PELICAN Data Warehouse

Transcription

1 R/Client for Children PELICAN Data Warehouse Reference Document for Direct Service Providers Revised 10/2018 SymServe 5225 Library Road #900, Bethel Park PA ,

2 Table of Contents OVERVIEW... 2 IMPORT SAN DATA INTO DATA WAREHOUSE... 4 IMPORT SAN DATA... 4 Download SAN Data from PELICAN... 4 Import SAN File... 5 Import Errors... 8 CREATE CLIENT INFORMATION IN THE PELICAN DATA WAREHOUSE... 9 Viewing all SAN Data Related to a Client LINK SAN DATA TO R/CLIENT DATA REVIEW SAN DATA IDENTIFY SITUATIONS OF MULTIPLE LINES IN SAN PERTAINING TO ONE AUTHORIZATION RESOLVE MISMATCHES Resolve Client Id Mismatches Resolve Procedure Id Mismatches Resolve Authorization Mismatches Resolve Multiple Authorizations UPDATE R/CLIENT DATA RESOLVE MATCHING AUTHORIZATION NOT FOUND Create a New Authorization (one at a time) Create New Authorizations (several at a time) COMPARE SAN WITH R/CLIENT AUTHORIZATIONS AND HANDLE DIFFERENCES Compare Data Analyze Differences Display Differences Only Filter to Specific Differences Post Data From SAN to R/Client Select Multiple Differences to be Posted APPENDIX A FILE LAYOUT FOR SAN IMPORT FILE SymServe 10/2018 Page 1

3 Overview The PELICAN data warehouse is a software module used to review data downloaded from the PA State PELICAN system and to help make changes to related data in the traditional R/Client for Children. It appears as a separate icon and supplements traditional R/Client by providing tools to import Service Authorization (SAN) data from an Excel spreadsheet. Within the data warehouse, imported SAN records may be reviewed and differences identified between current information in R/Client and that received in the import file. Options to post the differences or to create a new authorization are provided. Related information regarding the client, authorizations, etc. may be accessed in traditional R/Client as well. The PELICAN data warehouse is provided as a tool to make it easier to keep R/Client Authorization data in sync with PELICAN. Since the SAN report itself does not include all relevant data used in the R/Client Authorization process, other sources of data, such as the original IFSP (paper or digital) and PELICAN may be needed to determine what needs to be done in response to information found in the SAN file. SymServe 10/2018 Page 2

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5 Import SAN Data into Data Warehouse Import SAN Data In this step, Service Authorization Notification data from the PELICAN system is loaded into R/Client by using a PELICAN reporting utility to create an Excel spreadsheet and an R/Client Import Utility to read the data from the spreadsheet. Download SAN Data from PELICAN From the PELICAN website, download SAN data for the period of time desired, creating an Excel spreadsheet file. Sample SAN File in Excel: SymServe 10/2018 Page 4

6 Import SAN File Path: Login to PELICAN Data Warehouse > Utilities > Import/Export > Import Utility Select a File Type of ASCII/XLS File. Utilize the Filing Cabinet symbol to select the import file or type in the name of the file, including the full path. Sheet Name should be populated from the import file. No Import Options need to be set. PELSAN should default for Table View. Click Import to begin the import process. Import File Shaded fields are required. Section Field Description Import Source File Type Choose which type of file will be imported. ASCII/XLS File flat, text file or spreadsheet File Name Sheet Name Table database table Select file through use of the Filing Cabinet button or type in the full path and file name of the text file or spreadsheet. This field should be populated by the program, but if there are multiple sheets in the spreadsheet file, utilize the down arrow on the field to select a different sheet. SymServe 10/2018 Page 5

7 Import File Shaded fields are required. Section Field Description Database Table Name If a File Type of Table is selected, identify the name of the table to be imported. Import File Definition Table View PELSAN is the table view that describes the appropriate format/layout of the incoming SAN spreadsheet. Import Options Scan Only Program will scan through the file contents but not import the contents. Skip First Row When importing an Excel file, the first row is skipped automatically. For other types of files where headings are on the first row, it may be necessary to check this box to skip importing the headings. Empty Destination Table By default, data from previous SAN import files will be saved and can be viewed in the data warehouse. However, if the data from previous import files should be deleted, select this box to clear the existing SAN data that has been imported previously. Delimiter If an import file utilizes a character to separate fields, indicate the delimiter. This is not necessary for the SAN file. Import Selected Rows (Testing only) Start Row End Row Table View File Options By default, all rows from the SAN file will be imported. This option is available to carve out a segment of the file s records for importing. File Options will be populated based on the Table View selected and should not need to be modified. Import Statistics No. to Read Statistics are controlled by the program and will Import Errors Start Date/Time No. Processed End Date/Time be populated as the process occurs. Import errors should be handled as they are received. SymServe 10/2018 Page 6

8 Click Import. Review the summary screen to evaluate what has occurred during import. Note: After clicking Import, if the following error is received, click Ok, then follow the instructions below. When the file is created in PELICAN, it is possible that it is not in an Excel format, even though the file extension may be.xls or.xlsx. To ensure the file is formatted as an Excel spreadsheet: Click the View File button at the top of the screen. Click View File to open the file in Excel. Click YES to the message about the file being in a different format. Choose File > Save As. For Save as Type, use Excel Workbook (*.xls) For File Name, select the file or provide a new file name. Click Save (Click Yes to replace if the same file name was used). Exit from Excel. Click the Import button on the Import File screen again. SymServe 10/2018 Page 7

9 Import Errors Review the section of the Import File screen to identify if errors occurred during the import of the SAN file as the records with errors are not imported. Since validation of SAN data and comparison to R/Client data occur later in the process, there are no known/expected error conditions that would be generated during the import process. Please contact technical support for assistance if error messages do appear. SymServe 10/2018 Page 8

10 Create Client Information in the PELICAN Data Warehouse In this step, the imported SAN data is used to update the list of clients that have PELICAN data in the warehouse, making it easier to browse SAN data by client. Path: PELICAN Data Warehouse > View > PELICAN Service Authorization 1. Filter to new SAN records by identifying the date of the actual import to isolate the records imported that day only. Click Create Date and enter the import date if needed. 2. Right click and choose Select All Grid Rows. Right click and choose Select All Grid Rows. SymServe 10/2018 Page 9

11 3. Click Check Clients from PELICAN Related. Select Check Clients. Note: the splitter bar may be used to expand the size of the navigation column to display the full contents of the headings. 4. Click Okay/Yes when prompted to continue checking clients. 5. The summary screen will indicate whether new client records were created in the PELICAN data warehouse. Click Ok. SymServe 10/2018 Page 10

12 Viewing all SAN Data Related to a Client Once client information is created in the PELICAN warehouse, it is possible to display all imported SAN data related to a client, if desired. 1. Click any record in the data grid and jump to Client under PELICAN Related. Select Client. 2. If information is found for that client in the data warehouse it will be displayed. To see all associated SAN information for that client, utilize the Authorization jump. Select Authorization 3. All SAN data, in the warehouse, related to that client will be displayed. SymServe 10/2018 Page 11

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14 Link SAN Data to R/Client Data In this step, the software attempts to identify the Procedure, Client, and Authorization(s) associated with each SAN record so changes can be identified later. Path: PELICAN Data Warehouse > View > PELICAN Service Authorization 1. Filter to new SAN records by identifying the date of the actual import to isolate the records imported that day only. Click Create Date and enter the import date if needed. 2. Right click and choose Select All Grid Rows. Right click and choose Select All Grid Rows. After selecting all grid rows, click Assign Keys. SymServe 10/2018 Page 13

15 3. Click Assign Keys. a. Assign Keys will evaluate the records received in the SAN import file with data in traditional R/Client by: i. Comparing the MCI number in the import file with the R/Client Alternate Id. If no match is found, it will compare the MCI number to the R/Client Client Id and finally search the Client Id change history if needed. ii. Evaluating the procedure code found on the SAN record and locate the R/Client procedure code based upon a cross-reference map setup in the data warehouse. iii. Utilizing the Client Id, Procedure, Start Date and End Date to locate one or more matching R/Client authorizations. iv. Indicating when data in the SAN import doesn t match to a client, procedure or authorization. 4. A summary screen will be received detailing what data (e.g. Client Ids, procedures, authorizations) has been found and what has not been found. Information on what data was/wasn t found will be provided. SymServe 10/2018 Page 14

16 Review SAN Data In this step, discrepancies in the SAN records that would prevent comparing them to R/Client Authorizations are resolved. Note: The PELICAN Service Authorization Browse screen has pre-set options for filtering such as Open in Period, Create Date, etc. When selected, the results displayed in the data grid will vary based upon what matches to the filter. The most common filter is by Create Date and to enter the date the file was imported. This allows for working with a specific import file and records in that import only. Options for filtering data. The label of the date fields will change based upon the filter selected. In addition, the R/Client Procedure Id may be enabled as a column in the event that the HIPAA codes are not as recognizable as the R/Client procedures. RC Prc Id may be enabled R/Client procedure code SymServe 10/2018 Page 15

17 Identify Situations of Multiple Lines in SAN Pertaining to One Authorization If there are multiple records in the SAN report affecting one R/Client authorization, the situation will need to be reviewed and handled since the Compare option, which is performed in a later step, will be comparing BOTH lines to whatever the values are on the authorization at that point in time. If the second change is taking into account the first change, it may need to be managed prior to the Compare occurring. 1. Click the Print button. Click Print. SymServe 10/2018 Page 16

18 2. Select the report SAN Two Lines to One Auth and click Print/Perform. Click Print/ Perform 3. Enter the create date of the SAN import (date the SAN was imported) and click Print. NOTE: Ensure the date appears in the correct format of MM/DD/YYYY before clicking Print. Enter the creation date of the SAN. Click Print. 4. The report may be blank. If so, that indicates there are no issues to manage for this scenario. If not, the report will reflect information about the client and dates of the authorization that may be an issue. SymServe 10/2018 Page 17

19 Use the filter to narrow grid items to the client. 5. Print the report and return to the data grid. Use normal data grid operations to filter to the client identified. 6. In R/Client, review the authorization and determine if one of the lines should be posted. If so, select the line, click Compare. Then, click Post. Click Compare on the row you are considering posting and review the differences. Click Post to update the authorization with the differences noted. Compare will identify differences in the Import file compared to the authorization in R/Client. 7. Click Assign Keys on the remaining line item. SymServe 10/2018 Page 18

20 Resolve Mismatches Resolve Client Id Mismatches Client mismatches may occur if the import file contains a different MCI number than what is in R/Client or if the client has not yet been registered in R/Client. If the client s MCI number has been changed, SAN records created before the change will still show the old MCI number. 1. From the Service Authorization screen, click the Client Id NOT Found checkbox to display Client ID issues only. Click Client Id NOT Found checkbox. 2. Utilize the jump Related > Clients to browse traditional R/Client by name. SymServe 10/2018 Page 19

21 Jumps to areas in data warehouse Click the Clients jump Jumps to areas in traditional R/Client 3. The Results screen will contain potential matches if the name is found in traditional R/Client. NOTE: Not all jumps listed will be accessible through the data warehouse. NOTE: Not all jumps will be available through the data warehouse and traditional R/Client may need to be used to review information. If the jump is unavailable, a message such as below will be received. Click Ok if message is received. SymServe 10/2018 Page 20

22 4. In this example, it is determined that the MCI number is incorrect on the import. The Service Authorization data grid is editable and information may be modified simply by double-clicking the current value and making a change. Double-click the field to be changed, then edit the text. 5. Repeat the step to Assign Keys. After making a change, click Assign Keys to see if issue is resolved. 6. Evaluate the summary screen, then click Okay/Yes to continue. SymServe 10/2018 Page 21

23 The issue with the Client Id not being found is resolved. Other errors may still exist for the record and will be evaluated separately. 7. The item will no longer appear on the screen as only those items with Client Id Not Found are being displayed. The item will be displayed once the checkbox is unchecked. The item is no longer displayed as there are no Client Id issues with it. Uncheck Client Id NOT Found to see records. SymServe 10/2018 Page 22

24 Resolve Procedure Id Mismatches A procedure Id mismatch may occur if a procedure has not been added to the data warehouse, but appears on the import file. If this occurs, jump to Setup > Procedures to add the missing procedure. In addition, the procedure needs to be defined on the procedure map. 1. Jump to PELICAN Setup > Procedures to add the procedure. Jump to PELICAN Setup > Procedures to add a new procedure. 2. Add the missing procedure, then click Close. Click Add to add the missing procedure. SymServe 10/2018 Page 23

25 3. From the PELICAN Service Authorization Browse window, jump to PELICAN Setup > Procedure Map. Utilize the Add to Map to map any new procedure codes. SymServe 10/2018 Page 24

26 Resolve Authorization Mismatches Authorization mismatches may occur if the import file contains an authorization that is not already on file in R/Client or if it has been changed so much in PELICAN that a matching R/Client Authorization cannot be identified. 1. From the Service Authorization screen, click the Auth Id NOT Found checkbox to display authorization ID issues only. Click Auth Id NOT Found checkbox. 2. From Related > Authorizations, browse any existing authorizations in traditional R/Client to make a determination on the data contained in the SAN file. Click the Authorizations jump SymServe 10/2018 Page 25

27 3. If applicable, follow the instructions under the Resolve Matching Authorization Not Found section that follows to create a new authorization. SymServe 10/2018 Page 26

28 Resolve Multiple Authorizations Multiple authorization mismatches indicate that more than one authorization has been found for the client for the procedure and date range of the authorization in the SAN file. 1. From the Service Authorization screen, click the Multiple Auth Found checkbox to display multiple authorization issues only. Number of authorizations found that apply to the SAN record. Click Multiple Auth Found checkbox. 2. Utilize the jump Related > Authorizations to review the authorization data and to make a determination on how to handle the SAN record. SymServe 10/2018 Page 27

29 Update R/Client Data In this step, Authorizations in R/Client are either created or updated to match the authorization changes identified in the SAN data. Resolve Matching Authorization Not Found 1. Click Auth Id NOT Found to narrow the data grid to potential items that need to be created. 2. Determine whether a new authorization should be added in R/Client based on the SAN data. Create a New Authorization (one at a time) 1. Select the row, then click Create Auth. Select the SAN record that reflects a new authorization. Click Create Auth SymServe 10/2018 Page 28

30 2. The authorization screen will be displayed with fields populated based upon the data in the SAN record. Complete additional fields, as needed. Fields will be populated based upon data from the SAN record. Other relevant information may need to be entered such as Place of Service, Frequency, Quantity, etc. as this is not contained on the SAN record. 3. After clicking Save, the Authorization Limit screen will be displayed, with the number of units from the SAN record populated. SymServe 10/2018 Page 29

31 Populated based upon data from the SAN record. 4. Click Save to complete the creation of the new authorization. 5. The item will no longer appear in the data grid as the Auth Id NOT Found filter is checked. To see the record, uncheck Auth Id NOT Found. Uncheck Auth Id NOT Found to display the SAN record again. SymServe 10/2018 Page 30

32 6. The Rslvd column will be populated with a checkmark to indicate the SAN item has been handled/resolved. The Rslvd column will be populated. SymServe 10/2018 Page 31

33 Create New Authorizations (several at a time) 1. Select the rows or right-click to Select All Grid Rows, then click Create Auth. Select multiple SAN records. Click Create Auth. 2. The screen will process each line and return to the Service Authorization grid. The rows that had been selected will no longer appear if the Auth Id NOT Found checkbox is checked, as the items have been created and are no longer not found. Previously selected records will no longer appear, as they have been created as authorizations. Uncheck Auth Id NOT Found to display SAN records again. SymServe 10/2018 Page 32

34 Compare SAN with R/Client Authorizations and Handle Differences Compare Data 1. Ensure the applicable records for the SAN file are displayed by selecting by Create Date and ensuring no data filters are checked. 2. Right click on any item in the data grid and choose Select All Grid Rows. 3. Click Compare. SymServe 10/2018 Page 33

35 Click Compare. 4. A progress bar will appear and the data grid will contain additional information such as notes and the checkboxes Diff and/or Rslvd checked. Diff and/or Rslvd checkboxes may be populated. Note field may be populated. SymServe 10/2018 Page 34

36 Analyze Differences 1. It may be necessary to scroll to the right of the data grid or right click any column heading and choose Best Fit (all columns) to view the Diff and Rslvd columns. If desired, right click and choose Best Fit (all columns). 2. Depending on what was found in R/Client compared to the data on the SAN record, the Rslvd column may contain a checkmark to indicate that there were no differences found between R/Client and the SAN record. No action is necessary. Resolved indicates the SAN data matched R/Client data and no action is necessary. SymServe 10/2018 Page 35

37 Display Differences Only 3. To focus on the items that have differences, use the data filter for the Diff column and set it to True. Display differences only. 4. Differences may contain one or many of the following: 5. Investigate each issue for each line utilizing the jumps for Related > Authorizations and Clients. For example, the following difference was among those received: Note: <> means Not Equal To The difference indicates that PELICAN (the SAN record) contains 212 authorized units, but in R/Client it has 196. Using the Authorizations jump, the current authorization can be reviewed. SymServe 10/2018 Page 36

38 Filter to Specific Differences 6. To locate all similar type of differences, the Filter by Change Difference(s) may be used Utilize the Differences filter to display all similar type of differences. 7. Select the code (or codes using CTRL+click) from the list. SymServe 10/2018 Page 37

39 8. Only differences of that type will appear in the data grid. Only those differences selected with the filter will be displayed. SymServe 10/2018 Page 38

40 Post Data From SAN to R/Client 1. Once a determination is made on handling the SAN data, it may be found that R/Client needs to be updated with the information contained from the SAN record. 2. Click Post to update R/Client with the data indicated as PELICAN from the Notes area. If there is more than one Note, each item will be updated (e.g. units and expiration date). Click Post to update R/Client with the SAN data. Select Multiple Differences to be Posted Note: If desired, multiple records may be selected (right-click and choose Select All Grid Rows or use Shift+Click or CTRL+Click), then run the Post option. SymServe 10/2018 Page 39

41 3. Click Okay/Yes on the Post validation screen. 4. Click Ok to acknowledge the number of updates completed. 5. The item will no longer be displayed in the data grid as data filters are enabled for differences. To display the SAN record, disable the filters. SymServe 10/2018 Page 40

42 Clear the data filter for differences to see the SAN item. 6. The item will appear with the Diff checkbox cleared and the Rslvd checked, indicating it has been completed. SymServe 10/2018 Page 41

43 Appendix A File Layout for SAN Import File Path: PELICAN Data Warehouse > View > PELICAN Service Authorization > Import > Table Views button > PELSAN The structure of the SAN file that is being imported is contained in a Data Dictionary File, PELSAN. The format identifies the type of data that is in the SAN file and how it relates to the data in R/Client and where the values of the fields should be placed in R/Client. SymServe 10/2018 Page 42