Enhancing QiRePort To Support

On-Line PCS Service Planning

(Update/Status Report)

PCS Regional Provider Training Sessions:

October 13-30, 2014

Today’s Presentation

• Provide An Overview Of The Proposed Enhancements To

QiRePort To Support PCS Service Planning

• Review Plans For Testing and Refinement

• Discuss Implementation and Support

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Enhancements To The QiRePort Provider Interface

• On-Line PCS Service Planning

The Focus of the QiRePort enhancements

• Person-Centered Goals

Designed to encourage steps toward person-centered planning

• Beneficiary Profile

Designed to complement the independent assessment and on-line

PCS service plans

Designed to support a more comprehensive beneficiary electronic

record

• Supporting Documents Upload

Designed to support the evolution of a comprehensive beneficiary

electronic record

• Reports

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Let’s look at each of these enhancements >>

On-Line PCS Service Planning

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PCS Service Planning Functionality

• New Module To Be Added To Current QiRePort Provider

Interface

• No Software to Install Or Maintain On Your Agency Computers

• Provides A Standardized On-line PCS Service Plan Template

• Service Plan Template – Built Around The Independent

Assessment

• Ability To Stop and Resume Service Plan Development

• Includes Built-In Validation of the PCS Service Plan

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The PCS assessment drives the POC.

Let’s review how >>

PCS Plan Based on Completed Assessment

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The assessment determines task needs (frequency

and level of assistance for all identified ADL tasks).

QiRePort Extracts the Assessment Information

To Create a PCS Service Plan Template

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Completed

Independent

PCS

Assessment

ADL/IADL Task

Needs

Qualifying ADLs

Authorized

Hours

Required

Assistance

Levels

On-Line PCS Service

Plan Template

(Beneficiary Specific)

Initiation Of A PCS Service Plan

• Starts With A Service Referral From Liberty Via QiRePort

Each referral is accompanied by a completed assessment and

authorized hours

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Provider Acceptance Of A Referral

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When a referral is accepted, QiRePort generates a service plan “template” for the

beneficiary. The new service plan is added to the in-process POC list.

On-Line POC/PCS Service Plan Completion Tracking

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When a user selects a beneficiary from the in-process POC

list, the PCS service plan template will appear.

Let’s review the steps in service plan completion >>

Steps To Develop On-Line Service Plan

• Identifying The Days of The Week The Service Will Be Provided

• Scheduling ADL/IADL Tasks By Day of Week

• Scheduling Special Assistance Tasks By Day of Week

• Scheduling Delegated Medical Monitoring Tasks By Day of Week

• Finalizing Plan Narrative

• Identification of Service Outcomes (Optional)

• Aide Assignment (Optional)

• Indicating the Plan Is Complete To Trigger Validation

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Remember, the PCS service plan is populated with the assessment

results for the beneficiary whose service plan you are developing.

Now, let’s look these steps more closely>>>

Entry of Weekly Schedule Into the Service Plan

• The PCS Service Plan Template Is Based On A Typical Week

• Determine The Days Of The Typical Week PCS Will Be Provided

The assessment results identify the need frequency (days/week) for

PCS for each qualifying ADL.

When developing the weekly schedule the need frequency for all the

qualifying ADLs must be considered.

• Enter “From” and “To” Times For Each Selected Day

• As Appropriate, Designate A Shift

• As You Enter the Days and Times Per Day, QiRePort Calculates

the Following:

Hours of service accounted for by the schedule already entered

Remaining hours to be scheduled based on the authorized hours

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Let’s look at the screen where the weekly schedule is entered >>

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Select days of the week and the time of

day the PCS service will be provided.

Click here to view the beneficiary’s assessment

As the day and “from” and “to” entries are made,

QiRePort computes remaining weekly hours.

Entry Of Task Completion Schedule

• Required Tasks Are Populated In The PCS Service Plan From

the Assessment

Each qualifying ADL’s ADL tasks

Each qualifying ADL’s IADL tasks

Each required special assistance task

Each required medical monitoring task

• Providers Identify Which Days of the Week Each Required Task

Will Be Completed (Taking into account assessment findings)

• Shift Designations Are Supported To Simplify Entry

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Let’s look at the template used to schedule tasks by day of week >>

Task Schedule Functionality

15 The needs/task list, frequency and assistance level information

is populated from the beneficiary’s assessment.

Select which days of

the week the task will

be performed.

Planning For Other PCS Tasks

• The Independent Assessment Also Determines Beneficiary

Needs For:

Special assistance tasks

Delegated medical monitoring tasks

• Only Tasks With A Need Frequency Of At Least One Day Will

Appear

• The POC Plan Template Supports Task Scheduling For These

Tasks Separately

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Let’s look at the way special assistance tasks and delegated

medical monitoring tasks are scheduled >>

Scheduling Special PCS Tasks

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The task scheduling protocol for special assistance tasks and delegated

medical monitoring tasks is the same as the ADL and IADL tasks.

Provision For Entry of Service Outcomes

Users can select one or more service outcomes that reflect the primary focus of

the PCS service in terms of impact on the beneficiary’s capacities for daily living.

Assignment Of Aides (Optional)

• The POC Template Allows For Assignment Of Aides

During implementation, providers will create an aide reference file in

QiRePort.

The aide reference file lists available staff.

• The Aide Reference File Will Have The Capacity To Store:

Aide qualifications (IHA, CNA1, CNA2 etc.)

Experience

Qualifications

Completed training

• The User Can Select A Primary Aide During POC Development

From a drop-down of all Aide Reference File entries

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Plan Completion Reminders

• As The POC/PCS Service Plan Is Entered, QiRePort Will Supply

To The User Various Reminders/Warnings

• Example Warnings

Warning: You do not have a time entry for all of the days within the

shift(s) selected.

Warning: You have selected less days than the assessment need

frequency indicates.

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Validation Messages At PCS Plan Completion

• When The POC Entry Is Complete, the User Tells QiRePort That

the PCS Service Plan Is Ready For Review.

QiRePort will validate the PCS service plan.

If the PCS service plan does not accurately reflect the assessment,

messages will appear showing where inconsistencies exist.

• Example User Messages When PCS Plan Is Saved As Complete

You have surpassed the weekly limit in hours. Please adjust your time

entries.

The number of checked days for [insert task name] exceeds the need

frequency indicated. Please adjust and resubmit.

• Examples Of Why A Validation Message Will Appear

Need frequency for a task was 7 days and only 5 days were checked.

Totals hours for week are greater than allowable hours for week.

Too many check boxes were checked for the individual task.

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Generation of Aide Task Sheets

• Once A POC Is Completed, Users Can Generate Aide Task

Sheets

• Each Task Sheet Is Beneficiary-Specific and Aide-Specific

• The Task Sheets Reflect the Completed POC

Organized By ADL and special task categories

Show tasks to be performed by day of week

• The Task Sheets Allow For Documentation of Tasks Performed

On The Same Form

• The Task Sheets Allow For Attestation By the Beneficiary

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Let’s look at the Aide Task Sheet format >>

Sample Weekly Aide Schedule Form (Top)

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QiRePort generates an aide task sheet based on entered

schedules and tasks.

The Aide Task Sheet allows for documentation of aide

tasks performed (Status column).

Customized for each

beneficiary and each week

Weekly Aide Schedule Form (Bottom)

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Form is also designed to document beneficiary and

employee (aide) attestations of tasks performed.

Users can upload the completed form into the beneficiary’s electronic record.

Aide Task Sheet Generation – Shift Selection

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Users can run the Weekly Aide Task Sheets by shift as well.

Generation of Prior Approvals

• Prior Approvals Will Continue To Be Based On the Completed

Independent Assessment

• Prior Approvals Will Not be Forwarded To NC Tracks Until The

PCS Service Plan Is Completed.

Completion means that the POC is deemed complete by the service

provider and the service plan also passes validation

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Additional Optional Functionality To Be Added

To QiRePort

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On-Line Beneficiary Profile

• Pre-Populated With Selected PCS Assessment Data

For new PCS beneficiaries

Allow entry of non-PCS beneficiaries by the providers (QiRePort will

distinguish between PCS and non-PCS beneficiaries.)

• Designed to Support Beneficiary Recordkeeping/Charting

Supports evolution toward an electronic beneficiary record

Allows for entry of additional beneficiary profile information by

service providers

• Allows For Uploads Of Additional Supporting Documentation

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Connecting The Independent Assessment

Results to the On-line PCS Service Plan

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Completed IAE

Assessment

Meds and Dx

Demographics

Informal

Caregivers

Special Diets

Electronic

Beneficiary

Profile

See the key sections of the beneficiary profile on the next three slides >>

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Basic profile demographics and ID information.

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Diagnoses and medications are populated from the assessment.

Providers can update the diagnoses and medications and also

document hospitalizations, ER visits, etc.

QiRePort tracks the source of each entered diagnosis and medication

(for example the PCS assessment or the service provider)

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Providers can also enter and maintain orders,

test information, allergy information, and track

medical exams/visits, etc..

Provision For Person-Centered Goals

• Independent Assessments Do Not Provide For Identification of

Person- Centered Goals

Focus of the IAE assessment is PCS eligibility

• QiRePort Allows For Entry of Person-Centered Goals For The

Beneficiary

A concrete, first step toward adoption of a person-centered planning

focus across HCBS services and specifically PCS

• Goals Can Be Entered and Tracked Independent Of the PCS

Service Plan

• For Each Goal, Users Can Establish A Goal Achievement Plan

Objectives/tasks responsive to the goal

Responsibilities for completion

Timetable for completion

• QiRePort Provides For Goals Status Tracking 33

Person Centered Goals

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Users can enter person-centered goals that reflect the larger interests and needs

of the beneficiary, not just those associated with PCS services delivery.

Supporting Documentation Functionality

• Users Can Upload Additional Documentation Into QiRePort

QiRePort allows classification of documents by type

Classifying documents by record types supports compliance

reviews/surveys

Use of record types allows for searches to determine if required

documentation is in place.

• Two Categories Of Supporting Documentation Can Be Uploaded

Supporting Documentation Specific To A Beneficiary

Supporting Documentation That is Agency Oriented – Policies,

Forms etc.

• Multiple Document Types Can Be Uploaded

PDFs

Word/Excel Documents

Pictures, etc.

35 Let’s look at the document upload screen >>

Supporting Document Upload Routine

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Documents of various formats can be uploaded by record type.

Each uploaded document must be classified by record type.

Reports

• Two Sets Of Reports Will Be Introduced

Caseload profile reports

Plan summary reports

• Caseload Profile Reports

Summary reports showing the current PCS caseload and hours

Summary reports showing various acuity data based on ADLs,

exacerbating conditions and special task needs

Summary reports based on the beneficiary profile information

entered by providers (caregiver, medications, orders etc.)

• Plan Summary Reports

Reports showing aide assignments and schedule summaries

Reports showing scheduled hours per day of week and shift for the

current caseload

Reports showing service outcomes by beneficiary types

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Next Steps

• User Demonstration and Reviews

• Finalization Of A Roll-Out Plan

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