the AE/SCO makes the indicated revisions, IM4Q County Reviewer will receive another Alert that the Consideration is ready for another

review. #2) If NO revisions need to be made to the Consideration, scroll to the bottom of the original main page of the consideration and select

“Reviewed”. This will send an alert to the IMT Reviewer that the Consideration was Reviewed and the information accepted.

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Once the IMT Reviewer Confirms the Consideration was addressed, the IM4Q County Data Reviewer will also Confirm the

Consideration was addressed. Follow the previous steps to the applicable consideration. Select “Edit”

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Scroll to the bottom of the page to the section called “AE/SCO Confirmed Addressed” section. Indicate whether or not it is agreed that the Consideration has been addressed. This is not stating agreement with the Consideration but rather agreement that it was

addressed appropriately. If “Disagree” is selected, comments must be entered. Again, in all cases, the AE and local program may not agree to the resolution of the Consideration. This field is only intended to confirm that both parties agree the Consideration has been addressed.

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Scroll to the bottom and select “Save”.

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Signs of Quality

Signs of Quality are defined as noted strengths or improvements in the care and support of surveyed consumers. These are entered

by IM4Q Data Entry individuals and then reviewed by other roles

IM4Q Data Entry

Enter into HCSIS and follow M4Q IM4Q and select Signs of Quality

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Search for an individual with a finalized pre-survey using any filters in the search criteria (BSU#, Last Name, County, etc.). Larger

searches can be completed by searching by County or Fiscal Year (FY) Cycle. More specific searches by BSU# or Last name will

generate fewer results. At least one search criteria must be indicated to complete a search; combinations can also be completed.

After entering search criteria, select “Search”

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Once a search criterion is indicated, choose an individual by selecting the MCI#, BSU# or name of the individual.

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Scroll down on the page and Select “Add Signs of Quality”

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Select “Add”

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Scroll down to enter the Signs of Quality. Indicate the Primary Theme, Quality Source, and Comments in the appropriate boxes.

Review information for accuracy.

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Once information is correct, select “Save”

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Scroll down on the next page and select “Submit”. This will send an alert to the IMT Reviewer that the Signs of Quality was entered.

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IM4Q County Data Reviewer Role Find Alert by following Tools Alerts Pending Alerts

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A search may be completed by indicating New Alerts or by choosing “IM4Q Signs of Quality Submitted by IMT”

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Select appropriate Alert by selecting “More Info” in Alert Message Text Box

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Scroll down to review The Signs of Quality indicated. Use selection tool on the left to choose a different Signs of Quality item.

Indicate the information has been reviewed by selecting “Reviewed”.

An alert will be sent to the AE/SCO points to notify them the Signs of Quality have been added.

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Consideration Reports

IM4Q Consideration Reporting allows Administrative Entities and IM4Q Provider Agencies to access data from

considerations without having to rely solely on HCSIS Alerts. This information can then be used to determine areas of

follow-up across the county for both considerations and signs of quality. This information can also be gathered for State

Centers but is only aggregate batch data as more in-depth information is gathered by Provider Agencies specific to that

State Center.

NOTE: Only certain roles can access the Reporting section; Supports Coordinators and Supports Coordination Data Entry

individuals cannot access this information. For more information please see page 37 of this manual.

Reports can be run by Administrative Entity and IM4Q Provider Agencies point persons (IM4Q IMT Data Entry, IMT

Reviewers, IM4Q County Data Entry, and IM4Q County Data Reviewer) as well as Supports Coordination Supervisors and

then distributed as appropriate.

Reports require an overnight time frame to be run and more than one report can be run at a time. Reports are also

accessed through HCSIS once requested as explained below.

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Accessing Reports: Sign in to HCSIS and choose “M4Q” from the main screen

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Then choose “Reports”

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You will then be prompted to choose either “Reports Request” or “Reports Inbox” depending on what step you are following in the

process.

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Requesting Reports Choose “Reports Request” from the Reports screen in HCSIS.

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HCSIS Roles and Viewable Reports

This table outlines each HCSIS Role in the Consideration process and the reports available to each role. This table is linked to

Appendix C which shows examples of the request screen, sample report, and a short summary of each report.

HCSIS Role Viewable Reports

IM4Q IMT Data Entry IM4Q Aggregate Response Report Can only view reports from counties

they serve

IM4Q Consumer Pre-Survey

IM4Q Survey Status Report

IM4Q Survey Status Report for State Centers IM4Q IMT Data Reviewer IM4Q Aggregate Consideration Theme Report

Able to view same reports as Data Entry, plus:

IM4Q Aggregate Signs of Quality Theme Report

IM4Q Consideration AE Report (Detailed Report)

IM4Q Consideration Report with Interviewers

(Detailed Report) IM4Q Consideration Follow Up Report

(Summary Report) IM4Q County Data Reviewer Same as IM4Q IMT Data Reviewer

SC Supervision IM4Q Aggregate Consideration Theme Report

Must scroll down to IM4Q specific section

IM4Q Aggregate Signs of Quality Theme Report

IM4Q Consideration Annual Aggregate Report

IM4Q Consideration AE Report (Detailed Report)

IM4Q Consideration Follow Up Report (Summary Report)

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Reports can be saved as PDF Adobe Acrobat files, Excel Spreadsheets, or CSV Comma Delimited files. You must indicate what

format you would like the file to be in upon requesting it. Excel Spreadsheets allow you to sort and filter the information.

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Reports Inbox

Once you have selected a report and completed a request, reports will be available in the Reports Inbox available to you.

67 The report inbox will show all reports by title, any user labels if applicable, the date they were requested, processed date, and the status of the report.

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To open a report, click on the underlined title

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Once you click on the report title you will be prompted to open or save the file depending on the format. Saving the report allows

you to access the information at any time as Consideration Reports expire after 14 days from the Reports Inbox.

Please refer to page 63 and Appendix C for further information about the available reports.

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Appendices

Appendix A

IM4Q Primary and Secondary Themes

1. Adaptive Equipment:

Any personal (not building related, e.g., a ramp) adaptive equipment an individual requires and that touches/is used by his/her body such as a wheel chair; special utensils for eating; leg/arm braces.

Any funds necessary to obtain the adaptive equipment

2. Communication Needs/Device/Services:

Person may benefit from a communication device Person has a non functioning communication device that needs repair Person’s staff/family does not know how to use the device Person only gets to use the device in a particular setting Staff could benefit from training in using communication strategies/devices Any funds required to address this area

3. Community Presence and Participation:

This includes any event that takes place in the community (not in a person’s home/place of residence/at work/school).

Civic/political groups (e.g., Neighborhood Watch, Political Party)

Social/racial/ethnic/fraternal/sorority/other groups (Knights of Col.) Athletic/recreational/sporting event (e.g., attending a sporting event) Joining athletic/recreational/sporting groups (e.g., softball league) Cultural/artistic (attending a play/symphony, an art/dance class) Associational groups (e.g., Rotary, National Rifle Association) Hobbyist (e.g., Stamp Collecting) Clubs, various organizations that meet in the community

Outings that are in the community (e.g. going shopping, to the mall) 4. Health/Well Being:

Person may request an appointment to see a physician, therapist, counselor, dietician, nutritionist, and/or exercise specialist, etc. As a monitor you perceive some medical, psychological, health (e.g., weight/dietary/vision, hearing, smoking, alcoholic drinking other) concern Living Will Any funds necessary to address this area

5. Personal Rights, Competence Enhancement and Growth:

Learning about and practicing one’s citizenship rights such as voting Having an ID (form of identification) Getting a pet Having a key(s)/a means to enter one’s residence/room

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Attending a meeting of/joining a self advocacy group Privacy issues Learning a skill (e.g., using a computer; learning to drive); craft (e.g., needlepoint, scrap booking); hobby (e.g., collecting sea shells; coins) Growing in independence, choice, control, decision making, and autonomy Taking an educational/learning/training course to increase one’s competence (e.g., reading; budgeting; cooking; home cleaning)

Athletic/recreational/sport skills (e.g., fishing; volleyball; baseball) Choosing clothing; cosmetics; hairstyle, etc./personal grooming Finances for any of the above

6. Relationships/Friendships:

This includes: Family, friend, roommate, neighbor, social/romantic (boy-girl/friend) and other non-staff/non-paid relationships. These relationships and friendships

could be at the person’s place of residence, work, school, worship, and play.

Person indicates the need/desire to re-establish, renew, establish, seek out a relationship/friendship with any of the above listed groups of people Person indicates an interest in or assistance with a boy/girl friend relationship Considerations concerning sexuality would fall under this theme

There is a lack of, inconsistent, inappropriate relationship/friendship with any of the above parties, poor communication 7. Residential/Living Situation Personal Change:

Change of roommate Request for no roommate Request to live elsewhere in same type of setting Request to live elsewhere in a different type of setting (e.g., from a group home to one’s own apartment; family home to home of one’s own apartment;

out of nursing home to shared apartment)

Request for respite are in this category Any staff supports needed for residential living Any financial requests for residential services

8. Residential – Building Adaptations/Modifications:

Need for structural adaptation or modification in/outside of residence (e.g., ramp, accessible bathroom/room, raised/lowered counter tops, tilted mirrors, push button locks, adapted door knobs)

Need for any repairs/modifications in or outside of the home (consider if a Major Concern) Need for change of or furnishings in one’s residence/living situation Are the any maintenance needs inside and/or outside the residence/living situation (e.g., cleanliness; leaks; limbs hanging on the roof) Any necessary funding

9. Safety:

Person indicates some concern with their safety (e.g., physical, emotional, psychological/mental) that is from outside them self, brought on by someone else

As a monitor you witness or sense a safety issue for the person in the above areas Are there safety issues in and or outside of the person’s residence/living situation (e.g., unsafe neighborhood with drug dealers; broken sidewalks; loose

railing) that goes beyond just a cosmetic repair and definitely jeopardizes a person’s physical safety? Note: Safety considerations may be Major Concerns

72 10. Service System:

Supports Coordinator issues Staff ratio/turnover/training issues Request for services from ODP/County/AE requiring funding other then vocational/day, residential, transportation which are under those categories Requests for information on any aspect of ODP/County/AE services (e.g., person centered planning; self determination; waiver funding; services available;

transition planning). Only information is being requested at this point in time, not actual service. Legal, financial planning Lack of, inconsistent, poor or inappropriate communication between a family member and/or the person served with someone in the service system (e.g.,

supports coordinator; county/AE staff; service provider; residential/work staff) 11. Spiritual Life:

Request to attend a formal religious denomination of ones choice Request for more spiritual opportunities in one’s life (e.g., to meditate, pray)

Request to join/attend a faith community event/activity (e.g. choir, meeting, social) 12. Transportation:

Request for regular transportation to an event/activity the person wants to attend Request for accessible transportation to an event/activity person wants to attend Transportation is available and person needs finances (system/other) to use it Transportation exists and routes are limited

13. Work/Employment/Meaningful and Purposeful Activity:

New job request Job change request Volunteering request Evaluation of skills for work Work/vocational support (e.g., a job coach) Retirement to meaningful/purposeful activity

Any financial requests for work 14. Miscellaneous:

Please make an effort to place considerations under one of the 13 above categories. If you have a consideration that does not fit above then use the miscellaneous

theme category as a last resort.

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Appendix B HCSIS/IM4Q Roles in Consideration and Signs of Quality Process

Local IM4Q Programs –

Based on established business processes, individuals can be signed one or both roles within the Local IM4Q program.

IM4Q IMT Data Entry

(IM4Q IMT DATA ENTRY) “lower

level”

The IM4Q IMT Data Entry role is a member of an independent monitoring team and can

update all of the IM4Q surveys, enter and edit Considerations and Signs of Quality, and

request and print reports.

IM4Q IMT Reviewer

(IM4Q IMT REVR) “higher level“

The IM4Q IMT Reviewer role is a member of an independent monitoring team and can update

and finalize all of the IM4Q surveys, review and accept Considerations & Signs of

Quality, and request and print reports.

AE/County

Based established business processes, individuals can be signed one or both roles within AE.

IM4Q County Data Entry

(IM4Q COUNTY DATA ENTRY)

“lower level”

The IM4Q County Data Entry role can update the Consumer Pre-Survey and the NCI Pre-

Survey. This role has read-only access to all of the other surveys except for the Essential

Data Elements (EDE) Survey and the Habilitation Survey. This role can enter and edit

responses to Considerations, and request and print reports.

IM4Q County Data Reviewer

(IM4Q COUNTY DATA REVR)

“higher level”

The IM4Q County Data Reviewer role can update and finalize the Consumer Pre-Survey and

the NCI Pre-Survey. This role has read-only access to all of the other surveys expect for the

Essential Data Elements (EDE) Survey and the Habilitation Survey. This role can review

considerations, request revisions of responses by the date entry role, and forward

responses to the local program, as well as request and print reports.

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Supports Coordination Based on the established practices between the AE and SCO, either the SC or AE will enter the initial response to the Consideration.

SC Data Entry (SC DATA ENTRY)

The SC Data Entry role is able to enter and maintain the following in HCSIS: contact details for

individual and associated supports team members, meeting notes, service notes on behalf of an

SC, follow-up comments, assessment and evaluation data, outcomes and outcome summary

data, service details for ISPs, and individual monitoring data. In addition to the tasks listed

above, this role is assigned the same HCSIS access rights as the Registration Data Entry role.

This role can respond to and revise Considerations entered by the local program.

Supports Coordination (SC)

The Supports Coordination role is able to enter ISP data in HCSIS, create service notes to

document Targeted Service Management (TSM) activities, review facesheets, create individual

monitoring forms, view monitoring data, and respond to monitoring alerts. The Supports

Coordination role can create and review incident reports in HCSIS and enter PUNS data into

HCSIS. This role can also view the state center demographics. In addition to the tasks listed

above, the Supports Coordination role is assigned the same rights as the SC Data Entry

role.

SC Supervision (SC SUPVSN)

The SC Supervision role has an established HCSIS relationship with all SCs supervised by the person assigned the SC Supervision role. Tasks associated with the role include initiating,

maintaining and displaying data associated with SC profiles; connecting SCs to their assigned supervisor in HCSIS; creating new caseloads; assigning, reassigning and transferring individuals

to caseloads; entering clarifying amendments to read-only service notes; editing modifiable TSM billing data; and finalizing incident reports filed by an SC. The person with this role can also view the state center demographics. In addition to the tasks listed above, this role is assigned

the same HCSIS access rights as the Supports Coordination role. This role can also request and print reports.

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Appendix C

IM4Q Aggregate Consideration Theme Report: This screen shows the information that can be entered in order to request a report for this information. Starred areas are required however the

more filters you indicate the more narrow the search will become in your report. In addition, some fields become mandatory as a result of answers

to previous fields. These reports are best filtered by county. Once you have entered the filters and other information, click “Request Report” to

send the request. The “User Label” box allows you to create a name for the report title before requesting it.

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Once requested and processed, the report will look like the following in PDF Format:

This information lists the information based on Primary Theme (with Secondary Theme as a secondary filter), the consumer’s MCI

number, and date of last edit. Further, it indicates the status of the consideration and whether or not it has been addressed and

resolved and if it is open or closed. This would allow for follow-up as needed.

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IM4Q Aggregate Signs of Quality Theme Report This report request screen is similar to the Aggregate Consideration Theme Report. Starred areas are required however the more

filters you indicate the more narrow the search will become in your report. In addition, some fields become mandatory as a result of

answers to previous fields. These reports are best filtered by county. The “User Label” box allows you to create a name for the report

title before requesting it. Once you have entered the filters and other information, click “Request Report” to send the request.

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Information from this report does not require any follow-up but rather lists areas where consumers have experienced something

positive and have indicated so within the consideration process with a Sign of Quality. The information is listed by Primary Theme.

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IM4Q Consideration Annual Aggregate Report Starred areas are required for the report request but can also be further filtered by county for more narrow scope of information. In

addition, some fields become mandatory as a result of answers to previous fields. The “User Label” box allows you to create a name

for the report title before requesting it.

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This report outlines the major themes in the county requested and outlines the amount of individuals who expressed that concern

and continues to analyze the information statistically including the percentage they represent amongst considerations and the

percentage of the considerations resolved or incomplete. This report is a useful tool for comparisons of fiscal year consideration

reports.

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IM4Q Consumer Pre-Survey Response format is required. Although not starred, BSU # or MCI # is also required to run this report. The “User Label” box allows

you to create a name for the report title before requesting it.

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This information is similar to the Aggregate Response Report however this report is a copy of the Pre Survey Form given to consumers prior to the

consideration process. This survey lists all demographics needed for the consumer prior to the IM4Q Interview.

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IM4Q Consideration Follow-Up Report Starred areas are required for this report and further choices can assist in narrowing information for the report, especially by county,

region, or even give a statewide summary. These can allow for further comparison of the information. In addition, some fields

become mandatory as a result of answers to previous fields. The “User Label” box allows you to create a name for the report title

before requesting it.

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This report shows how many Considerations there were by the county indicated and how many total follow-ups were completed of

those Considerations. The percentages listed then show how many individuals were satisfied or dissatisfied with the follow-up given

to them from their original Consideration. If a regional or full statewide comparison was chosen in the initial request, more

information/percentages would be listed for comparison (by county alphabetically).

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IM4Q Consideration AE Report This report is a Detail Report which looks at only those considerations still open. Starred sections are required. The “User Label” box

allows you to create a name for the report title before requesting it.

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This report shows many indicators including fiscal year, Supports Coordination Organization (SCO), Supports Coordinator for follow-up (SC), name

of consumer, the given Consideration, and any responses by the Administrative Entity (AE) or SC. This report would allow for in depth follow up

with the AE/SCO by indicating what the consideration is and how long it was entered to assist with quicker finalization.

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IM4Q Consideration Report with Interviewers Starred areas are required for this report and further choices can assist in narrowing information for the report, especially by county, region, or

even give a statewide summary. These can allow for further comparison of the information. In addition, some fields become mandatory as a result

of answers to previous fields. The “User Label” box allows you to create a name for the report title before requesting it.

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This report identifies Considerations by themes as well as who the source of the consideration was and both the interviewer and

interviewee. It would be beneficial to request this report in Excel format in order to filter the information further (alphabetically, by

interviewer, interviewee, theme, etc.).

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IM4Q Consideration Follow-Up Report

Starred areas are required for this report and further choices can assist in narrowing information for the report, especially by county, region, or

even give a statewide summary. These can allow for further comparison of the information. In addition, some fields become mandatory as a result

of answers to previous fields. The “User Label” box allows you to create a name for the report title before requesting it.

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This report shows areas where follow-up may be needed due to percentage of dissatisfaction or a low percentage of follow-up

received to that point. By adding regions or other counties when requesting this report, providers and AE point persons can compare

percentages to determine areas of need.

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Appendix D

Status Level Indicators Status labels would equal the following:

“Data Entry Incomplete” – text has been entered by the local program in the Considerations Input screen utilizing the Submit

(role: IM4Q IMT Data Entry) and the Reviewed (role: IM4Q IMT Reviewer) buttons respectively to send the AE/SCO Alert

(1); no text yet entered by AE/SCO in their response area; AE/SCO Alert (4) will be sent to AE/SCO points when a

consideration remains in this status for 10 or more days. Considerations in this status would be viewed as “Open.”

“Data Entry Complete, In Process” – text has been entered and Submitted by AE/SCO in their response area (roles: SC Data

Entry; Supports Coordination; SC Supervision; IM4Q County Data Entry) and Reviewed (role: IM4Q County Data Reviewer)

to send the IMT Alert (2) for the local program to review inputted response (would occur after any needed Revisions are

made, Submitted and Reviewed). Considerations in this status would be viewed as “Open.”

“Addressed, Pending Resolution” – an “agree/disagree acknowledgment” has been entered in either the AE/SCO Addressed field

(role: IM4Q County Data Reviewer) or the IMT Addressed field (role: IM4Q IMT Reviewer) on the Considerations Input

screen indicating that only one of the entities reflect that the consideration has been addressed. A comment text box would

be available for this status when needed—a comment is required when “disagree” is selected. Considerations in this status

would be viewed as “Open.”

“Addressed, Resolved” – an “agree” acknowledgment has been entered in both the AE/SCO Addressed field (role: IM4Q County

Data Reviewer) and the IMT Addressed field (role: IM4Q IMT Reviewer) on the Considerations Input screen indicating that

both of the entities agree that the consideration has been addressed satisfactorily. Considerations in this status would be

viewed as “Closed.”

“Addressed, Unresolved” – an acknowledgement has been entered in both the AE/SCO Addressed field (role: IM4Q County Data

Reviewer) and the IMT Addressed field (role: IM4Q IMT Reviewer) on the Considerations Input screen indicating that

though both of the entities reflect that the consideration has been addressed, they disagree regarding some measure. A

required comment text box would be available for this status. Considerations in this status would be viewed as “Closed.”

“Major Concern Indicator” – when chosen as the Status search parameter, this option will list all considerations flagged as a Major Concern on the Considerations Input screen, regardless of the overall consideration completion status. When one of the other above

status labels is chosen instead, any flagged Major Concerns within that completion stage will be indicated within the search results.

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Appendix E

Consideration Connection

1. IM4Q IMT Data Entry role

enters and then submits Consideration

2. IM4Q IMT Reviewer reviews

Consideration

to send on to AE/SCO

3. SC Data Entry; Supports Coordination; SC

Supervision; and/or IM4Q County Data Entry

role enters and submits follow-up details

4. IM4Q County Data Reviewer reviews or

revises the follow up details. If revisions are

requested, Alert #4 is generated. If no revisions

are requested, Alert # 5 is generated.

Alert #1:

IMT Alert (1): “IM4Q Consideration submitted by

IMT”sent to IM4Q IMT Reviewer

for “2nd level” review

Alert #2: AE/SCO Alert (1): “IM4Q Consideration reviewed

by IMT”: sent to all AE/SCO points (roles: SC Data Entry;

Supports Coordination; SC Supervision; IM4Q County Data

Entry) to inform of filed Considerations and creates the

timestamp for the “Consideration Date Created”

Alert #3: AE/SCO Alert (2): “IM4Q Consideration

follow-up submitted by AE/SCO” sent to IM4Q

County Data Reviewer for “2nd level” review

Alert #4: AE/SCO Alert (3): “IM4Q Consideration

revision requested” sent to AE/SCO points (roles SC

Data Entry; Supports Coordination; SC Supervision;

IM4Q County Data Entry) with needed updates /

feedback. Process goes back to Step #3.

Alert #5: IMT Alert (2): “IM4Q Consideratio

reviewed by AE/SCO sent to local program

(role: IM4Q IMT Reviewer) to inform of filed

Consideration follow-up responses

Or

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