PM02a: Person Provider. May 12, 2017

Transcription

1 PM02a: Person Provider

2 Change History Release # or Date CR# or Incident # Change Description Author(s) Section Modified R2c25 CR 349 Added statement re: template copying. R2c27 CR367 Adding Background Checks to the Unified Home Study L.Wilson L. Wilson , , , December 15, 2013 Update Person Provider pages and Unified Home Study functioning FSFN Implementation Team 1.1 Introduction Background Processing Page Overview Page Information Background Processing Unified Home Study - Participant Select Pop-up Page (new section) Unified Home Study - Prior Intakes and Investigations/ Referrals Tab (new section) Unified Home Study - Background Check Information Tab Page 2 of 179

3 (new section) Background Screening Popup Page (new section) Unified Home Study Page Financial Security, Resources and Child Care Arrangement Tab (new section) Unified Home Study - Narrative Family Assessment Tab (new section) Unified Home Study - Attachments to the Unified Home Study Tab (new section) Page Overview Information Page Overview Pop-up Page-Provider Background Screenings (new section) Members Table Tab Overview Tab Information Page 3 of 179

4 December 15, 2013 Update to rate setting functionality FSFN Implementation Team Pop-Up Page Service Rate 3/27/2015 CR 426 Background Check Process FSFN Enhancement Team Unified Home Study Background Check Information Tab 11/12/2015 Updates resulting from Supported Platforms review Ibrahim Allison Throughout 01/13/2016 Supported Platforms peer review Robert Thornton Throughout 02/17/2016 Supported Platforms peer review Regina Richardson Throughout Page 4 of 179

5 Table of Contents 1.1. Introduction Pages Page Person Provider Header Page Overview Page Information Background Processing Save Processing CRUD Matrix Person Provider Page Home Tab Tab Overview Tab Information Background Processing Save Processing CRUD Matrix Unified Home Study Page Page Overview Page Information Background Processing Save Processing Page Overview Page Information Background Processing Save Processing Unified Home Study Participant Select Pop-up Page Page Overview Page Information Background Processing Save Processing Page 5 of 179

6 Unified Home Study Prior Intakes and Investigations/Referrals Tab Page Overview Page Information Background Processing Save Processing Security Unified Home Study - Background Check Information Tab Page Overview Page Information Background Processing Save Processing Security Background Screening Popup Page Page Overview Page Information Background Processing Save Processing Security Page Overview Page Information Background Processing Save Processing Narrative Family Assessment Tab Page Overview Page Information Background Processing Save Processing Unified Home Study - Attachments to the Unified Home Study Tab Page 6 of 179

7 Page Overview Page Information Background Processing Save Processing Pop-up Page Parent Agency History Page Overview Page Information Background Processing Save Processing CRUD Matrix Pop-up Page Provider Repayment Method Page Overview Page Information Background Processing Save Processing Pop-up Page-Provider Background Screenings Pop-Up Page Overview Page Information Background Processing Save Processing Pop-up Page Licensing/Relicensing Checklist Navigation Page Information Background Processing Save Processing CRUD Matrix Members Tab Tab Overview Tab Information Page 7 of 179

8 Background Processing Save Processing CRUD Matrix Pop-up Page Member Status Page Overview Page Information Background Processing Save Processing Person Provider Characteristics Tab Tab Overview Tab Information Background Processing Save Processing CRUD Matrix Person Provider Services Tab Tab Overview Tab Information Background Processing Save Processing CRUD Matrix Pop-up Page - Bed Reservation Page Overview Page Information Background Processing Save Processing CRUD Matrix Pop-up Page Edit Other Services Page Overview Page Information Page 8 of 179

9 Background Processing Save Processing CRUD Matrix Pop-Up Page Service Rate Page Overview Page Information Background Processing Save Processing Pop-Up Page CRUD Matrix Pop-up Page Provider Service Rate Page Overview Page Information Background Processing Save Processing Pop-up Page CRUD Matrix Person Provider Training Tab Tab Overview Tab Information Background Processing Save Processing CRUD Matrix Person Provider Merge /Name History Tab Page Overview Tab Information Background Processing Save Processing Viewing Person Provider Prior History (Institutional Abuse) Inventories Table Descriptions Page 9 of 179

10 Reference Data Drop Downs Automated Messages Provider Service Status Change Field Required Parameters Passed Parent Agency Update Provider Household Change (NEW) Duplicate Provider Clean-up Notification Placements ended with Duplicate Provider Clean-up End Reason Placements Not Approved due to Duplicate Provider Clean-up Placements set as Made In Error since begin date is after the last day of previous month Checklists (see TRAC spreadsheet for values) Tasks Background Screening About to Expire Notifications Text Templates Reports RMM Triggers Batch Programs Birthday Batch Requirements Covered in This Paper Page 10 of 179

11 1.1. Introduction There are two types of providers in the Florida Safe Families Network (FSFN), Person Providers, and Organization Providers. The PM02a Person Provider topic is the case file for person providers, for example, foster homes, relative, and non-relative homes. This topic provides the basis for a Person Provider record that helps DCF/Sheriff s Office/Community Based Care (CBC) Partners see at a glance the most current information that the department has about the homes. The information in this topic paper describes access to Person Provider records available to a user that has an open assignment to the provider record, and appropriate security access levels. All references to the creation of work by users carry the assumption that the users have the appropriate security levels and an open assignment to the Provider record. The following tabs are available while maintaining the Person Provider records: Home Members Characteristics Services Training Merge /Name History The Home tab displays and maintains location and contact information about providers of family-based care in a home setting. Information such as, Alternate Contacts, Primary Language, Marital Status, and Primary Language are documented here and can be updated at any time. The Members Tab displays information about individuals residing at the physical location of the home, including all household members, such as parents, birth children, relatives, nonrelatives, and children currently under placement in that home. The user can modify, add, or remove a person from the Members tab, through the hyperlinks located to the right of each home member record or via the Insert button in the Household Members group box. The payee name(s) field is also located on this tab. Information about children who are currently in placement with the home is viewable from this tab. Page 11 of 179

12 The Members tab includes the Non-Household Members group box that allows the user to document persons who do not live in the family home, but have significant interaction with the family on a regular basis. The Characteristics tab allows the user to record helpful information that assists the user when making placement decisions for a child. The Characteristic tab includes what the Family Accepts and what Other Family Characteristics the providers have. The Family Accepts list box displays information about the characteristics of children that the family is willing to accept for potential placement in the home. This includes preferences, restrictions, and assessments, identified as searchable criteria at the time of completing a provider service search. The Other Family Characteristics list box contains those characteristics of the home that may affect a decision to place a child there; this information may not be identified as searchable criteria at the time of completing a provider service search. The Services tab maintains current information about the specific services offered by a provider. A provider s total bed capacity, as well as gender preferences, placement counts, reservation counts, and current vacancies are stored at the provider level. These statistics can also be derived at the service level. From the Edit Other Services hyperlink on the Services tab, a user can associate non-licensed service types to a provider. Statuses and capacities can be modified on this page for these service types. Licensed services are viewable on the Services tab, though modifications to these services are conducted on the Person Provider License. Additional information regarding licensed services can be found in the PM04a: Licensing topic paper. Regardless if a service is non-licensed or licensed, the appropriate rate page can be launched from the Options drop down box on the Services tab. If the service type requires a provider specific rate (SERVICE_TYPE.fl_prvd_rate = Y ), the user is taken to the Provider Service Rate page. If the selected service type requires a service specific rate (SERVICE_TYPE.fl_prvd_rate = N ), the user is taken to the Service Rate page (documented in the PM01: Maintain Services topic paper). Also accessible from the Options drop down box is the Bed Reservation value. The Training tab documents information about training classes and training taken by the Caregiver 1, Caregiver 2, or other members of the Person Provider s household. The user is able to add new training classes for the member by clicking the Insert button and maintain existing training records directly on the tab. The Date Complete field determines the order Page 12 of 179

13 that the training courses are displayed on the Training tab. This aids the user in assessing the training needs and training history of the Provider. The Provider Merge/Name History group box displays on the Merge/Name History tab of the kept provider in a provider merge. The Merge/Name History tab maintains a history of the removed providers merged into the Provider and Additional Names associated with the provider. The Provider Merge History group box contains three fields: Merged Date, Merged Provider s ID, and the Merged Provider s Name. If the user merges more than one provider, all the merged providers displays in the Provider Merge History group box sorted in reverse chronological order, the latest provider merge data displaying in the first line. Additional Names is populated by the system whenever the provider s name changes, for example, when name of Caregiver 1changes on the Person Management page. Note: Unless otherwise stated, the work described in this topic paper can only be completed by users with an assignment to the Provider Pages. Page 13 of 179

14 1.2. Pages Page Person Provider Header Navigation Page Overview The Person Provider page can be accessed through the Providers expando on the Desktop by clicking the Provider Name hyperlink or through the Create Provider Work page by anyone who is assigned to the provider. On the Create Provider Work page, the user must select the Maintain Provider value from the Maintenance drop down box in the Create Provider Items group box. The Person Provider page can also be launched via the Utilities Search page, Provider Organization tab. After searching for a provider on the Provider Organization tab, the user can click the provider name hyperlink to go the Provider Management pages. Page 14 of 179

15 Page Summary The Person Provider page contains demographic information specific to the provider. Information pertaining to the specific home members in the household is added to the home members Person Management record that is accessed from the Members tab. This is discussed in detail within the Members tab section of this document. For Person Providers who are licensed, the Person Provider page can be accessed from the License page via the Provider ID, which appears as a link Page Information Group Box Fields Basic Number: The unique ID number assigned to the specific Person Provider; Name: The name of the Person Provider displayed Last Suffix, First Middle Initial; system derived from home member identified as Caregiver 1; not user editable; defaults to home member identified as Caregiver 1 during the Person Provider Inquiry Type The type of the provider (Adoption, Duplicate, Foster Care, ICPC, Investigation, Relative/Non-Relative, and Services); user selected drop down box; required; defaults to the value selected in the Inquiry Type drop down box on the Person Provider Inquiry page, user editable. Status The status of the Provider (Active, Inactive); user-selected drop down box; required; defaults to Active after the Person Provider Inquiry record has been accepted by the user Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider. The Name field is derived from the home member selected as Caregiver 1 in the Role drop down box on the Member tab of the Person Provider Inquiry page. The Type field value is derived from the Inquiry Type value selected on the Basic tab of the Person Provider Inquiry page. Upon user acceptance of the Person Provider Inquiry record, the Status drop down box defaults to Active. Page 15 of 179

16 Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. The Type field is required and cannot be null at time of save processing. If the Type field is null, the user receives an error validation stating, Please enter data in the fields which are highlighted - <field name>. If on the Person Provider page, the Type drop down is set to Duplicate and the Status drop down is set to Inactive, a message is thrown to alert the user that the action freezes the Provider. "This will freeze the provider record and all provider services are set to inactive. Do you wish to continue? If the user clicks the Yes button, the Provider is frozen and all services are set to inactive. If on the Person Provider page, the Status drop down is set to Inactive, a message is displayed to alert the user that the action freezes the Provider. "This will freeze the provider record and all provider services will be set to inactive. Do you want to continue? If the user clicks the Yes button, the Provider is frozen and all services are set to inactive. If an existing provider has a Type of Placement or Other placement, the value continues to display in the Type field, however, the user is not able to select either value from the drop down. Once the user selects a new value, and saves, the new value displays in the field. For example, if the provider has a Type of Placement and the user changes it to Relative/Non- Relative, the Relative/Non-Relative value remains after a Save and the user cannot select the Placement as a value. If the user does not select a new value, they receive an error message, Placement is no longer a valid Provider Type. Please select a valid Provider Type. directing the user selects another value CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X X Page 16 of 179

17 Person Provider Page Home Tab Tab Overview The Home tab displays location and contact information about providers of familybased care in a home setting. Home information derives from the provider primary residence address and mailing addresses. General information, such as alternate contact information, Primary Language, and Marital Status are documented here and can be updated at any time should changes be necessary. Fiscal Agency Vendor information is maintained in the Vendor ID group box. Schools, childcare facilities, and the provider s operational hours can also be recorded and maintained on the Home tab. Users can perform duplicate provider cleanup work by selecting the drop down value of Duplicate in the Type Drop down. Please refer to the Background Processing and Save Processing sections of the document for more information. Page 17 of 179

18 Tab Information Group Box Home Information Fields Caregiver 1: Name of Caregiver 1 for the home; system derived from the provider s name); view only, Formatted as Last Name Suffix, First Name, Middle Initial. Group Box Primary Language Caregiver 2: Marital Status Provider Address Mailing Address Home Work and Ext Cell Fax Contact phone and Ext The primary language spoken in the home; userselected drop down box; required; defaults to the value entered into the Language drop down box on the Person Provider Inquiry page. Name of Caregiver 2 for the home; system derived from the person name for the member with the role of Caregiver 2); view only. Formatted as Last Name Suffix, First Name, and Middle Initial. The marital status of Caregiver 1; user-selected drop down box for; not required; defaults to the value entered into the Marital Status drop down box on the Person Provider Inquiry page. Displays provider s physical address in a condensed format such as 565 Maple Ave, Elfers, FL ; system derived from the Provider s Physical Address, view only. Displays provider s mailing address in a condensed format such as C/O: Amy Palmtree, 333 Westshore Dr. Apt# 2, Elfers, FL Home phone of the Caregiver 1; system derived from the provider s physical address; view only. Work phone and extension of the Caregiver 1; system derived for the provider s physical address; view only. Cell phone of the Caregiver 1; system derived from the provider s physical address; view only. Fax number; system derived from the provider s physical address; view only. address; system derived from the provider s physical address; view only. Contact phone and extension of the Caregiver 1; system derived from the provider s physical address view only. Alternate Contact Information Page 18 of 179

19 Fields Name Name of the person documented as an alternate contact for the provider; user-entered text box; not required; no default value. Phone Phone number of person documented as an alternate contact for the provider; user-entered text box; not required; no default value. Description Text field to be used for recording additional information, including additional contacts if necessary. Group Box Tax ID Number Fields FEIN A radio button selected to enter Federal Employer Identification Number; user-selected radio button; not required; defaults to Not Selected. SSN A radio button selected to enter Social Security Number; user selected radio button; not required; defaults to Not Selected. SSN is checked for valid numbers anywhere it is entered by the user to prevent the introduction of values that could not be correct based on SSA guidelines, as follows: SSA has never assigned a SSN with the first three digits of 000, 666, 900 series. N/A SSA has never assigned a SSN with the second two digits of 00 or the last four digits of In addition to the SSA guidelines, the sequential numbers, is not allowed, and numbers that are all the same, such as all 1s, 2s, etc. A radio button to indicate that no SSN or FEIN numbers are available; user-selected radio button; not required; defaults to selected. Group Box FEIN/SSN Text Box A text box used to store either the FEIN or SSN for the provider; Enabled when either the FEIN or SSN radio buttons are selected; user-entered text box; required when either the FEIN or the SSN radio buttons are selected; no default value. Schools/Child Care Facilities Page 19 of 179

20 Field (no label): This field allows users to associate one or more schools/child care facilities with a provider. Userentered text box; not required. Button Insert Inserts a new school or childcare facility record in the Schools/Child Care Facilities group box. Group Box Vendor ID Fields Fiscal Agency This field is used in combination with the Vendor ID field to store a provider s vendor ID number with a Fiscal Agency. User selected drop down box; not required unless the Insert button is clicked. Vendor ID This field is used in combination with the Fiscal Agency field to store a provider s vendor number with a Fiscal Agency; user editable text box; not required; no default value. Links Delete Conditionally displayed and enabled when the Insert button is clicked. Group Box Operational Hours Fields (no label): The field allows the user to maintain information about the hours of operation for the resource; user entered text field; not required; no default value. Parent Agency The Parent Agency of the home provider (if applicable); System derived from the Parent Agency History page; Not user editable; Defaults to the name of the home member identified as Caregiver 1 during the Person Provider Inquiry. Display in Last, suffix, First, Middle Initial. Buttons Save Standard Save processing. Close Standard Close processing. Actions List Delink Provider Access the Delink Provider pop-up page [See PM09 Provider Merge (Enhanced) for more information about delinking providers] Parent Agency Access the Parent Agency History pop-up page (See Section History Pop-up page Parent Agency History). Provider Repayment Method Background Screening Access the Provider Repayment Method pop-up page (See Section Pop-up page Provider Repayment Method). Launches the Background Screening pop-up page (See Section Pop-up page Background Screenings). Page 20 of 179

21 License/Relicen se Checklist Unified Home Study Launches the License/Relicense Checklist; users can use the checklist to track licensing documentation needed to license or relicense a provider. Launches the Unified Home Study; this is home study used for Adoption Home, Emergency Placement, and Initial License for Foster Home, Non-Relative Placement, Re-License, and Relative Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider. Upon creation of the Person Provider record, the Caregiver 1 from the Person Provider Inquiry Members tab pre-fills the Caregiver 1 field in the Home Information group box. Upon creation of the Person Provider record, the Caregiver 2 from the Person Provider Inquiry Members tab pre-fills the Caregiver 2 field on the Person Provider Home tab. Upon creation of the Person Provider record, the non-household members from the Person Provider Inquiry Members tab pre-fills the Non- Household Members group box on the Person Provider Members tab. Upon creation of the Person Provider record, the Primary Language and Marital Status on the Person Provider Home tab pre-fills from the Person Provider Inquiry page. As Caregiver 1 and Caregiver 2 roles are changed on the Members tab, the Caregiver 1 and Caregiver 2 names in the Home Information group box on the Home tab update. The physical address for the Person Provider pre-fills from the address of Caregiver 1 from the Person Provider Inquiry into the Home Information group box on the Home tab. The following radio buttons are mutually exclusive: o If clicking the SSN radio button, then the user is required to enter SSN for the Person Provider. Page 21 of 179

22 o If FEIN radio button is clicked, then the user is required to enter a FEIN for the Person Provider. o If N/A radio button is clicked, then the associated text field is blank and disabled. Clicking the Delete hyperlink in the Vendor ID group box, the user deletes an existing Provider Vendor ID record. When clicked, the user is prompted by a notification message stating, This option will delete the selected Provider Vendor ID. Do you want to continue? prior to the deletion. Multiple rows of the same Fiscal Agency are not allowed in the Vendor ID group box. Only users with an assignment to the provider are able to link provider records. To link a provider, select the Duplicate value from the Type drop down list. Selecting the Duplicate value will: o Auto-select and disable the Inactive Status value o Display the Search link o Display a Send Reminder check box in the Basic group box o Display a Completed check box in the Basic group box o Display a Send Reminder date field in the Basic group box o Display a Completed date field in the Basic group box o Continue to display the Duplicate value as enabled The user then clicks the Search link. This link opens a new custom provider search that only displays the providers available to link. Note: The Search link, Send Reminder check box, the Completed check box, the Send Reminder date field, and the Completed date field in the Basic group box, are only displayed for those with an assignment to the provider. The first search is a required action if the type is set to Duplicate. If a user clicks the Save button prior to selecting a provider, the system displays the following message, Please access the Provider Search page by clicking the Search hyperlink to select a provider. Page 22 of 179

23 Custom Provider Search page Search results only display providers that are not already linked to a provider. Note: A Person Provider can be linked to an Organization Provider and an Organization Provider can be linked to a Person Provider.. Once the user has selected Duplicate and searched a provider, then the user has several Save options: o The user may select Save without checking either check box. This initiates standard save processing that allows the user to return to the page to complete the linking process. In place of the hidden fields display the following message, o Duplicate Provider: Please use Provider Last Name, Provider First Name (no suffix/prefix/mi) (Provider ID #######) o The user may select the Send Reminder check box that dynamically adds a date to the associated Reminder Date field on the Home Provider page, and upon Save sets a Provider Link task for the user and send an automated message notifying the user of the changes. o The user may select the Completed check box when they are ready to complete the changes. Selecting Save after checking the Completed check box inserts the system date in the Completed check box; hide the License Type field and the License Agency. Also, clicking Save triggers the system to end/not approve Out of Home Placements and licenses. Once inactive duplicate providers are linked, those with Provider Link security are able to change which provider the duplicate provider is linked to. The Search hyperlink continues to be available to those with the appropriate security. When setting a provider record as an Inactive Duplicate provider that already has records linked to it, all associated records change to point to the new retained provider record. For an example, Provider C is linked to Provider B and the user decides that Provider B is a duplicate provider of Provider A. When the user sets Provider B as an inactive duplicate and links the record to Provider A, Provider C now also dynamically points to Provider A. Therefore, when completing a provider search for either Provider B or Provider C, the records indicate that the providers are duplicates and instruct the user to use Provider A. Page 23 of 179

24 Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. The Primary Language and Marital Status fields are required and cannot have a null value at time of save processing. If either of these fields is null, the user receives an error validation stating, Please enter data in the fields which are highlighted - <field name>. If numbers and/or special characters are entered into the Name field in the Alternate Contact Information group box, the user receive a save validation at time of save processing stating Alternate Contact Name can only contain letters, hyphens, and apostrophes. When there is no active Caregiver 2 identified on the Members tab and the Marital Status filed is Married Couple, Unmarried Couple, or Legally Separated, the following validation message is displayed, "One member of the family must be designated with a role of Caregiver 2 when the Provider s Marital Status is Married Couple, Unmarried Couple, or Legally Separated." When there is an active Caregiver 2 identified on the Members tab, and the Marital Status is Single Female or Single Male, the following validation message is displayed, "No family members may be designated with a role of Caregiver 2 when the Provider s Marital Status is Single Female or Single Male." Upon clicking the Save button (without selecting either the Send Reminder check box or the Completed check box), execute the save processing as follows: o Initiate standard Save processing. Display the following message, Duplicate Provider: Please use Provider Last Name, Provider First Name (no suffix/prefix/mi) (Provider ID #######). Page 24 of 179

25 Clicking the Save button (when selecting the Send Reminder check box), executes the save processing as follows: o Set the Reminder Date field to the system date o The system sends the 14-day Reminder automated message notifying the worker that the placements are closed. o The Provider Link task is set for the worker completing the linking process. - Created: When the check box is checked to send 14 day notification Name of task: Inactivate Duplicate Provider Category = Provider Type = Duplicate Display it for the duplicate provider using duplicate provider name and ID and count down immediately- Due in 14 days down to 0 days with no escalation. - Deleted: When the check box for Completed is checked. Clicking the Save button (when selecting the Completed check box), executes the save processing as follows: o Set the Completed Date field to the system date. o If the selected retained provider is an inactive provider, the system auto-sets the status to Active upon Save. o Set the Bed Capacity field to 0. o Set the Provider record to show that no children are in placement. o The active licensed and unlicensed service types should be set to "Inactive. Page 25 of 179

26 o If approved open Out of Home Placements/Services exist, end the placements as follows: Set the end reason to Duplicate Provider Clean-up. Note: The Override check box on the Service Ending page is not enabled for the Duplicate Provider Clean-up end reason. Set the Ending Purpose to Administrative Change within the Placement episode. The Is the End of This Child s Placement a Discharge from All Placements? question should default to No The Discharge Reason field should default to Null. The End date should be set to the last day of the previous month due to overpayment concerns. If the day inactivating is the last day of the month, then use that day, otherwise use the previous month. Auto-approve the page with the name of the worker inactivating the provider with the system date. If the placement begin date is > the last day of the previous month, then the system ends the placement with the End Reason of Placement Made in Error. Example: Placement Begin date: 10/10/2007 Provider Inactivation date: 10/17/2007 Set the Inactivation date to 10/10/2007 with the approval date = sys_date o If pending Out of Home Placements/Services exist: Not approve the pending work with the name of the person inactivating the provider record for reason of duplicate. Set the approval date with the system date. o If a pending Service Ending exists for an Out of Home Placements/Services: Approve the Service Ending with the name of the person inactivating the provider record for reason of duplicate ( not approve is not a valid option for Service Ending). Page 26 of 179

27 Set the Service Ending approval name to the name of the worker inactivating the provider. Set the approval date to the system date. Set the End Date to be = last day of the previous month Set the End Reason to be Duplicate Provider Clean-up. Note: The Override check box on the Service Ending page is not enabled for the Duplicate Provider Clean-up end reason. o If an approved active license exists, end the license on the Additional Licensing Actions page as follows: Set the Actions field to Close. Set the Effective Date to be the system date. Set the Reason 1 field to be Duplicate Provider Clean-up. Auto-approve the page with the name of the worker inactivating the provider and use the system date. The system sends a License Status Change automated message notifying the worker that the license was ended. The system sends a License Status Change automated message notifying the worker that the license was ended. o If a pending license exists, not approve the license on the License Approval History page as follows: Set the name to the name of the worker inactivating the provider. Set the date to the system date. The system sends a License Status Change automated message notifying the worker that the license was not approved. Placement related tasks are deleted when the Placement is ended with the reason of Duplicate Provider Cleanup similar to the functionality for Placement ending for the reason of Made in Error CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X X ADDRESS X COUNTY_PERSON_CROSS_REF X X X Page 27 of 179

28 Unified Home Study Page Navigation Page Overview To access the UHS in create, maintain, or view mode, the user clicks the Unified Home Study hyperlink in the Actions list box on the Person Provider page. A Unified Home Study popup launches. Click Create. The Unified Home Study page launches. The user access the Unified Home Study template from the Text list box on the Unified Home Study page. After documenting the appropriate information on the Unified Home Study page, the user is ready to submit the UHS for supervisory approval by clicking the Page 28 of 179

29 Approval hyperlink in the Actions list box. Once the supervisor approves the Unified Home Study page, it freezes along with the associated Unified Home Study template and is no longer editable. Page Summary The Unified Home Study page electronically documents a thorough and comprehensive family home study. Home study types include Adoption, Emergency Placement, and Initial License for Foster Home, Non-Relative Placement, Re-License, and Relative Placement. The UHS is a progressive document and the Unified Home Study template builds over time using copy-over functionality. Associating the UHS with particular FSFN case allows users instant access to the UHS from the FSFN case using the Unified Home Study hyperlink on the Outliner. However, the UHS information is view-only, not user modifiable. Only users with an assignment to the Person Provider can modify the Unified Home Study page prior to approval, at which time the UHS freezes and no longer editable. Associating a FSFN case to the UHS does not create an assignment to the FSFN case for the user creating the UHS Page Information Group Box Fields Provider ID Counselor Name Purpose of Home Study Outcome General Information Prefills from Person Provider input prefills User selected drop down; enabled and required to initially save the Unified Home Study page..user selects from adoption, emergency placement, initial license for foster home, non-relative placement, relicense or relative placement. User selects from Application Withdrawn, Approved Meets Requirements, Approved Review Comments, Denied Court Approved, Denied Criminal Disqualifier, Denied Fsfn Disqualifier, Denied Review Comments, And Recommended Page 29 of 179

30 Completed Date Completed Date is a system generated date that reflects the 'final' approval of the UHS page by the supervisor. Link Search Upon selecting 'Search', the system will launch the Worker Search page and allow the user to change the worker identified in the 'Counselor Name' field, if they are not assigned to the case, or for any other reason Background Processing If the user attempts to launch the Unified Home Study page prior to initially saving the Person Provider page, the following message displays, The Person Provider must be saved before a home study can be created <Close>. Edits on the Unified Home Study page for the Date Completed and Outcome fields are part of the approval process and required prior to submitting for supervisory approval. This allows users to save the UHS without receiving validations messages. Users only receive validation messages for these required fields when they attempt to submit this page for supervisory approval without entering data. Each time the Unified Home Study page launches, the system refreshes the Provider Notes group box to pre-fill all applicable Provider Notes associated to the Person Provider record from the Date Initiated until such time that the UHS is approved and frozen. Each time the Unified Home Study page is launched, the Demographics tab automatically refreshes to include the applicable Caregiver 1 and 2 and all applicable Additional Household Members until such time that the UHS is approved and frozen. Each time the Background Check Information tab is selected, the system automatically refreshes the tab to pre-fill with the applicable participants 12 years or older, included on the Demographics tab with Caregiver 1, Caregiver 2, and the Additional Household Members group boxes until such time that the UHS is approved and frozen. Caregiver 1 & 2, and Other Household Members, automatically refresh when relaunching the UHS if information has changed, such as correction to the name, date of birth, participant identified as Caregiver 1, 2, or Other Household Members. Page 30 of 179

31 If the user is on the Unified Home Study page and attempts to delete a Non-Household Member inserted on the Background Check Information tab, a validation message displays that the participant is included on the Background Check Information tab and must be removed before being able to remove from the UHS. Upon attempting to submit the UHS for approval, the system validates that the Home Evaluation Date Completed is documented. If not documented, the following validation message appears: You must enter a Home Evaluation Date Completed. <OK> Upon attempting to submit the UHS for approval, the system validates that the Outcome is documented. If not documented, the following validation message appears: The Outcome must be selected to submit the UHS for approval. <OK> Once the UHS has been submitted for approval to the Supervisor (or applicable user), upon attempting to approve the UHS by clicking the Approve hyperlink within the Actions section, if the Unified Home Study template has not been launched directly prior to clicking the Approve hyperlink, the following validation message appears: The Unified Home Study template must be launched directly prior to approving the UHS. <OK> o Upon clicking the OK button, the system automatically launches the template without requiring the user to manually launch the template. Upon attempting to submit the UHS for approval, the system validates that all required fields identified throughout this specification document are documented. If any required fields are not documented the following validation message appears: Please enter data in the required fields [field name]. <OK> Once supervisory approval has been granted, the Unified Home Study page, as well as the associated Unified Home Study template, becomes frozen. Page 31 of 179

32 Save Processing Save processing is initiated by clicking the Save button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. Upon initial Save, if the Home Evaluation - Date Initiated entered is a future date the following validation message appears: The Date Initiated cannot be a future date. <OK> Upon initial Save, if Purpose of Home Study or Home Evaluation Date Initiated are not documented, the following validation message appears: Please enter data in the required fields [field name]. <OK> Upon clicking Save, if the Date Completed entered is a future date the following validation message appears: The Date Completed cannot be a future date. <OK> Page 32 of 179

33 Unified Home Study Page Demographics Tab Page 33 of 179

34 Page Overview The Demographics tab of the Unified Home Study page captures the Caregiver(s), additional household members, and non-household members involved with the family. In addition, it captures any Provider Notes documented for the Provider Record after the Initiated Date on the UHS. Finally, it provides an at-a-glance view of the children currently placed with the Provider or previously placed with the Provider within the last year (from the Initiated Date ). Group Box Sub Group Box Fields Case Information Children Associated Names, DOB, Age, and Relationship to Caregiver (if any) Intake/ Investigation ID Case Information related to the associated FSFN Case (if applicable). Currently, the Case Information group box in FSFN does not capture the Relationship to Caregiver (if any) or applicable Intake/ Investigation ID. These fields will now be included within the Case Information group box. Captures the children associated with the Unified Home Study being documented (if applicable). Currently, the Children Associated group box does not identify the Relationship to Caregiver (if any) (if applicable). This will now be captured (if applicable) when the Purpose is Relative Placement. User selected drop down; enabled and required if Purpose is Relative Placement; pre-fills the Relationship to Caregiver (if any) drop down on the Out of-home Placement page when a placement is created for the specific child with this specific Provider (field is located on the Provider tab of the Out-of-Home Placement page). Captures the applicable Intake/Investigation ID.User selected drop down; enabled but not required if a case is searched and selected, otherwise disabled; displays all Intake/ Investigation IDs linked to the selected FSFN case. Page 34 of 179

35 Group Box Sub Group Box Contact Identifying Information Caregiver 1 Overall, group box that contains information for Caregiver 1 and Caregiver 2 that are documented on the Person Provider Inquiry or Person Provider page, from whichever page the Unified Home Study is created. Contains Caregiver 1 Contact Information and the Caregiver's Name is the actual label of the group box. Pre-fills and displays the "Caregiver 1" Name as Last Name Suffix, First Name Middle Name. Date of Birth Date of Birth for Caregiver 1. Viewed SSN Verification Address; City; County, State & Zip Code; Home Phone; Cell Phone; Work Phone; Fax; Address Work Schedule Primary Language; Race; Ethnicity; FL Residence Length Pre-fills with the Date of Birth from Person Management; displays as MM/DD/YYYY. Indicates if the worker viewed the SSN verification Yes/No user selection; enabled and the selection of 1 is required; no default. Demographic information. Pre-fills with the applicable information captured on the Person Management record for Caregiver 1; Address displays as a hyperlink that will launch a new using the workstation s client. Work schedule of Caregiver 1. User-entered alphanumeric text field; enabled but not required; 250 characters. Additional Demographic information. Pre-fills with the applicable information captured on the Person Management record for Caregiver 1; Address displays as a hyperlink that will launch a new using the workstation s client. Page 35 of 179

36 Sub Group Box Group Box Fields Group Box State States, other than Florida, in which Caregiver 1 has had residence. User selected drop down; enabled but not required; no default. Dates Captures begin and end dates for the Caregiver's previous State(s) of residence. User-entered date fields; enabled but not required; no default. Caregiver 2 Contains Caregiver 2 Contact Information and the Caregiver's Name is the actual label of the group box. Pre-fills and displays the "Caregiver 2" Name as Last Name, Suffix, First Name Middle Name; All fields contained within this group box pre-fill in the same manner as the Caregiver 1 group box. Home Evaluation Date Initiated Date Completed Captures the Home Evaluation Date Initiated and Home Evaluation Date Completed. Date field. System derived based on the current system date; user modifiable and required to initially save the Unified Home Study page. Date Home Evaluation Initiated is the date the worker initiated contact with the family to begin the home evaluation process. Date field. User entered; enabled but not required; no default. Date Home Evaluation Completed captures the date the user completed the home evaluation process. Evaluation Completed captures the date the user completed the home evaluation process. Provider Notes Captures provider notes for the specific provider. The Provider Notes display all notes linked to the Provider Record that were created on or after the Initiated Date captured in the Home Evaluation group box. Upon re-launching the Unified Home Study page, this section will refresh up until the Unified Home Study is approved. Page 36 of 179

37 Fields PNID Column header; hyperlink. Captures the Provider Note ID and displays it as a hyperlink that will launch the Provider Note page in view-only mode. Begin Date Displays the Contact Begin Date that is captured on the Provider Note page. Date Entered Displays the date entered that is captured on the Provider Note page. Note Category Displays the Provider Note Category captured on the Provider Note page. Note Type Displays the Provider Note Type captured on the Provider Note page. Group Box Worker Creating Note Worker Making Contact Other Household Members Displays the worker that is captured in the Worker Creating Note field on the Provider Note page. Displays the worker that is captured in the Worker Making Contact field on the Provider Note page. Captures other household members captured on the Person Provider Inquiry or Person Provider page, from whichever page the Unified Home Study is created. Other household members are persons not identified as Caregiver 1 or Caregiver 2. This section captures their name, role, race/ethnicity, gender, and their primary language; In addition, the user is able to identify if the SSN was verified or not. Text Information This includes biological children Fields Name of Member(s) Pre-fills with the name of the other household member captured on the Person Provider Inquiry or Person Provider page, whichever is applicable. Role Pre-fills with the Role documented for the household member on the Person Provider Inquiry or Person Provider page, whichever is applicable. Page 37 of 179

38 Group Box SSN Verified Race/ Ethnicity Gender Primary Language All Children Currently Placed OR Exited within 1 Year from Home Evaluation Date Initiated. Indication as to whether or not the SSN was verified. Yes or No; user selected radio button; enabled and the selection of one is required; no default. Combination of the person's race and ethnicity. Pre-fills with the Race and Ethnicity captured on the "Other Household Member's" Person Management record; displays as "Race- Ethnicity"; Furthermore, if multiple races or ethnicities are displayed, races appear, separated by semi-colons, a dash, and then ethnicities appear, separated by semi-colons. (R; R; RE; E; E). Pre-fills with the Gender captured on the "Other Household Member's" Person Management record. Primary language spoken. Pre-fills with the Primary Language captured on the "Other Household Member's" Person Management record. Displays all children that are currently in an Outof-Home Placement with this Provider or who exited their placement with this Provider within one year from the Home Evaluation Date Initiated. This group box captures the demographics for the children that are currently placed or were previously placed with this provider, whose placement was ended/ discharged within one year of the Home Evaluation Date Initiated. Text Information Other children placed in the Home (by the Department or Other Agency) Fields First Name/ Last Initial Only The name field captures the first name and last initial only for the children meeting the identified criteria. Date of Birth Child's date of birth pre-fills from Person Management; displays as MM/DD/YYYY. Page 38 of 179

39 Age Placement Type Placement Begin Date Placement end date Race Ethnicity Gender Child's age based on their Date of Birth. Pre-fills with the calculated age based on the child's Date of Birth that pre-fills from Person Management page. For children currently placed with this Provider the Service Type pre-fills with the Service Type captured n the current Out-of- Home Placement page; for children who exited placement with this particular provider within one year from the Home Evaluation Date Initiated, the Service Type captured will be from the Out of-home Placement that was ended/ discharged from this particular provider. Pre-fills with the Placement Begin Date captured on the Out-of-Placement page for either the child's current placement OR the child's most recent placement that was ended/discharged, whichever is applicable. For children currently placed with this Provider the Placement End Date pre-fills with the Placement End Date captured on the current Outof-Home Placement page; for children who exited placement with this particular provider within one year from the Home Evaluation Date Initiated, the Placement End Date captured will be from the Out-of-Home Placement that was ended/ discharged from this particular provider. Pre-fills with the child's race captured on Person Management; if multiple races are captured, each appears and is separated by a semi-colon. Pre-fills with the child's race captured on Person Management page; if multiple ethnicities are captured, each appears and is separated by a semi-colon. Pre-fills with the child's gender captured on Person Management page. Page 39 of 179

40 Group Box Primary Language Client Characteristics Non- Household Members Pre-fills with the child's primary language captured on Person Management page. Indication if client characteristics are available on Person Management. Pre-fills with a Y or N indicator based on whether characteristics are available on the child's Person Management record - Additional tab. Captures all non-household members that may or may not require a background check completed for purposes of the Unified Home Study being documented and ARE persons in FSFN. Note that background checks on Non-Household Members are at the discretion of the Department. Fields Name Captures the name of the non-household member identified on the Person Provider Inquiry or Person Provider page, whichever is applicable. Date of Birth Captures the date of birth of the non-household member from Person Management; displays as MM/DD/YYYY. Address Captures the address for the non-household member from Person Management page. Home Phone Captures the home phone for the non-household member from Person Management page. Cell phone Captures the cell phone for the non-household member from Person Management page. Action Delete Provides the ability to delete an incorrectly inserted person. Clicking the delete hyperlink will remove the person from the group box and removal will be saved once the user successfully saves the Unified Home Study page after having deleted the person. Page 40 of 179

41 Button Insert Launches the Participant Select popup page. Upon clicking the Insert button, the system will launch the Participant Select popup page that contains all persons identified within the Non- Household Members group box on the Person Provider Inquiry or Person Provider page, whichever is applicable; each person displayed will have an associated check box for multiselection. The Home Evaluation Initiated Date, Home Evaluation Completed Date, and the overall Completed Date are used in conjunction with the Date of Initial Inquiry into becoming a Foster/ Adoptive Parent, captured on Person Provider Inquiry, to track and report time frames associated with the licensing process from the initial inquiry to licensure approval. The Home Evaluation Initiated Date is required when creating the Unified Home Study page in order to save the page. The Home Evaluation Completed Date is required for submitting for approval. The system runs an edit to ensure that the Home Evaluation Completed Date is entered. On the Demographics tab, the values for Relationship to Caregiver (if any) field are consistent with those currently captured in the Relationship to Caregiver drop down on the Provider tab of the Out-of-Home Placement page. If the value is available, the field on the Out of Home Placement page pre-fills from the UHS when the particular child is placed with this specific Provider. The Provider Notes section provides the user with easy access to all Provider Notes that have been created on or after the Initiated Date for the Provider. For Non-Household Members, who need to be included on the UHS, the user is able to insert them on the associated Person Provider Inquiry page or Person Provider page Page Information Background Processing N/A Page 41 of 179

42 Save Processing N/A Unified Home Study Participant Select Pop-up Page Page Overview The Participant Select pop-up page (for Non-Household Members) displays the non-household members associated with the Person Provider page. Participant Select pop-up page launches from the Demographics tab on the Unified Home Study page by clicking the Insert button in the Non-Household Members group box. The system displays all non-household members not included already within the Non-Household Members group box. Each member listed has a check box. The user can select one or more check boxes and these members are added to the Non-Household Members group box after clicking Continue and returning to the Unified Home Study page. Page 42 of 179

43 POP-UP Page Group Box Page Information Participant Select Pop-Up Participant Selection Provides the user with the ability to add Non-Household Members to the Unified Home Study, if applicable. The Participant Select pop-up page is launched from the Non-Household Members group box on the Demographics tab by clicking the Insert button. When the Participant Select pop-up page is launched from the Unified Home Study page, the system displays all Non-Household Members documented on the Members tab of the Person Provider Inquiry or Person Provider page, whichever is applicable, and who are not already included in the group box on the Unified Home Study page. Contains a list of Non-Household Members captured on the Person Provider Inquiry or Person Provider page. Continue button is enabled only when at least one check box is selected. Fields Select Check box for specific Non-Household Member. Enabled; not defaulted Multiple check boxes can be selected. At least one selected check box is required to enable the Continue button. Participant Name Displays names of Non-Household Members associated with the Person Provider Inquiry or Person Provider page. Text display. Format: Last Name Suffix, First Name Middle Name Non-Household Members display in alphabetical order by Last Name and Suffix, then First Name, then Middle Name. Page 43 of 179

44 Date of Birth Displays Date of Birth of the Non-Household Member. Date Display (MM/DD/YYYY) Display: plain black text. System derived from the Person Management page for the identified Non-Household Member. No date displays if not captured on Person Management page. Age Displays the members age. Numeric, Display plain black text. System derived based on the documented Date of Birth; if no date of birth is documented, but an Estimated Age is documented on Person Management page, column displays the Estimated Age. If no Date of Birth or Estimated Age, field is blank. Buttons Continue User returns to the Unified Home Study Page after selecting one or more Non-Household Members. Enabled only when at least one check box is selected. Upon selecting, system returns the user to the Unified Home Study Page and inserts a row for every member selected into the group box from which it was launched. Close Closes page without creating a new row within the applicable group box. Upon selecting, system returns the user to the Unified Home Study Page and does not insert a row into the group box from which it was launched Background Processing N/A Page 44 of 179

45 Save Processing N/A Page 45 of 179

46 Unified Home Study Prior Intakes and Investigations/Referrals Tab Page Overview The Prior Intakes and Investigations/Referrals tab documents historical Intakes and Investigations/Referrals involving persons included in the current UHS. Selecting this tab on the Unified Home Study page refreshes the page to update the latest information on participants. Prior Intakes and Prior Investigations/Referrals have their own group box on the tab to address those intakes that have no link to an investigation. Some intakes that are Screened Out do not have an association to an investigation. Prior to FSFN, investigations were documented in Home Safe Network (HSn) separately from Intakes, and had no conversion to FSFN. The Prior Investigations/Referrals field provides a link to access the HSn repository and pulls the information into a Word document. Users see the history for Caregiver 1 and Caregiver 2, Other Household Members, and Non-Household Members included on the Demographics tab. Page 46 of 179

47 Tab Page Information Prior Intakes and Investigations/Referrals Captures all Prior Intakes and Investigations/Referrals for Caregiver 1, Caregiver 2, Other Household Members and Non-Household Members (Potential Background Checks) captured on the Demographics tab; note that this tab works in the same manner as that which is on the Intake and Investigation/Special Conditions Referral pages relative to Investigations that were not converted from FAHIS. Prior Intakes Group Box Fields Date Column header; pre-filled plain numerical text. Displays the Intake Received Date, not including the Time. Intake Number Intake Name Intake Type Screening Decision Case ID Finding Column header; prefilled plain text. Displays the Intake Number of the Intake page. Column header; prefilled plain text. Displays the Intake Name selected on the Intake page. Column header; prefilled plain text. Displays the type of Intake (Adult, Child, or Special Conditions). Column header; prefilled plain text. Displays the screening decision documented on the Intake page. Column header; pre-filled plain numerical text. Displays the Case ID of the linked FSFN Case. Column header; pre-filled plain text. Displays the most serious finding amongst all maltreatments captured on the Intakes associated Investigation. Page 47 of 179

48 Group Box Investigative Sub-Type Worker Safety Concerns Special Handling Action Column header; pre-filled plain text. Displays the Investigative Sub-Type of the Intake. Column header; pre-filled plain text. Displays a Y or N if Worker Safety Concerns were flagged on the Intake page. Column header; pre-filled plain text. Displays a Y or N if the Special Handling check box is selected on the Intake page. Column header; hyperlink. Clicking the View hyperlink will launch the associated Intake page in view-only mode. Prior Investigations/ Referrals Special Handling Column header; pre-filled plain text. Displays a Y or N if the Special Handling check box is selected on the Intake page. Fields Intake Number Column header; pre-filled plain numerical text. Displays the Intake Number of the Intake linked to the Investigation. Case Name Column header; pre-filled plain text. Displays the Case Name of the linked FSFN Case. Case ID Column header; pre-filled plain text. Displays the Case ID of the linked FSFN Case. Intake Type Column header; pre-filled plain text. Displays the type of Intake (Adult, Child, or Special Conditions). Investigative Sub Type Column header; pre-filled plain text. Displays the Investigative Sub-Type of the Investigation. Finding Column header; pre-filled plain text. Displays the most serious finding amongst all maltreatments captured on Page 48 of 179

49 Status Date Closed Special Handling Action the Investigation page, if applicable. Column header; pre-filled plain text. Displays the status of the Investigation/Special Conditions Referrals. Column header; pre-filled plain text. Displays the date the Investigation/Special Conditions Referral was closed, if applicable. Column header; pre-filled plain text. Displays a Y or N based on if the Special Handling check box is selected on the Investigation page. Column header; hyperlink. Clicking the View hyperlink will launch the associated Investigation/Special Conditions Referral page Background Processing Upon selecting the Prior Intakes and Investigations/Referrals tab, the system automatically refreshes to update applicable information for those persons identified as Caregiver 1, Caregiver 2, Other Household Members, and Non- Household Members included on the Demographics tab Save Processing N/A Security If the user does not have the security to view Special Handling for Prior Intakes or Prior Investigations, the View hyperlink is not available. Page 49 of 179

50 Unified Home Study - Background Check Information Tab Page Overview Participants documented as Caregiver 1, Caregiver 2, if applicable, any participant captured as an Other Household Member or Non-Household Member who are 12 years or older pre-fill the Background Check Information tab. Background checks for non-household members are at the discretion of DCF. The Insert button allows the user to pull in non-household members who do not automatically pre-fill the Criminal Background Check Request group box. Certain pieces of data that are necessary for processing background checks are not required when submitting the request. The system will verify the data is captured and only once the validations are met will the Emergency Placement validation prompt be displayed. Once the page is refreshed/re-launched, updates made to participant records in FSFN update the UHS. Page 50 of 179

51 After manually inserting a participant on the Background Check Information tab, the user is able to delete the inserted person. The Delete hyperlink for that participant is available until the user submits the background check request. When the background check is completed and a completion date is captured in FSFN, a View hyperlink displays for each participant in the Completed Background Checks group box. The information is available for viewing for 72 hours, at which point the information is purged and no longer available or displayed. The Last Background Check column reflects the date the last check was completed system wide. Tab Group Box Radio Buttons Page Information Background Provides the user with the ability to request Check background checks, document fingerprint Information results, view completed background checks and document any additional background checks completed and any clearance issues. Criminal Background Check Request Request Type Pre-fills with ALL persons captured on the Demographics tab which are 12 years or older that are either the Caregiver 1,or Caregiver 2 or Other Household Members ; each time the Unified Home Study is launched the system will refresh to include any additional persons that meet this criteria. Radio button to identify the applicable type of purpose for the request - Emergency Placement or Planned Placement; currently captured in FSFN on the Unified Home Study pop-up page. Page 51 of 179

52 Fields Background Check? Name Age Last Background Check Column header; check box. Upon selecting the check box and clicking the Background Check Request button, the selected member name will be added to list of background check requests; the background check will be screened only upon selecting the Background Check checkbox and clicking the Request Background Check button; once the Background Check is requested the Status of the Request is Pending and the check box for that participant is disabled and grayed out; once the Background Check is completed the check box will become enabled once again and the Status of the Request is Complete. Plain text; pre-filled. The system will pre-fill the name of the person meeting the identified criteria or which was added via the Insert button. Column header; numerical. The system will pre-fill the age of the person meeting the identified criteria, which is calculated from the Date of Birth on Person Management page, or which was added via the Insert button. Column header; prefilled. Date on which the last background check was completed for the member system wide, based on the Person ID; system derived. Page 52 of 179

53 Local Effective Date Fingerprint Results Received Date Received Fingerprint Status Column header; prefilled. Date the last Local check expires. System derived from the Local Effective Date captured on the Background Screening pop-up page associated with the Person Provider page, if applicable; system runs an edit that checks to see that the person (by Person ID) has a Local Background Check Date that is within a year from the current system date when they are submitting for approval. If not the system throws a validation message. The field will not pre-fill if the Unified Home Study is created for the Person Provider Inquiry page because the Person Provider Inquiry page does not have the Background Screening pop-up. Therefore, the edit check about the Local date field being within a year of the Initiate Date will not be enforced when the Unified Home Study is created from the Person Provider Inquiry page. Column header; radio button. Yes and No radio button; user selected; enabled and required; no default. Column header; date field. Date the fingerprint results were received, if applicable; enabled and required if Yes is selected to Fingerprint Results Received; no default; date cannot be a future date. Column header; drop down. User-selected drop down; enabled and required if No to Fingerprint Results Received; no default. Page 53 of 179

54 Action Hyperlink Column displays a Delete hyperlink to remove rows that were manually inserted in error. The Delete hyperlink only displays for those rows manually inserted by the user; Delete hyperlink does not display for rows automatically populated by the system. Upon clicking the Delete hyperlink, a validation prompt is displayed asking if the user is sure they want to delete the selected row. If yes, the inserted row is removed; if no, the user is returned to the Unified Home Study page and the row is not removed. Only once the user successfully saves the Unified Home Study page, after having removed the row, will the row be removed from the database; the Delete hyperlink is no longer displayed once the Unified Home Study is approved and becomes disabled. Buttons Insert The Insert button allows the user to pull in those members who do not automatically prefill, and request background checks for those persons; Background checks for nonhousehold members are at the discretion of the Department but will pre-fill within the group box for selection if 12 years or older; the Insert button launches the Participant Select pop-up page to select any additional persons that do not meet the identified criteria for pre-filling; each person is displayed with an associated check box to allow for multi-selection on the Participant Select Pop-Up Page. Request Background Check Submits the request for the background check. Upon selecting the check box for a person displayed and clicking the Request Background Check button, the request will be submitted and have a Status of Pending ; this is consistent with existing FSFN functionality. Submission occurs after system messages appear. Page 54 of 179

55 Group Box Fields Criminal Background Checks Completed Information Name Action Additional background checks not listed above [include name of check, (e.g., driving record, civil court) name of individual s screened and date of results Clearance Issues Captures completed background checks. Displays all background checks that have been completed within the last 72 hours, as with current functionality; the View hyperlink launches the Background Screening pop-up page to access the applicable background check information; after 72 hours the information is purged as with current functionality. Criminal Records have been checked by the caregiver(s), all adults and other persons living in the home as required. This may also include background checks for other individuals who may have supervised contact with the child(ren). Alphanumeric narrative text field; enabled but not required; 1500 characters. Captures the details of any additional background checks completed. Alphanumeric narrative text field; enabled but not required; 1500 characters. Captures any clearance issues Background Processing If there are unsaved changes on the page and the user clicks the Request Background Page 55 of 179

56 Check button, the user prompted to save the page with this message Please save the page. with a Close button. When the user clicks Close, the changes are not saved and the worker returns to the Unified Home Study page. The Background Check Request button is only enabled after at least one check box has been checked in the Background Check Request group box. Clicking this button places the participant s name on the Background Check Listing page. When the user clicks Close, the worker returns to the Unified Home Study page. When the Background Check Request is clicked and the Emergency Placement radio button is selected, the user receives this message: o Do you certify that the following statements are correct? o The child is being placed as a relative placement. o Urgent/exigent circumstances exist for this child. o Placement will be made within the next 72 hours. o The requestor understands that if placement is made, fingerprints of the person being checked (including biological parents) need to be submitted to FDLE the next business day. (DCF considers fingerprints late after 10 days from the name based check. FDLE will consider the placement in violation after 15 days). Followed by Yes/No buttons. If Yes is selected, the background check requests for selected participants are created and request rows will be present in the Background Request Listing page. The page refreshes and the Request Background Checks button is disabled. The Request Background Check button is enabled if additional participant(s) are selected or additional participants are added to the Person Provider Inquiry page. If No is selected the worker returns to the Unified Home Study page and no changes are saved and a background request is not generated for this child. When the Request Background Check is clicked and the Planned Placement radio button is selected the user receives this message Do you certify that the following statements correct? Page 56 of 179

57 o The reason for this request is not for the purpose of: Judicial Review, Adoption, Visitation, Baby-Sitter, Respite, or Licensing. o The requestor understands that if placement is made fingerprints of the person being checked (including biological parents) need to be submitted to FDLE? Followed by Yes/No buttons. - If Yes is selected the background check requests for selected participants are created and request rows are present in the background request listing page. - If No is selected the worker will be returned to the Unified Home Study page and no changes are saved and a background request is not generated for this child. When the user clicks the Background Check Request button, the background check is submitted to the Background Requesting Listing page, and the user receives this message Background Checks for the selected participants have been requested. Upon clicking the Request Background Check button, prior to displaying the Emergency Placement pop-up page, FSFN will run edit checks to ensure the following data exists: Participant has a Date of Birth documented Estimated Age is not sufficient to meet this validation. A Date of Birth must be documented. County is documented on Caregiver 1 s Person Management record for the current Primary Residence. NOTE: Per the current design, the County pre-fills with the County from the Maintain Case page if the Background Check is requested from either Maintain Case or the Child or Adult Investigation pages. The County pre-fills from Caregiver 1 if the Background Check is requested from either Person Provider Inquiry or Person Provider pages. Case ID is stored in the database NOTE: Per the current design, if the Background Check is requested from Person Provider Inquiry or Person Provider, this field is blank. Therefore, Page 57 of 179

58 this edit will not be enforced when requesting a background check from the Unified Home Study page whether it is launched from Person Provider Inquiry or Person Provider. o If the Date of Birth or County edit is not met, the following validation message is displayed: - <Caregiver 1> must have a <item name> in order to submit a Background Check - Request. Please make the necessary updates. <OK> Upon selecting the OK button the user is returned to the Unified Home Study page, Background Check Information Tab and the request is not submitted. o Soft edit to verify that the participant has a Social Security Number or Citizenship ID documented on Person Management. Therefore, if a Social Security Number does not exist but a Citizenship ID does, the edit is met. - If the participant does not have a Social Security Number or Citizenship ID documented, the following reminder message will display: A Social Security Number is not required; however, it is strongly encouraged in order to retrieve the most accurate results as possible. If known, please document the Social Security Number on the Basic Tab of Person Management. Do you wish to continue without documenting the Social Security Number? <Yes><No> - If Yes is selected, the request will be submitted, message closed, and user returned to the base page. - If No is selected, the request will not be submitted, message closed, and user returned to the base page. o For order of messages, the hard edits will be checked and if not all have been met, the applicable validation message will be displayed. Only if all the hard edits have been met will the system run the soft edit identified directly above. Regardless of where the Background Check Request is submitted from, the edits should be enforced from a single source. Page 58 of 179

59 Save Processing N/A Security If the user does not have the security to access the Background Screenings pop-up page, an error message displays when clicking the View hyperlink. Page 59 of 179

60 Background Screening Popup Page Page Overview This page launches in view-only mode when the user selects the View hyperlink on the Background Check Information tab. The user must have the appropriate security to access the Background Screening pop-up page. Page 60 of 179

61 Footnote Label Page Information 1 Background Screening pop-up Tab Group Box N/A N/A Description Type/Attributes Background Screening Pop-up page Business Rules Consistent with existing FSFN functionality; no changes Background Processing N/A Save Processing N/A Security If the user does not have the security to access the Background Screenings pop-up page, an error message displays when clicking the View hyperlink. Page 61 of 179

62 Unified Home Study Page Financial Security, Resources and Child Care Arrangement Tab Page 62 of 179

63 Page Overview The Financial Security, Resources and Child Care Arrangement tab documents the financial demographics for Caregiver 1 and Caregiver 2, if applicable, as well as any financial barriers the caregivers may have in providing for the child(ren). The system prefills the names of Caregiver 1 and Caregiver 2 from the Person Provider page. If there is only one caregiver, the Caregiver 2 section disables the fields on the tab. The system enables and requires the data for Caregiver 2 if identifying a Caregiver 2 on the Person Provider page Page Information Tab Financial Security, Resources, and Child Care Arrangement Captures the financial information for the identified caregivers; Caregiver 2 field will be disabled if there is no Caregiver 2. For all information captured on this tab, all fields are enabled and required for all purposes for which all the fields on this tab are enabled but not required. Group Box Finance Breakdown Caregiver 2 will only be enabled and required if there is an existing Caregiver 2 identified on the associated Person Provider Inquiry or Person Provider page, whichever page the Unified Home Study is created from. Page 63 of 179

64 Expando Caregiver 1 Pre-fills the name of Caregiver 1 identified on the Person Provider Inquiry or Person Provider page, whichever is applicable. Fields 1a.Current Employer Narrative text field. Current employee name for Caregiver 1; Alphanumeric text field; user entered; 500 characters. 2a.Employer s Address Narrative text field. Current employer s address for Caregiver 1; Alphanumeric text field; user entered; 500 characters. 3a.Length of current employment Numeric text field. Number of years and/ or months with the identified current employer; user entered; numeric text field; 2 characters 4a.Hours and Shifts Worked 5a.Net Monthly Salary (after taxes): (if paid weekly or bi-weekly, calculate into monthly amount) 6a.Additional Monthly Support or Income Narrative text field. Alphanumeric text field; user entered; 500 characters. Numeric/dollar amount text field; user entered; 10 characters; allows for cents and no limit on amount which can be entered. 6 Numeric text fields labeled as displayed. Numeric/dollar amount text fields; user entered; 10 characters; allows for cents and no limit on amount which can be entered. Page 64 of 179

65 Total Monthly Support or Income Plain text; prefilled. Combined total monthly support or income. System calculated total of the following fields: Net Monthly Salary + Social Security Benefits + Retirement Benefits + Temporary Cash Assistance + Disability Benefits + Adoption Subsidy + Other. Expando Caregiver 2 Pre-fills the name of Caregiver 2 identified on the Person Provider Inquiry or Person Provider page, whichever is applicable; the information contained within this tab is identical to what is captured above for Caregiver 1. Combined Monthly Income Combined income for Caregiver 1 and Caregiver 2, Plain text; numerical. System calculated total for Caregiver 1 and Caregiver 2 for Total Monthly Support or Income (Caregiver 1) + Total Monthly Support or Income (Caregiver 2). Monthly Expenses 8 Numeric text fields labeled as displayed. Numeric/dollar amount text field; user entered; 10 characters; allows for cents and no limit on amount which can be entered. Page 65 of 179

66 Group Box Other Bills (list) Type of Bill Amount User-entered alphanumeric text field; enabled and required once a row is inserted; 250 characters. Text field. User-entered alphanumeric text field; enabled and required once a row is inserted; 250 characters. Amount for bill. Numeric/dollar amount text field; user entered; 10 characters; allows for cents and no limit on amount which can be entered. Hyperlink Action Provides the ability to delete a row inserted in error. Upon selecting delete, the system will remove the associated row; the row will be successfully deleted once the Unified Home Study page is successfully saved after having deleted the row. Button Insert Inserts a new row within the Other Bills (list) group box. Upon selecting the Insert button, a new row is inserted and both fields enabled and required. Total Monthly Expenses Plain text; system calculated. The system calculates the total monthly expenses, including those inserted within the Other Bills (list) group box. Page 66 of 179

67 Net Monthly Income Plain text; system calculated. The system will calculate the Net Monthly Income by calculated Combined Monthly Income - Total Monthly Expenses. Group Box Family Situation This section documents any financial barriers and identifies assistance that can be provided to the caregivers; the purpose is to identify and assess the financial strengths/needs of the family. 1. Does the family have sufficient funds to support their current expenses? 2. Will child care or after-school care be needed? 3. What new expenses are anticipated for the child(ren) to be placed in the home? 4. Will the family be able to provide sufficient care for children to be placed in the home without causing financial hardship for the family? Radio button. Yes or No user selection; no default. Radio button; narrative text field. Yes or No user selection; no default; associated text field is user entered; enabled and required regardless of Yes or No response (note how the tab functions overall); 5k characters. Narrative text field. User entered; enabled and required; alphanumeric text field; 5k characters. Narrative text field. Yes or No user selection; no default; associated text field is user entered; enabled and required regardless of Yes or No response (note how the tab functions overall); 5k characters. Page 67 of 179

68 5. Does the family want to be referred for determining eligibility for assistance programs? 6. What services will the family need in order to help ensure placement stability? (List all) 7. Is the family willing to adopt this child without subsidy? Radio button. Yes or No user selection; no default. Narrative text field. User entered; enabled and required; alphanumeric text field; 5k characters. Radio button. Yes or No user selection; no default Background Processing Upon clicking Save, the system automatically calculates the Total Monthly Support or Income; Combined Monthly Income; Total Monthly Expenses and Net Monthly Income based on the logic identified in the table above for each of the specified fields Save Processing N/A Page 68 of 179

69 Narrative Family Assessment Tab (Partial View 1) Page 69 of 179

70 (Partial View 2) Page 70 of 179

71 Page Overview The Narrative Family Assessment tab captures the assessment of the caregiver(s), the physical home, and educational environment, as it relates to the stability of family environment Page Information Tab Narrative Family Assessment Captures the counselor s assessment of the caregiver(s) and the family environment. Group Box Information Assess Caregiver(s) The purpose of this section is to assess the caregiver(s) ability to provide a safe and nurturing environment in accordance with licensing requirements and the Partnership Plan for Children in Out-of- Home Care Fields 1: Explain how any current or past experiences with child abuse or neglect, alcohol and/or substance abuse, alcohol and/or substance abuse treatment, or domestic violence may impede the caregiver(s) ability to meet the expectations set out in the Partnership plan in caring for a child. 2: Explain any health or mental health conditions, including medications(s), that may interfere with the caregiver(s) ability to meet the expectations set out in the Partnership Plan Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. 3: Explain how the caregiver(s) will Narrative text field. Page 71 of 179

72 participate in a professional team supporting the child by: a) Sharing necessary information with other professionals on the team and maintaining the confidentiality of the child and caregiver as required by law, regulation, and professional ethics. b) Participating in planning activities, court hearings, staffing, and other key meetings. 4: Explain how the caregiver(s) are willing and able to make a loving commitment to the child (ren) s safety and well-being by: a) providing appropriate supervision and positive methods of discipline. b) Encouraging the child in his/her strengths, and respecting the child s individuality and like and dislikes. c) Providing opportunities to develop the child s interests and skills. d) Maintaining awareness of the impact of trauma on behavior. e) Involving the child in family and community activities. f) Providing transportation to school, child care, extracurricular activities, etc. g) ensuring the child s safety by employing appropriate physical safety measures, including in the household, for transportation, and with pets. 5: Explain how the caregiver(s) are willing and able to: a) respect and honor any child s special, physical, or psychological needs. b) meet any child s special, c) adapt to and support any child s individual situation, including sexual orientation and family relationships. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Information: If the caregiving family s religion, culture, or other factors will impair their ability to meet the needs of any Page 72 of 179

73 6: Explain how the caregiver(s) are willing and able to commit to maintaining any child they accept in their home until such time as it is in the child s best interest to leave the home. 7: Explain how the caregiver will address challenges in caring for any child, including available supports and resources. These challenges may include fire setting, sexual reactive behaviors, mental health, substance abuse, etc. and may potentially require a safety plan. 8: Explain how the caregiver(s) are willing and able, in appropriate circumstances, to participate in transition planning for any child, as well as maintaining a relationship with the child after he or she leaves the home. 9: Explain how the caregiver(s) are willing and able to assist the biological caregivers in improving their ability to care for and protect their children and to provide continuity for the child after reunification. 10: Explain how the caregiver(s) are willing and able to assist any child in family time/visitation and other forms of communication with family members when appropriate. 11: Explain how the caregiver(s) will: a) maintain records that are important to any child, please explain what the family s limitations are, and how limitations could impact any child placed in their home. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; Page 73 of 179

74 child s well-being including child resource records, medical records, school records, photographs, and records of special events. b) Ensure that these records are made available to other partners in the child welfare system and to the child and family, as appropriate. 12. Explain how the caregiver(s) are willing and able to advocate for children in their care as needed with the child welfare system, the court, and community agencies, including schools, child care, health and mental health providers, and employers. Describe previous parenting experience, if applicable. 13: Explain how the caregiver(s) are willing and able to participate fully in any child s medical, psychological, and dental care, including providing transportation to, attending appointments and communicating with professionals. 14: Explain how the caregiver(s) are willing and able to support any child s school success by: a) participating in school activities and meetings, including disciplinary and/or IEP (Individualized Education Plan) meetings. b) Assisting with school assignments, supporting tutoring programs, meeting with teachers and working with an educational surrogate if one has been appointed and encouraging the child s participation in extra-curricular activities. c) For any child who has a disability, or is suspected of having a disability, to attend Educational Surrogate Parent training, if needed or recommended by the court; and thereafter advocate for the child(ren) in the school system. alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Page 74 of 179

75 d) Maintaining the children in the school of origin, if it is in the child(ren) s best interest to do so. e) Maintaining the child(ren) in the school of origin until an appropriate grading break in the academic year, if not possible or not in the child(ren) s best interest to remain in the school of origin for the remainder of the school year. Group Box Motivation Motivation information. Plain Text. Field Motivation information Narrative text field. User entered; alphanumeric text field; enabled and required; 5k characters. Describe the motivation to foster, adopt, or be approved as a relative/nonrelative caregiver. Give details of participation in preservice training. If this is for placement of a specific child, describe any prior knowledge/relationship that exists between the child and caregiver. If two parent household, address both caregivers mutual desire to care for the child. Group Box Education and Employment Education and Employment Page 75 of 179

76 information. Plain Text. Field Education and Employment information Narrative text field. User entered; alphanumeric text field; enabled and required; 10k characters. Briefly describe/discuss education and employment history as it relates to placement and stability. Group Box Family Life Family Life information. Plain Text. Field Family Life information Narrative text field. User entered; alphanumeric text field; enabled and required; 5k characters. Describe/discuss relations between household members and extended family and friends. Identify the family s formal and informal support systems, including current and anticipated child care arrangements. Describe the family s cultural and religious beliefs and their willingness to accommodate children Page 76 of 179

77 of different faiths, beliefs, ethnicities, and/or cultures. Describe attitudes towards children and parents involved in the child welfare system. Discuss each child separately, including developmental history, issues, personality, health, education level, special needs, and behavioral challenges. In addition, describe/discuss the adjustment and integration of children previously adopted by or placed with the family. Discuss with all family members any failed placements in terms of the cause, resolution, and any differences or changes that will be made as a result of lessons learned. Group Box Physical Environment Physical Environment information. Plain Text. Physical Environment information Narrative text field. User entered; alphanumeric text field; enabled and required; 5k characters. Discuss the physical Page 77 of 179

78 environment, including a description of the home; address the interior, exterior, number of rooms, etc., sleeping arrangements, and accommodations for child(ren) s personal belongings. Are there any changes needed in order to accommodate child(ren)? Background Processing N/A Save Processing N/A Page 78 of 179

79 Unified Home Study - Attachments to the Unified Home Study Tab Page 79 of 179

80 Page Overview The Attachments to the Unified Home Study tab documents the attachments included with the UHS that are in printed form and external to the UHS and/ or FSFN. The user selects the Attached radio button if there is an attachment. If the user selects Not Attached, the Reason narrative text field becomes enabled and required. Tab Page Information Attachments to the Unified Home Study Group Attachments Physical Environment information. Plain Text. Box Field Attachment The user indicates the attachments as being included with the Unified Home Study that will be printed external to the Unified Home Study and/or FSFN. The user selects the Attached radio button if there is an attachment. If the user selects Not Attached, the Reason narrative text field is enabled and required; otherwise, Reason is disabled Background Processing N/A Save Processing N/A Page 80 of 179

81 Pop-up Page Parent Agency History Page Overview Note: The page opens in view mode for non-assigned users. The Parent Agency History pop-up page documents the provider s Parent Agency history. To view, add, or change Parent Agency information, the assigned user clicks the Parent Agency History hyperlink from the Actions list box. This launches the Parent Agency History page (illustrated above). The user at this point can view the Parent Agency History, including the following fields: Parent Agency ID Parent Agency Name Start Date End Date Date Entered Page 81 of 179

82 In addition to this information, the Provider Name and the Provider ID are viewable in the Person Provider Information group box. The assigned user selects the Insert button to launch the Provider Search. Note: The Parent Agency must be in the system in order to be returned during the data retrieval Provider Search. If the Parent Agency does not exist, the user needs to exit the search and Parent Agency History page, and then create the provider that becomes the Parent Agency. Assuming the Parent Agency exists, the search returns the provider, and the user selects the radio button to the left of the appropriate provider record. After pressing the Continue button on the Provider Search page, the system returns the Parent Agency information back to the Parent Agency History page in a new row. The user enters the Start Date of the new Parent Agency and the End Date of the old Parent Agency. The user can backdate the Start Date of the new Parent Agency if needed. However, the Start Date of the new Parent Agency must be equal to or greater than the End Date of the previous Parent Agency. There cannot be a gap in the End Date of the previous Parent Agency and the new Parent Agency. If the user enters a future date in the Start Date of the new Parent Agency, they receive a message informing them that Start Date cannot be greater than today s date. In the event that the Provider is ending a relationship with a Parent Agency, the user would select the Parent Agency History pop-up page and complete the ending date field for the old Parent Agency. The user would search for, and assign the provider as his or her own Parent Agency Page Information Group Box Fields Provider Name Name of the provider; System derived from Person Provider page; Displays as Last, suffix, First, Middle Initial not user editable. Person Provider Information Page 82 of 179

83 Group Box Fields Provider ID Parent Agency ID Parent Agency Name Start Date End Date The unique ID number assigned to the specific Person Provider; System derived from Person Provider page; not user editable. Parent Agency History The unique ID number assigned to the Provider; This is the ID of the provider assigned as the Parent Agency; System derived from record selected on the Provider Search page; not user editable; Defaults to the Person Provider s ID upon final screening in of the Person Provider Inquiry record. The name of the Parent Agency assigned to the Person Provider; System derived from record selected on the Provider Search page; not user editable; Defaults to the Person Provider s name upon final screening in of the Person Provider Inquiry record. The date when the Parent Agency begins its association with the Person Provider; User-entered date field for assigned users prior to initial save processing; required; Defaults to 00/00/0000. The date when the Parent Agency ends its association with the Person Provider; User-entered date field for an old Parent Agency record; not required until new Parent Agency record is inserted; Defaults to 00/00/0000. Date Entered Date that the Parent Agency record is inserted into the Parent Agency History page; System generated date; not user editable; Defaults to the date record entered into the system. Buttons Insert Launches the Provider Search page. The button is disabled for non-assigned users. Continue Returns the user to the Person Provider page with the new information on the Parent Agency page. Close Standard Close processing Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider. When pressing the Insert button, the Provider Search page opens. After searching for and selecting a provider on the Provider Search page, the user selects the Continue button. The selected provider information is returned to the Parent Agency History page in a new record in the Parent Agency History group box. Page 83 of 179

84 If a user has returned a new provider to the Parent Agency History page and presses the Insert button again, the user receives an error message Please enter Start Date for the New Parent Agency. Pressing the Continue button on the Parent Agency History page does not commit the newly entered data to the database. When the user clicks Continue, business validations display. If the entered information passes all business validations, the Parent Agency History page closes and the user navigate to the Person Provider page, Home tab. If a user returns a new provider to the Parent Agency History page and presses the Continue button, the user receives an error message Please enter Start Date for the New Parent Agency. If a user has returned a new provider to the Parent Agency History page, enters a Start Date that is greater than current system date, and presses the Continue button, the user receives an error message Start Date cannot be greater than Today s date. If a user has returned a new provider to the Parent Agency History page, does not enter an End date for the old parent agency record, and presses the Continue button, the user receives an error message Please enter the End Date for the last Parent Agency. If a user has returned a new provider to the Parent Agency History page, enters an End Date that is less than the Start Date for the old parent agency record, and presses the Continue button, the user receives an error message The End Date should be greater than or equal to the Start Date for the Previous Parent Agency. The Start Date of the new Parent Agency must be equal to or greater than the End Date of the previous Parent Agency. There cannot be a gap in the End Date of the previous Parent Agency and the Start Date of the new Parent Agency If a user has returned a new provider to the Parent Agency History page, enters valid dates, and presses the Continue button, the user returns to the Person Provider page. The Parent Agency field on the Home tab updates with the new Parent Agency name. Page 84 of 179

85 The provider name displays using the format of Last, suffix, First, Middle Initial Save Processing Save processing for the Parent Agency History page is conducted on the Person Provider page. After entering information on the Parent Agency History page and pressing the Continue button, the user is navigated to the Person Provider page, Home tab. On save processing on the Person Provider page, changes made on the Parent Agency History page are committed to the database. On save processing from the Person Provider page, the id_bsns in the following tables are updated to reflect the new parent agency: PARENT_AGENCY (new record is created), PROVIDER_ORG, PROVIDER_PART, PROVIDER_PART_STAT, PROVIDER_SERVICE, PROVIDER_CHAR, LICENSE, PROVIDER_TRAINING, PRVD_SRVC_LCNS, and PRVD_SRVC_RATE CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X X PARENT_AGENCY X X X PROVIDER_PART X PROVIDER_PART_STAT X PROVIDER_SERVICE X PROVIDER_CHAR X LICENSE X PROVIDER_TRAINING X PRVD_SRVC_LCNS X PRVD_SRVC_RATE X Page 85 of 179

86 Pop-up Page Provider Repayment Method Navigation Page Overview The Provider Repayment Method page launches from the Actions list box by clicking the Provider Repayment Method hyperlink. This page can only be updated by a user from a Fiscal Agency associated with the provider, who must also have an assignment to the provider. Page Summary Fiscal Agencies use this page to manage the provider repayment method at the Fiscal Agency level. This means that each Fiscal Agency can maintain a repayment method for each provider. Users can also indicate that the repayment method for a Fiscal Agency handles at the individual payment level. Designating repayment method at the individual payment level is discussed in detail in the FM02b Overpayment. Page 86 of 179

87 Page Information Fields Fiscal Agency Page retrieves the repayment method record from the PROV_REPMNT_MTHD table that matches the worker's Fiscal Agency (if this record exists). If a repayment method record DOES exist, Fiscal Agency equals Worker s Fiscal Agency If the repayment method record DOES NOT exist, the record is created when the worker clicks Save The Fiscal Agency field is enabled if the user is a Fiscal Worker. When the field is enabled: o If the user has only one Fiscal Agency based on their login, the field defaults to that Fiscal Agency. o If the user is associated with more than one Fiscal Agency, the field displays the list of these Fiscal Agencies. If the selected Fiscal Agency has not been designated a Repayment Method for this Provider, the following edit message displays: "There is no Repayment Method for this Fiscal Agency for this Provider." Page 87 of 179

88 Maximum Estimated Reduction Amount This field displays the estimated amount by which the provider s next check is reduced. It is always disabled. If repayment method = R, display (value in the Monthly Amount field) + (sum of PAYMENT.am_reduce) (sum of PAYMENT_ADJUST.am_rqst) for approved outstanding overpayments and approved adjustments for the provider/fiscal Agency. If repayment method = I, display (sum of PAYMENT.am_reduce) (sum of PAYMENT_ADJUST.am_rqst) for approved outstanding overpayments and approved adjustments for the provider/fiscal Agency. If repayment method = P, display (sum of PAYMENT.am_reduce) (sum of PAYMENT_ADJUST.am_rqst) for approved outstanding overpayments and approved adjustments for the provider/fiscal Agency. Repayment Method Group Box Fields Override Check box that indicates whether to override the Agency Repayment Method. Reduce by Selecting this radio button (cd_ovp_mthd = I) designates that Total the total overpayment amount (less any existing adjustments) Overpayment should be removed from the provider s next check from this Amount Fiscal Agency, regardless of if it results in a negative invoice; Allow enabled when the Override check box is selected. Negative Invoice Reduce by Total Overpayment Amount Do Not Allow Negative Invoice Reduce Future Payments by Monthly Amount Selecting this radio button (cd_ovp_mthd = P) designates that the total overpayment amount (less any existing adjustments) should be removed from the provider s next check from this Fiscal Agency, but not allowing this to result in a negative invoice; enabled when the Override check box is selected. Selecting this radio button (cd_ovp_mthd = R) designates that the amount entered in the Monthly Amount field should be removed from the provider s next check from this Fiscal Agency. This option is the default selection for new providers; enabled when the Override check box is selected. Page 88 of 179

89 Monthly Amount This field is enabled only when Reduce Future Payments by... is selected and is a required field. Workers use this field to designate the dollar amount to be deducted on a monthly basis from payments made to the provider from this Fiscal Agency. A monthly amount of $0.00 is the default value for new providers. Buttons Save Standard Save processing. Close Standard Close processing Background Processing The Reduce by Total Overpayment Amount Allow Negative Invoice, Reduce by Total Overpayment Amount Do Not Allow Negative Invoice and Reduce Future Payments by Monthly Amount fields are enabled when the Override check box is selected. If the Reduce Future Payments by Monthly Amount radio button is selected in the Repayment Method group box, then cd_ovp_mthd = R. Monthly Amount field is enabled and required If the Reduce by Total Overpayment Amount Allow Negative Invoice radio button is selected then cd_ovp_mthd = I. Monthly Amount field is blank and disabled. If the Reduce by Total Overpayment Amount Do Not Allow Negative Invoice radio button is selected then cd_ovp_mthd = P. Monthly Amount field is blank and disabled. If the Override check box is selected, then the prov_repmnt.cd_ovp_mthd is used for overpayment processing Save Processing When the user clicks on the Save button, the information is saved (inserted or updated) to the PROV_REPMNT_MTHD table. Page 89 of 179

90 Pop-up Page-Provider Background Screenings Navigation Pop-Up Page Overview To access the Provider Background Screening pop-up page in both create and view modes, the user clicks the Background Screening hyperlink in the Actions list box Page Summary For each member of the provider s household, age 12 and above, a background screening must be done prior to licensing the provider. The length of time the background screening is valid depends on the agency sent the Page 90 of 179

91 request. For example, a background screening on Caregiver 1 from the local law enforcement agency is valid for one year. On the Provider Background Screening page, the user documents the effective and expiration dates of the background screening for the following agencies: Local Law Enforcement; Florida Department of Law Enforcement (FDLE); the Federal Bureau of Investigation (FBI); and Florida Abuse Registry. Additionally, the user must request a State Abuse Registry check for each state where the provider and household members have resided in the last five years. This is critical to track because expired background screenings affect the provider license, as well as potentially affect IV-E eligibility for children in placement. In most circumstances, each agency request has different expiration dates. A Local law Enforcement record check is valid for one year, a FDLE record check is valid for five years, and an FBI record check is done once at initial licensure. A Florida Abuse Registry record check is done at initial licensure and each re-licensure. The exception to these timeframes occurs if there is a 90 break in service for the provider. New background screenings must be done. Additionally, if a new member enters the provider household, age 12 or above, or a current member turns 12 during the time they reside with the provider, a background screening must be done Page Information Group Box Person Provider Information Provider Name The name of the provider; system derived; not user editable. Provider Type The type of the provider (Adoption, Duplicate, Foster Care, ICPC, Investigation, Relative/Non-Relative, Services); system derived; not user editable. Worker The name of the user who is requesting the background screening; system derived from the user assigned to the provider; not user editable. Page 91 of 179

92 Provider ID The unique ID number assigned to the specific Person Provider; system derived; not user editable. Provider Status The status of the Provider; system derived; not user editable. Last Update Date of the last update to the Provider Background Screening page; system derived; not user editable. Group Box Screened Records Fields Name The name of the household member eligible for background screening; populated with all household members age 12 and above (excluding children placed with the provider); user selected drop down box; required if date is entered in any of the Effective or Expiration Date fields; no default value. Cleared? Yes or No user-selected radio buttons, mutually exclusive Effective Date The date the record check is effective User-entered date field; calendar feature; not required; default value is 00/00/0000; cannot be a future date Local The effective date of the Local Law Enforcement record for the household member. User-entered date field; calendar feature; not required; no default value; FDLE The effective date of the Florida Department of Law Enforcement (FDLE) record for the household member. User entered date field; calendar feature; not required; no default value FBI: The effective date of the Federal Bureau of Investigation record for the household member. User-entered date field; calendar feature; not required; no default value. FL Abuse Registry The effective date of the Florida Abuse Registry record for the household member. User-entered date field; calendar feature; not required; no default value. OS Abuse Registry Expiration Date Local The effective date of an Other State Abuse Registry record for the household member. User-entered date field; calendar feature; not required; no default value. The date the record check expires. User-entered date field; calendar feature; not required; default value is 00/00/0000; cannot be a past date The date the Local Law Enforcement records check expires for the household member. User-entered date field; calendar feature; not required; no default value; cannot be more than a1 year greater than the current date; cannot be a past date. Page 92 of 179

93 FDLE FBI: FL Abuse Registry OS Abuse Registry The date the Florida Department of Law Enforcement (FDLE) records check expires for the household member. User entered date field; calendar feature; not required; no default value; cannot be more than a 5 years greater than the current date; cannot be a past date. The date the Federal Bureau of Investigation records check expires for the household member. User-entered date field; calendar feature; not required; no default value; cannot be a past date. The date the Florida Abuse Registry records check expires for the household member. User-entered date field; calendar feature; not required; no default value; cannot be a past date. The date and Other State Abuse Registry records check expires for the household member. User-entered date field; calendar feature; not required; no default value; cannot be a past date. Links Delete Allows the user to delete a background screening record from the Screened Records group box prior to initial save processing. Buttons Insert Adds a new row record in the Screened Records group box Group Box Background User entered text field; not required; no default value Screening Summary Buttons Save Standard Save processing. Close Standard Close processing Background Processing For each row of the background screening, the system displays all provider household members age 12 and older in the Household Members drop down. There is an insert button available to insert a new row for household members. For providers with the type of Adoption, no tasks are generated for the provider household. Tasks for all other provider types, are generated for Caregiver 1 only Page 93 of 179

94 Dates entered in the Expiration Date fields for Caregiver 2 and all household members, age 12 and above does not create tasks The first task is created for the Provider Specialist at 60 days prior to the background screening expiration date A reminder task is generated at 30 days Tasks are cancelled when the user adds a new date in the Expiration Date field An eligibility change record is written with the first task at 60 days to alert the eligibility worker via an eligibility report. The Delete hyperlink is enabled when a member is newly added to the Screened Records group box and initial save processing has not been triggered. When selecting the Delete hyperlink, the user receives a notification message stating Are you sure you want to delete this Screened Record? If the user selects Yes, the member record is removed from the Screened Records group box and the user is returned to the Provider Background Screening page Save Processing Save Processing is initiated by selecting the Save command button. Save processing is also initiated when selecting the Close button, and then answering Yes when the system asks the user if s/he would like to Save changes before closing the page. At time of save processing, if there is a date in any of the Effective or Expiration Date fields and the Name field is blank, the user receives an error message, Please enter data in the fields which are highlighted - <name>. At time of save processing, if a date in any of the Expiration Date fields is less than the current date, the user receives an error message, The Exp. Date cannot be less than the current date. At time of save processing, if the date in the Expiration Date field for Local is greater than 1 year from the current date, the user receives an error message, The Exp. Date for Local cannot be greater than one (1) year from the current date. Page 94 of 179

95 At time of save processing, if the date in the Expiration Date field for FDLE is greater than 5 years from the current date, the user receives an error message, The Exp. Date for FDLE cannot be greater than five (5) years from the current date. At time of save processing, if the date in the Expiration Date field for FL Abuse Registry is greater than 1 year from the current date, the user receives an error message, The Exp. Date for FL Registry cannot be greater than one (1) year from the current date. At time of save processing the Background Check About to Expire task is created and saved to the TICKLER table. The Yes or No check boxes are required if an Effective or Expiration Date is entered in any Source field; they are mutually exclusive and if one is check, the other cannot be selected. At time of save processing, if a date in any of the Effective Date fields is greater than the current date, the user receives an error message, The Effective Date for XXX should be less than or equal to the current date Pop-up Page Licensing/Relicensing Checklist Page 95 of 179

96 Page 96 of 179

97 Navigation The user clicks the Licensing/Relicensing Checklist hyperlink from the Actions list box on the Person Provider page and the Licensing/Relicensing Checklist launches. When the checklist displays, the user views the checklist items and any associated information that has been entered. Page Information None Group Box Fields For The Provider Organization; retrieved from Checklist Template table based on the items that have been uniquely identified. Checklist Complete? Flag indicating whether checklist is complete; retrieved from the Checklist table based upon item completion status when all items completion status boxes are checked. Group Box Not Labeled Fields Check box Check box for item completion status Item Item name; retrieved from the Checklist Item table. Date Due: The date by which action must be taken; if due date has been specified in the checklist template this field is calculated and automatically filled. Date Completed The date upon which the action was completed; if item completion status is checked, field set to the system date. Updated by The worker ID of specific worker who has logged in and checked item; pre-filled only when item completion status is checked. Options: None Links: None Buttons Save Saves all changes made to the page Close Closes the page and returns the user back to the desktop. (If changes have been made, a message is launched asking user to save changes before closing) Background Processing To retrieve an existing checklist, the system uses the id_chckl passed from the page that calls the checklist processing. The id_chckl value is used to retrieve the data stored in the CHCKLST and CHCKLST_ITEM tables. If Page 97 of 179

98 no id_chckl exists, the system creates a new checklist as defined in the CHCKLST_TMPL and CHCKLST_ITEM_TMPL tables. The id_chckl_tmpl is also passed by the page calling the checklist processing. The flag indicating whether the checklist has been completed; is retrieved from the Checklist table based upon item completion status when all items completion status boxes are checked. The due date field only appears when the due date field on the Checklist Template table indicates Yes. The due date is calculated as the system date plus the lag days set in the Checklist Item Template table. The due date field and label do not appear on the page if a due date is not checked on the Checklist Template. Upon selecting a box and exiting from the checklist page, the worker s name, the time, and the check box remain permanently. Upon clicking Save, the changes made to the Checklist Template update the Checklist Template or Checklist Table Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. Updates made to the Checklist page are saved to the CHCKLST and CHCKLST_ITEM tables when the worker clicks on the Save button CRUD Matrix Table Name Create Read Update Delete CHCKLST X X X CHCKLST_ITEM X X X PERSON X Page 98 of 179

99 CHCKLST_ITEM_TMPL X Page 99 of 179

100 Members Tab Tab Overview The Members tab on the Person Provider page displays information about individuals residing at the physical location of the home, including all household members, such as parents, birth children, relatives, non-relatives, and children currently in placement in that home. This tab also includes non-household members. The Non-Household Members group box captures their demographic information, as well as, their role in relation to Caregiver 1. Users can add new household members and non-household members via the Insert button in their respective group box, which opens the Person Search page. Non- Household Members can be removed by selecting the Delete hyperlink under the Action column for the applicable row. This page allows users to change the role of the person in the home. Users can add new home members via the Insert button, which opens the data retrieval Person Page 100 of 179

101 Search page. Adding a new member to the provider s household generates an automated message to users with children in active placement with that provider. Home member statuses can also be maintained through the Modify, Remove, and Delete hyperlinks located to the right of the home member participant records. For example, if an uncle recently moved into the household, the user clicks the Insert button to launch the Person Search page. The user conducts a search to check if the uncle is in the FSFN database. If the uncle s Person Management record is found, the user clicks the radio button to the left of the uncle s record on the Person Search page and clicks the Continue button. Upon navigation back to the Members tab, the uncle s record is added to the Household Members group box. If the uncle is not found during the Person Search, the user is able to create a person record for the uncle by selecting the Create button on the Person Search page. This action navigates the user to a new Person Management record. If during the process of adding a new member, a duplicate person record is discovered (e.g. duplicate name, SSN), the system requires the duplicates to be viewed before a new person can be created. (See CM10 search) After saving the Person Management record for the uncle and returning to the Person Search page, clicking the Continue button allows the user to proceed with the process of adding the uncle as a new home member. This tab also displays information about characteristics of household members. If a Y displays in the Chars (Characteristics) field the user can go to the Person Management page, using the member s name hyperlink, and then to the Additional tab, where Client Characteristics, can be viewed. If necessary, a scroll bar in the Household Members group box allows all members of the family to be viewed. There must always be a Caregiver 1 role selected, as system processing occurs based on information related to Caregiver 1, such as the Primary Address and the Payee Name(s) field. The Children in Placement group box displays information about children currently placed in the home. This is system derived from the placement information and contains gender, DOB, Age, Role and child s name as documented in FSFN. If a Y displays in the Characteristics (Char) field the user can go to the child s Person Management page, using the child s name hyperlink, and then to the Additional tab, where client characteristics, can be viewed. If necessary, a scroll bar in the Children in Placement group box allows all children in placement with the provider to be viewed. Page 101 of 179

102 When accessed by a user without an assignment to the Provider, all fields on the Members tab are disabled (grayed-out). The Insert button in the Household Members group box, as well as the Modify and Remove hyperlinks, are disabled. If the provider is NOT licensed, the user has the ability to select the home member s name hyperlink to navigate to the Person Management record. The Person Management page opens in view mode. If the Provider has an active License, the user must access the Person Provider page via the License page in order for the Home Member entries for Caregiver 1 and 2 to be enabled Tab Information Tab Group Box Fields Group Box Household Members Name Status Gender DOB Role Characteristics Modify: Reactivate: Remove: Delete: Non- Household Members Members Group box label is "Household Members". Located in the Household Members group box. Accesses the Member Status page and fills in the value Modify in the Action Requested field on the Member Status page. Located in the Household Members group box. Accesses the Member Status page and fills in the value Reactivate in the Action Requested field on the Member Status page. Located in the Household Members group box. Accesses the Member Status page and fills in the value Remove in the Action Requested field on the Member Status page. Located in the Household Members group box. Allows the user assigned to the provider to delete a home member from the Household Members group box prior to initial save processing. A new group box labeled "Non-Household Members" will be added containing a repeating group with the following columns: Name; Date of Birth; Address; Home Phone; Cell Phone; SSN Verified; Role; Description; and Action; additionally, there will be an Insert button; background checks can be Page 102 of 179

103 done at the discretion of the Department for nonhousehold members who are visitors. In order to request Background Checks, the person must be a person in the FSFN database and therefore this group box will only capture persons within the FSFN database. However, a background check is not required for all non- household members contained within this group box; if the Person Provider Inquiry page captures records within the Non-Household Members group box, upon creating the Person Provider record this information will carry over and populate the Non-Household Members group box on the Members tab of the Person Provider record. This may include regular/frequent visitors who could reasonably be foreseen to have regular, frequent, unsupervised contact with children in the household, or could be in a significant care giving role for children in the household. Example: a paramour who often stays overnight. Fields Name Column header; pre-fills with Person Name hyperlink; the Non-Household Member Name prefills from the Person Management page; displays as Last Name Suffix, First Name Middle Name. Selecting the Person Name hyperlink launches the Person Management page in edit mode, if Person Provider is accessed from the Desktop or in view mode if accessed via Search. Date of Birth Column Header; pre-fills from Person Management page; plain text display; not user modifiable; displays in the format "MM/DD/YYYY". Address Column Header; pre-fills from Person Management page; plain text display; not user modifiable. Home Phone Column header; pre-fills from Person Management page; plain text display; not user modifiable. Cell Phone Column header; pre-fills from Person Management page; plain text display; not user modifiable. SSN Verified Column header; Yes/ No Radio Buttons; user selected; enabled and the selection of 1 is required. Role Column Header; user-selected drop down; enabled and required. Description Column header; user entered; conditionally enabled and required alphanumeric text field if "Other" Page 103 of 179

104 selected in Role column; 80 characters. Action Column header; contains a Delete hyperlink; selecting the Delete hyperlink will remove the Non- Household Member record from the group box. Button Insert Allows the user to insert non-household members on the Person Provider page, which are persons in the FSFN database; upon selecting the Insert button the system will launch the Person Search page to add additional non-household members that either already exist in FSFN or the user can create a new person within FSFN to include as a non-household member. Group Box Additional Household Information Group box; contains a narrative, alphanumeric text field; user entered; enabled; not required; 1,200 characters; if information is documented within the Additional Household Information text field on the Person Provider Inquiry page, upon creating the Person Provider record this information will carry over and populate the Additional Household Information group box on the Members tab of the Person Provider record. Field Text Contains a narrative, alphanumeric text field; user entered; enabled; not required; 1,200 characters. Group Box Children in Placement Fields Name Full name of the child placed in home; system derived concatenation of the child s first and last name in the PERSON table where EPISODE.id_prsn = PERSON.id_prsn; not user editable; no default value. Gender Gender of the child placed in home (Male, Female, Unknown); system derived from the child s gender in the PERSON table where EPISODE.id_prsn = PERSON.id_prsn; not user editable; no default value. DOB Date of birth of the child placed in the home; system derived from the child s DOB in the PERSON table where EPISODE.id_prsn = PERSON.id_prsn; not user editable; no default value. Age Age in years of the child placed in home; system derived from DOB; not editable; no default value. Role The role of the child in placement; system derived; not user editable; defaults to Out of Home Page 104 of 179

105 Child Placement Agreement Placement. Child Placement Agreement displays directly to the LEFT of the Characteristics column. If the child currently placed with the Person Provider has an "active" Behavior Management Plan, the hyperlink will display Behavior Management Plan. If the child that is currently placed with the Person Provider has an "active" Care Precautions, the hyperlink will display Care Precautions. If the child that is currently placed with the Person Provider is not currently on an "active" Child Placement Agreement, the column reflects No in plain black text. If the associated Child Placement Agreement displays Behavior Management Plan or Care Precautions, it launches in Edit mode based on the current user s security or if the Person Provider is accessed from the Desktop. This hyperlink will display on all preexisting Person Provider pages based on the identified logic above. Group Box Field Characteristics (Char) Payee Information Payee Name(s) If available, a Y indicates that Client Characteristics are viewable on the Additional tab of the Person Management page for the child. The payee name(s) that will be displayed on checks sent to the Person Provider; user-entered text box; required; defaults to person selected as Caregiver 1 from the Person Provider Inquiry page. Buttons Save Standard Save Processing Close Standard Close Processing Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider.) Page 105 of 179

106 To modify, reactivate, remove, or delete a participant, the user will select the appropriate hyperlink to the right of the home member s record in the Household Members group box. The Reactivate hyperlink is enabled when a home member s status is equal to Modify or Removed. The Modify hyperlink is enabled when a home member s status is equal to Active. The Remove hyperlink is enabled when a home member s status is equal to Active or Modify. When selecting the Remove hyperlink, the user is prompted with a notification message stating Are you sure you want to permanently remove this home member? If the user selects Yes, the Member Status page opens. The Delete hyperlink is enabled when a home member is newly added to the Home Member group box and initial save processing has not been triggered. When the Delete hyperlink is selected, the user receives a notification message stating Are you sure you want to delete currently selected information? If the user selects Yes, the home member record is removed from the Household Members group box and the user is returned to the Members tab. The Characteristics indicator is displayed when the identified household member or placed child has recorded client characteristics in the associated Person Management page>additional tab>reporting Information>Client Characteristics for that individual. The user is allowed Read-Only access to view the client characteristics. If the Caregiver 1 role is assigned to another member, then the Name field in the header displays the new Caregiver 1 name. If the role of a provider member is changed to Caregiver 1 resulting in a change to the provider s name, the previous provider name is saved as an additional name with a type of Previously Known As. If the Insert button is selected, the Person Search page is displayed and user can search the system for an existing record for the new home Page 106 of 179

107 member. If a match is found, then the user can select Continue and the person s information fills the Name, DOB, Age, and Gender fields. The Status field is set to Active. If no match is found on the Person Search page, then the Create button is used to access the Person Management page, where user enters any available information on the home member and selects Save and Close. This takes the user back to the Person Search page; selecting Continue takes the user back to the Person Provider page. A scroll bar appears on the right side of the Household Members group box to facilitate viewing all home members. A scroll bar appears on the right side of the Children in Placement group box to facilitate viewing all children in placement. The Payee Name(s) field defaults to Caregiver 1 name (For example, Bob Smith ) from the Person Provider Inquiry page. Users can edit the payee. The rows for Caregiver 1 and 2 are disabled for a Licensed Provider unless the user accesses this page from the License Page. Therefore the user cannot change the role of the person who is Caregiver 1 or 2 and they are not able to navigate to the Person Management Page to change their name, unless they are a user who can access the License Page in edit mode Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. After a new role of Caregiver 1 is selected for a household member on the Members tab and user selects the Save button, the following notification message appears: You have selected a new Caregiver 1, verify the current home address information. If changes are made to the members roles on the Members tab and no member is selected as Caregiver 1, when the user clicks the Save button, the following message appears: At least one member must be designated with a role of Caregiver 1. Page 107 of 179

108 If changes are made to the members roles on the Members tab, and there is more than one home member with the role of Caregiver 2, when the user clicks the Save button, the following message appears: There cannot be more than one member of the family designated with a role of Caregiver 2. If changes are made to the members roles on the Members tab and there is more than one home member with the role of Caregiver 1, when the user clicks the Save button, the following message appears: More than one member of the family has been identified as the Caregiver 1 in the household. If changes are made to the members roles on the Members tab and the home member designated as Caregiver 1 has a status of Reactivate, when the user clicks the Save button, the following message appears: At least one member must be designated with a role of Caregiver 1. When a new member is added to the household, upon Save, an automated message is generated to all users with a child placed with the provider. If a user tries to add a new member as Caregiver 2, or change an existing member to Caregiver 2 for a Licensed Provider who only has a Caregiver 1, they receive an error unless they are accessing the page from the Licensing page CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X X PROVIDER_PART X X X PROVIDER_PART_STAT X PERSON X X X EPISODE X Page 108 of 179

109 Pop-up Page Member Status Page Overview Note: Unless otherwise stated, the work listed below can only be completed by users with an assignment to the provider. This page is used to maintain the status of the home members and is accessed from the Members tab of the Person Provider page by selecting the appropriate hyperlink to the right of a home member s record in the Household Members group box. The Action Requested field on the Member Status page contains the value that correlates to the hyperlink selected on the Members tab. For example, if the Modify link is selected for a home member on the Members tab, the Action Requested value on the Members Status page is Modify.. If for some reason, a person was included in the household because of an error, then the user can select the Remove hyperlink and remove that person from further Page 109 of 179

110 association with that provider. The status of the individual is listed as Removed and the reason is Added in Error. Fields Page Information Action The type of status change occurring on Requested behalf of the home member; possible values are Modify, Reactivate, and Remove ; system derived based on the hyperlink selected on the Members tab; not user editable; defaults to action selected from the Members tab. Name The name of the participant for which the action is being documented; system derived from the home member selected on the Members tab; not user editable; defaults to participant name selected from the Members tab User The name of the user documenting the member s change of status; system derived from the user s login; not user editable; defaults to logged in user s name Reason The reason for the change of status; user-selected drop Effective Date down box; user editable; required; no default value The effective date of the change in status; user-entered date field; user editable; required; defaults to 00/00/0000 Group Box Participant History Fields Status The status change value; Displayed for the history of status changes; system derived from the Provider Participant Status table; not user editable. Effective Date Reason The effective date of the change in status; Displayed for the history of status changes; for initial record, this field is editable to allow user to change the date, defaults to system date; all additional history records are system derived from the Provider Participant Status table and are not editable. The reason for the change of status; displayed for the history of status changes; system derived from the Provider Participant Status table; not user editable Worker The name of the user documenting the change of status; Displayed for the history of status changes; system derived from the Provider Participant Status table; not user editable Buttons Save Standard Save processing. Close Standard Close processing. Page 110 of 179

111 Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider. The Action Requested value is dependent on the hyperlink selected on the Members tab. This value is determined by the Modify, Reactivate, or Remove hyperlink. The values in the Reason drop down box are filtered based on the Action Requested value. Rows in the Participant History group box are sorted in reverse chronological order by Effective Date. The Effective date field is editable to allow a user to change the date the first time the Member Status page is accessed, the date defaults to the current system date; and then all additional history records are system derived from the Provider Participant Status table and will not be editable Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. The Reason and Effective Date fields are required and cannot have a null value at time of save processing. If either of these fields is null, the user receives an error validation stating, Please enter data in the fields which are highlighted - <field name>. On save processing, the home member s status on the Members tab is updated to reflect the change in status. If the Action Requested value is Modify, the home member s status on the Members tab is updated to Inactivate. If the Action Requested value is Reactivate, the home member s status on the Members tab is updated to Active. If the Action Requested value is Remove, the home member s status on the Members tab is updated to Remove. Page 111 of 179

112 If the member selected for deactivation has the role of Caregiver 1, on save processing, the member s role is changed to Previous Caregiver 1 on the Members tab CRUD Matrix Table Name Create Read Update Delete PROVIDER_PART X X PROVIDER_PART_STAT X X PERSON X Page 112 of 179

113 Person Provider Characteristics Tab Tab Overview The Characteristics tab allows the recording of helpful information that assists the user when making placement decisions for a child. The Characteristics tab includes what the Family Accepts and what Other Family Characteristics the providers have. The Characteristics tab displays in view-mode when accessed by users without an assignment to the provider. Family Accepts group box displays information about the characteristics of children that the family is willing to accept for potential placement in the home. This includes preferences, and assessments, and can be identified as searchable criteria at the time of completing a provider service search; and Other Family Characteristics group box lists those characteristics of the home that may affect a decision to place a child there; this information may not be identified as searchable criteria at the time of completing a provider service search. Page 113 of 179

114 By defining these selection lists, the user can meet specific needs, such as the need to designate homes that accept children with eating disorders. The user has the ability to search the family accepts characteristics when looking to place a child. This provides the ability to search for special needs placements and facilitate this type of placement. Users can add or change the selections made for the home when they become aware of changes in its characteristics. They do so by highlighting the appropriate values in the Possible Values list boxes (holding down the Control key allows the user to multi-select values), and selecting the Add x > buttons. This action moves all highlighted values to the Selected Values list boxes on the right side of the Characteristics tab. If the user would like to add all possible values, the Add All Values >> buttons moves every value to the Selected Values list boxes at one time. To remove already selected values from the Selected Values list box, the user can highlight the items in the Selected Values box and press the < Remove button. The highlighted values no longer appear in the Selected Values list boxes. In addition, a user can remove all values from the Selected Values list boxes by pressing the << Remove All button. The Selected Values list boxes would contain no information after select this button. Tab Group Box Fields Tab Information Characteristics Family Accepts Possible Values Selected Values The user selected list box displays client characteristics that a provider might possibly accept. When conducting a Provider Service Search in an attempt to place a child with a provider, the user may use additional search criteria including up to five Family Accepts Characteristics. The user can select or de-select client characteristics by clicking them. The user can select none, many, or all. By holding down the Control key, the user is able to multi-select specific characteristics. Characteristics listed consecutively can be multi-selected by holding down the Shift key, clicking on the first characteristic and then clicking on the final characteristic in the list. All characteristics between the first and final selection are highlighted. Stores the selected list of values that a provider is willing to accept; user selected list box; not required; no default value. Page 114 of 179

115 Group Box Fields Possible Values Other Family Characteristics The user selected list box displays characteristics about the provider. These characteristics are not searchable during a Provider Service Search, but instead provide more insight into the strengths/competencies of the Person Provider. The user can select or de-select characteristics by clicking on them. The user can select none, many, or all. By holding down the Control key, the user is able to multi-select specific characteristics. Characteristics listed consecutively can be multi-selected by holding down the Shift key, clicking on the first characteristic and then clicking on the final characteristic in the list. All characteristics between the first and final selection are highlighted. Selected Values Stores the selected list of values pertaining to a provider; user selected list box; not required; no default value. Buttons Add x Moves values highlighted in the Possible Values list box to the Selected Values list box; disabled for users without an assignment to the provider. Add All Values Remove Remove All Moves all values in the Possible Values list box to the Selected Values list box; disabled for users without an assignment to the provider. Moves values highlighted in the Selected Values list box to the Possible Values list box. Disabled for non-assigned users; disabled for users without an assignment to the provider. Moves all values in the Selected Values list box to the Possible Values list box; disabled for users without an assignment to the provider. Buttons Save Standard Save processing. Close Standard Close processing Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider.) The values in the Possible Values list boxes are read from the CODE_DESC table. The user will select or deselect characteristics by clicking on them. Clicking on them once will select them, clicking on them again will deselect them. Users can select multiple characteristics pressing the Ctrl key while clicking on desired characteristics. Characteristics listed consecutively can be multi-selected by holding down the Shift key, Page 115 of 179

116 clicking on the first characteristic and then clicking on the final characteristic in the list. All characteristics between the first and final selection are highlighted. If an item in the Possible Values list box has already been added to the Selected Values list box and the user attempts to add the same value again, the user will receive a notification message stating <Possible Value> has already been selected Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. Upon save processing, the values in the Selected Values list boxes are saved to the PROVIDER_CHAR table. If the values are from the Family Accepts group box, they will save to the PROVIDER_CHAR table and set fl_srch = Y. If the values are from the Other Family Characteristics group box, they will save to the PROVIDER_CHAR table and set fl_srch = N CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X PROVIDER_CHAR X X X Page 116 of 179

117 Person Provider Services Tab Tab Overview This tab maintains current information about the specific services offered by a Person Provider. It has the following major features: Allows the user to associate multiple non-licensed services to a given family, which can be viewed in the Service Specifics group box (licensed services are assigned to a provider via the License page); Displays the Fiscal Agency associated with the user accessing the record in the Fiscal Agency specific drop down box in the Service Specifics group box; Page 117 of 179

118 Displays the capacity, number of placements, number of reservations and current vacancies with the home for each out of home service type; and Displays the active non-licensed and licensed services in the Service Specifics group box. Services with a status of Inactive will not be displayed on this tab. The Service Specifics group box shows active services for the Person Provider in two formats: By selecting the Fiscal Agency specific radio button, the user will only see non-licensed and licensed services for the selected Fiscal Agency. The Fiscal Agency column is not visible in the Service Specifics group box. In this view, the Edit Other Services hyperlink is available and located to the right of the Fiscal Agency specific radio button. Clicking this link, opens the Edit Other Services page and allows the user to add/update nonlicensed services. This page is discussed in greater detail in the Edit Other Services section of this paper. When selecting the All Fiscal Agencies radio button, services associated with the provider from every fiscal agency are displayed in the Service Specifics group box. The Fiscal Agency column heading is visible for Other Services and Licensed services. Licensed services can be viewed from the Services tab for all Fiscal Agencies. However, the statuses and capacities for these services cannot be updated by the user on this tab. These updates are conducted on the License page and are discussed in the PM04a: Licensing topic paper. Only Fiscal Agency users, with the appropriate security, associated with that provider will be able to update licensed service information. Consequently, if a user wants licensed services added/maintained, an off line process must occur between that user and the Fiscal Agency user, with the appropriate security, associated with that provider. The Fiscal Agency users, with the appropriate security, associated with that provider would then make the needed service changes on the License page, which would then populate to the Licensed Services box on the Services tab. For each paid service type on the Services tab, there is an associated rate. The rate may be defined as service specific or provider specific, and is recorded on the Service Rate or Provider Service Rate pages, respectively. Selecting the radio Page 118 of 179

119 button located to the left of a service record and then selecting either the Service Rate or Provider Service Rate value in the Options drop down box accesses these pages. If the service requires a service specific rate, the Service Rate value will be available in the Options drop down box. The Service Rate page will open in view only mode, as updates are made by authorized Fiscal Agency users through the Maintain Service Type and Rate page. The Service Rate page is described in greater detail in the PM01: Maintain Services topic paper. To check on existing bed reservations, the user can select the Bed Reservation value in the Options drop down box after selecting the appropriate radio button to the left of a service type in the Service Specifics group box Tab Information Group Box Provider Capacity Fields Total Bed Capacity The total bed capacity of the provider expressed in numerical terms; user-entered numeric field; required. Group Box Clients by Gender Fields Preferences: Provider preferences for the number of children by gender; Documented for male, female and total; user entered numeric fields; required; defaults to 0, however, these fields are automatically populated with the Total Bed Capacity amount when an amount is entered in the Total Bed Capacity field and the user leaves the Total Bed Capacity field. Placements The number of children currently placed with the provider; documented for male, female, and total; system derived numeric fields; defaults to 0 Reservations The number of slots currently being reserved for children with the provider; documented for male, female and total; system derived numeric fields; defaults to 0 at time of screening in of the Person Provider Inquiry record. Group Box Clients by Age Fields Members The number of household members currently in the household who are under the age of 2 years old; system derived numeric field; defaults to 0. Placements The number of placements currently in the household for children who are under the age of 2 years old; system derived numeric field; defaults to 0. Page 119 of 179

120 Reservations Preferred Age The number of bed reservations currently being held for slots in the household for children who are under the age of 2 years old; system derived numeric field; defaults to 0. Child s age ranges from 0 to 17. If an age over 17 is entered in the preferred To field; a Validation Error message pops up stating Services Tab Preferred Age To field must be less than 18 on the Services Tab. Group Box Service Details Fields Capacity The male, female, and total bed capacity available for the selected service record; not user editable; system generated from services activated on the Edit Other Services and Edit Licensed Services pages; no default value. Group Box Fields Placements The male, female, and total number of placements currently associated to the selected service record; not user editable; System derived from PROVIDER_SERVICE table; defaults to 0. Reservations: The male, female, and total number of beds placed on hold currently associated to the selected service record; not user editable; system derived from PROVIDER_SERVICE table; defaults to 0. Vacancies All Fiscal Agencies Fiscal Agency Specific The male, female, and total number of vacancies currently associated to the selected service record; not user editable; system derived from PROVIDER_SERVICE table; no default value. Service Specifics This radio button displays service types in the Service Specifics group box for all Fiscal Agencies; when selected, the Fiscal Agency header column is added to the service type view; user selected radio button, defaults to not selected. This radio button displays service types in the Service Specifics specific group box for the Fiscal Agency selected in the drop down box; when selected, the Fiscal Agency header column is removed from the service type view; userselected radio button and drop down box for users with an assignment to the provider; disabled for users without an assignment to the provider; radio button defaults to selected and the Fiscal Agency drop down box defaults to the Fiscal Agency of Page 120 of 179

121 Links Sub Group Box Fields Links Edit Other Services Fiscal Agency Category Type Status Edit Other Services the user accessing the provider record. Located in the Service Specifics group box; navigates the user to the Edit Other Services page for the Fiscal Agency selected in the Fiscal Agency specific drop down box; link is not available when the All Fiscal Agencies radio button is selected. Other Services/Licensed Services The Fiscal Agency of a service that a provider is offering; visible when the All Fiscal Agencies radio button is selected; not user editable; system generated from services activated on the Edit Other Services and Edit Licensed Services pages; no default value. The category of service (non-licensed in the Other Services group box and licensed in the Licensed Services group box), which the provider is offering, specific to the Fiscal Agency selected in the Fiscal Agency specific drop down box if the Fiscal Agency specific radio button is selected. Not user editable; system generated from services activated on the Edit Other Services and Edit Licensed Services pages; no default value. The type of service (non-licensed in the Other Services group box and licensed in the Licensed Services group box), which the provider is offering, specific to the Fiscal Agency selected in the Fiscal Agency specific drop down box if the Fiscal Agency specific radio button is selected. Not user editable; system generated from services activated on the Edit Other Services and Edit Licensed Services pages; no default value. The status of the service (non-licensed in the Other Services group box and licensed in the Licensed Services group box) that the provider is offering. Not user editable; system generated from services activated on the Edit Other Services and Edit Licensed Services pages; no default value. Located in the Service Specifics group box; navigates the user to the Edit Other Services page for the Fiscal Agency selected in the Fiscal Agency specific drop down box; link is not available when the All Fiscal Agencies radio Page 121 of 179

122 Options: Bed Reservation Provider Service Rate Service Rate button is selected. Accesses the Bed Reservation page for the selected service record in the Service Specifics group box. The page will open in view mode for users without an assignment to the provider. Bed Reservations can be accessed from the Actions group box hyperlink on the right. Accesses the Provider Service Rate page for the selected service record in the Service Specifics group box. This option will only be available for the selected service type where SERVICE_TYPE.fl_prvd_rate = Y and SERVICE_TYPE.fl_pmnt_allwd = Y. Opens in view mode when accessed from the navigational Provider Search page (i.e. Utilities search) Accesses the Service Rate page in view only mode for the selected service record in the Service Specifics group box. This option will only be available for the selected service type where SERVICE_TYPE.fl_prvd_rate = N and SERVICE_TYPE.fl_pmnt_allwd = Y. Buttons Save Standard Save processing. Close Standard Close processing Background Processing Note: Unless otherwise stated, the work described can only be completed by users with an assignment to the provider.) The Fiscal Agency specific drop down box defaults to the Fiscal Agency of the user accessing the provider record. To add Other Services, the user can select the appropriate Fiscal Agency in the Fiscal Agency specific drop down box and press the Edit Other Services hyperlink. The Edit Other Services page opens for the selected Fiscal Agency. When the Fiscal Agency specific radio button is selected in the Service Specifics group box, only the non-licensed and licensed services for the selected Fiscal Agency will be visible in the Service Specifics group box. Page 122 of 179

123 When the All Fiscal Agencies radio button is selected, non-licensed and licensed services associated to the provider for all Fiscal Agencies will be visible in the Service Specifics group box. The Fiscal Agency column header is added to the Other Services and Licensed Services group boxes. Service records are displayed in alphabetical order based on the Fiscal Agency value. Scroll bars in the Other Services and Licensed Services group boxes allow all records to be viewed. When the Fiscal Agency specific radio button is selected in the Service Specifics group box, the Edit Other Services link is available for selection for users assigned to the provider record. When the All Fiscal Agencies radio button is selected, the Edit Other Services link is not available. Additionally, the Fiscal Agency specific drop down box becomes disabled. The Total Bed Capacity field in the Provider Capacity group box defaults to 0 and is enabled for users with an assignment to the provider. The field is disabled for users without an assignment to the provider. The Service Details group box shows the details for the selected row in the Service Specifics group box. To select a row, the user selects the radio button to the left of the appropriate record in the Service Specifics group box. The corresponding information is visible in the Service Details group box. The fields in the Service Details group box are disabled. To update capacity information for a non-licensed service, the user must navigate to the Edit Other Services page, accessed from the Services tab. Capacity information for licensed services cannot be updated through the Services tab, or associated pages. These updates occur on the License page and are discussed in detail in PM04a: Licensing. Only non-licensed services with a status of Active will appear in the Other Services group box. Licensed services will appear in the Licensed Services group box when there is a currently active license for the provider (LICENSE.cd_lcns_stat = 2). Licensed services where PROVIDER_SERVICE.qt_male_cap = 1 will be visible in the Licensed Services group box for the Fiscal Agency. Page 123 of 179

124 Licensed services where capacity is greater than zero will be visible in the Licensed Services group box. Services (SERVICE_TYPE.fl_in_home = Y ) offered by the provider is not considered a child in placement with the provider and does not count against the provider s bed capacity. When a service record is selected in the Service Specifics group box by pressing the appropriate radio button to the left of the record, the fields in the Service Details group box are displayed as null. When a radio button is selected for a non-licensed or licensed service record and SERVICE_TYPE.fl_prvd_rate = N and SERVICE_TYPE.fl_pmnt_allwd = Y, the Service Rate value is available for selection in the Options drop down box. When a radio button is selected for a non-licensed or licensed service record and SERVICE_TYPE.fl_prvd_rate = Y and SERVICE_TYPE.fl_pmnt_allwd = Y, the Provider Service Rate value is available for selection in the Options drop down box. When a radio button is selected for a non-licensed or licensed service record and SERVICE_TYPE.fl_pmnt_allwd = N, neither the Service Rate nor Provider Service Rate values are available for selection in the Options drop down. When a radio button is selected for a non-licensed or licensed service record and the Bed Reservation value is selected in the Options drop down, the page opens in edit mode for users with an assignment to the provider. The Bed Reservation page is in view mode for users without an assignment to the provider. The following logic is used for calculating the values in the Clients by Gender and Service Details group boxes. This information can be applied to the SM10a: Out of Home Placements/ Services topic paper as well. Upon final approval of an Out of Home Placement: o Releases any bed reservations held for child that may have been made during a Placement Request. Page 124 of 179

125 o Update appropriate age capacities for the Provider Organization based on age of child. Fields affected. Example: - Increment PO.QT_PLCD_UNDR2 by one PO.QT_PLCD_UNDR18 by one o Update the Provider Org total capacities: - Increment PO.QT_TOT_PLCD by one - Decrement PO.QT_AVLB_BEDCAP by one o Update Gender Specific Bed Capacities for Provider Org and Provider Service Strategy: To fill, place the child into the appropriate bed based on the availability of other capacities. Attempt to first place the child in his/her respective bed type. If all gender specific beds have been occupied, place child into an either bed. If all either beds are filled, allow the gender specific capacities to go negative. Note: QT_ETHR_PLCD should never be negative. In addition, there should never be a scenario where QT_GENDER_AVLB is negative while QT_ETHR_AVLB is greater than zero. If Male If, there are no Either beds available or [no Male beds available AND no Either bed available] [IF, (PS.QT_MALE_AVLB > 0) OR ((PS.QT_MALE_AVLB <= 0) AND (PS.QT_BOTH_AVLB <= 0))] Place child in a Male Bed by; Increment PO.QT_TOT_MALE_PLCD by one Increment PS.QT_MALE_PLCD by one Increment PS.QT_TOT_PLCD_SRVC by one Otherwise, place child in an Either if and only if (if) an Either bed is available and male bed availabilities have been exhausted [If (PS.QT_ETHR_AVLB > 0) AND (PS.QT_MALE_AVLB <= 0)] Page 125 of 179

126 Place child in an Either Bed by: Increment PO.QT_TOT_ETHR_PLCD by one Increment PS.QT_BOTH_PLCD by one Increment PS.QT_TOT_PLCD_SRVC by one Else, child is a Female End If [Repeat the above logic for female capacities] (1) Update all Preferred Available capacities for Provider Org. Strategy: Calculate the Preferred Available capacities based on: Provider s original preferences Number of beds placed Number of beds reserved Home vs. Private Provider If Home Provider (PO.FL_HOME = Y ) PO.QT_MALE_AVLB_RSTR = PO.QT_MALE_PRVD_RSTR - (PO.QT_TOT_MALE_PLCD + PO.QT_TOT_MALE_RSVD) PO.QT_FEML_AVLB_RSTR = PO.QT_FEML_PRVD_RSTR - (PO.QT_TOT_FEML_PLCD + PO.QT_TOT_FEML_RSVD) PO.QT_ETHR_AVLB_RSTR = PO.QT_ETHR_PRVD_RSTR - (PO.QT_TOT_ETHR_PLCD + PO.QT_TOT_ETHR_RSVD) PO.QT_TOT_AVLB_RSTR = PO.QT_TOT_PRVD_RSTR - Page 126 of 179

127 (PO.QT_TOT_PLCD + PO.QT_TOT_RSVD) (2) Update All AVLB capacities for Provider Service(s) Strategy: To provider accurate Available Bed Capacities at the Provider Service level based on: Number of Available beds for the Service - serviced based Number of available Preferred Beds The Overall number of available Provider Beds for home - Person Providers only If Person Provider, perform the following for all Services for the provider in the PROVIDER_SERVICE table. If Organization Provider, perform the following only for the specific service into which the child is placed. I. Calculate Male Bed Availability QT_MALE_AVLB = Minimum of (a) Number of beds available for service [PS.QT_CAP - (PS.QT_TOT_PLCD_SRVC + PS.QT_TOT_RSVD_SRVC)] (b) Male beds available based on the preferred capacity) [PO.QT_MALE_AVLB_RSTR] (Calculated previously in step 5) (c) Number of Beds available for Provider (Person Providers Only) [PO.QT_TOT_AVLB_BEDCAP]) (Calculated previously in step 3) II. Calculate Female Bed Availability QT_FEML_AVLB = Minimum of (a) Number of beds available for service [PS.QT_CAP - (PS.QT_TOT_PLCD_SRVC + PS.QT_TOT_RSVD_SRVC)]) Page 127 of 179

128 (b) Female beds available based on the preferred capacity [PO.QT_FEML_AVLB_RSTR] (Calculated previously in step 5) (c) Number of Beds available for the Provider (Person Providers Only) [PO.QT_TOT_AVLB_BEDCAP]) (Calculated previously in step 3) III. Calculate Either Bed Availability QT_ETHR_AVLB = Minimum of (a) Number of beds available for service [PS.QT_CAP - (PS.QT_TOT_PLCD_SRVC + PS.QT_TOT_RSVD_SRVC)] (b) Either beds available on the preferred capacity (Person Providers Only) [PO.QT_ETHR_AVLB_RSTR] (Calculated previously in step 5) (c) Number of Total Beds available for the Provider (Person Providers Only) [PO.QT_TOT_AVLB_BEDCAP]) (Calculated previously in step 3) IV. Calculate Total Bed Availability QT_TOT_AVLB_SRVC = Minimum of (a) Number of beds available for service [PS.QT_CAP - (PS.QT_TOT_PLCD_SRVC + PS.QT_TOT_RSVD_SRVC)] (Calculated previously in step 4) (b) Total beds available on the preferred capacity (Person Providers Only) Page 128 of 179

129 [PO.QT_TOT_AVLB_RSTR] (Calculated previously in step 5) (c) Number of Beds available for the Provider (Person Providers Only) [PO.QT_TOT_AVLB_BEDCAP]) (Calculated previously in step 3) Upon final approval of ending an Out of Home Placement: (1) Update appropriate age capacities for the Provider Organization based on age of child (Person Provider only): Decrement PO.QT_PLCD_UNDR2 by one Decrement PO.QT_PLCD_UNDR6 by one Decrement PO.QT_PLCD_UNDR18 by one (2) Update the Provider Org total capacities: Decrement PO.QT_TOT_PLCD by one Increment PO.QT_TOT_AVLB_BEDCAP by one (3) Update Provider Org and Provider Service Capacities based on the gender of the child Note: Gender of child must be known before child can be placed Strategy: When releasing a bed from placement, our objective is to release the negative gender specific beds first, then the Either beds (Remember our rule for not allowing a gender specific availability to go negative when QT_ETHR_AVLB > 0). If, however, an either bed is released, additional calculation must be made to determine if a negative bed can be swapped for the vacant Either bed. (3a) If Child s Gender is Male If there has been at least one male bed placed [IF PS.QT_MALE_PLCD > 0] Remove the child from a Male Bed Decrement PO.QT_TOT_MALE_PLCD by one Page 129 of 179

130 one Decrement PS.QT_MALE_PLCD by Decrement PS.QT_TOT_PLCD_SRVC Otherwise if there has been at least one child placed in an Either bed, meaning all male beds placements have already been release [IF PS.QT_ETHR_PLCD > 0] Remove child from an Either bed Decrement PO.QT_TOT_ETHR_PLCD by one one Decrement PS.QT_ETHR_PLCD by Decrement PS.QT_TOT_PLCD_SRVC (A) Check if Female bed availability has gone negative, if so; swap the removal with the female bed, allowing female bed availability to be incremented by one. This logic tries to accomplish the freeing up of the gender specific beds FIRST before allowing the decline in Either bed capacities. If Female availability is negative and at least one child had been placed in a female bed [IF PS.QT_FEML_AVLB < 0 AND PS.QT_FEML_PLCD > 0] Perform logic to switch female and either bed to increase female bed availability. one one Increment PS.QT_ETHR_PLCD by Decrement PS.QT_FEML_PLCD by Increment PO.QT_TOT_ETHR_PLCD by one Decrement PO.QT_TOT_FEML_PLCD by one END IF Page 130 of 179

131 (3b) FEML for MALE If Gender of Child is Female; Process the Above logic substituting (4) Update Provider Org s AVLB columns identical to logic performed when processing a Placement (5) Update Provider Service s AVLB columns identical to logic performed when processing a Placement Save Processing Save processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. If the value entered into the Male, Female, or Total Preferences fields is greater than the Total Bed Capacity value, on save processing the user will receive an error message stating The value for Preferences must be less than or equal to the Total Bed Capacity. If the Total Bed Capacity value is changed to less than the capacity for a given nonlicensed service record, on save processing the user will receive an error message stating Other Service Capacities must be less than or equal to Total Bed Capacity. If the Total Bed Capacity value is changed to less than the capacity for a given licensed service record, on save processing the user will receive an error message stating License Service Capacities must be less than or equal to Total Bed Capacity. If Preferred Age From is greater than Preferred Age To in the Clients by Age group box, on save processing the user will receive an error message stating Min Age must be less than or equal to Max Age. If the Preferred Age fields are not between 0 and 17 inclusive, on save processing the user will receive an error message stating Invalid Family Preferred Age. Page 131 of 179

132 If the Total Bed Capacity value is greater than or equal to 32767, on save processing the user will receive an error message stating Invalid Number Total Bed Capacity. If the Preferred Age To field is greater than 17, on save processing the user will receive an error message stating Invalid Family Preferred Age. If a provider service rate is entered on the Provider Service Rate page for a licensed service that has a status of Inactive, on save processing, the licensed service will be set to Active. All capacity, gender, age min/max fields will be frozen on the License Page at the time of approval. Any updates to the capacity, gender, and age min/max fields that are made on the Service tab of the Person Provider page after the license is approved will generate the following alert: "The Provider Capacity, Gender Preference, or Age Range fields have been updated. If you wish the license to be updated with this information please create a new license for the Provider. Upon Save if the Status field is set to Inactive the user will receive this message "This will freeze the provider record and all provider services will be set to inactive. Do you wish to continue?" followed by Yes or No buttons, if Yes is selected all the fields on the page will be disable and only the Status field will be editable. If No is selected then the user will be returned to the Person Provider page in edit mode and all fields will be editable CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X X PROVIDER_SERVICE X X X PRVD_SRVC_RATE X X SERVICE_RATE X SERVICE_TYPE X LICENSE X Page 132 of 179

133 Pop-up Page - Bed Reservation Page Overview Note: This pop-up page opens in view-mode for non-assigned users. The Bed Reservation pop-up page is accessed from the Actions group box on the Services tab of the Person Provider and Organization Provider pages. (User must have a Fiscal Agency selected to activate this link) The pop-up page allows the user to view the status of the bed reservations with regard to both the Child and the Worker involved. The user selects the radio button to the left of the desired service row in the Service Specifics group box and then selects the Bed Reservation value from the Options drop down box. After selecting the Go button to the right of the Options drop down box, the Bed Reservation page opens. The expiration date of reservation can also be viewed from this page. Using Page 133 of 179

134 this page, a user can release a reserved bed if it is no longer needed by checking the Release Bed check box Page Information Fields Client The name of the client associated with the bed reservation; System derived; not user editable User The name of the user who made the bed reservation for the specific client; System derived; not user editable Expiration The date of expiration for the reservation; System derived; not user editable. Release Bd Indicates that selected bed is no longer needed; User selected check box for an assigned users; editable; not required; Defaults to unchecked. Buttons Save Standard Save processing. Close Standard Close processing Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider.) The fields are pre-filled based on any current reservations associated with the provider Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. Upon save, if the Release Bed check box is checked, the bed reservation is cleared immediately. Upon save, if the Release Bed check box is checked, the Release Bed check box is disabled CRUD Matrix Table Name Create Read Update Delete BED_RESERVATION X X PERSON X Page 134 of 179

135 WORKER PROVIDER_ORG X X Page 135 of 179

136 Pop-up Page Edit Other Services Page Overview The Edit Other Services page is used to record non-licensed service types for a Person Provider. This page is accessed from the Person Provider page, Services tab for a given Fiscal Agency. An assigned user can select the appropriate Fiscal Agency from the Fiscal Agency specific drop down box in the Service Specifics group box on the Services tab and press the Edit Other Services hyperlink. The Edit Other Services page will open for the selected Fiscal Agency and the Fiscal Agency s name will be displayed in the header information on this page. Section provides detailed information regarding the Services tab for reference. The Edit Other Services page is the area in which service capacities and statuses can be updated. These properties cannot be updated on the Services tab. For services (where SERVICE_TYPE.fl_in_home = Y ), the Total Capacity field is disabled. Additionally, provider service rates can be created and updated on the Edit Other Services page. Service rates can be accessed and viewed from this page. These pages are accessed via the Options drop down box for a specific service. Either the Provider Rate or Service Rate value will be available for a given service based on the service type definition in the Page 136 of 179

137 SERVICE_TYPE table. In some cases, neither option will be available for a service type that is not paid Page Information Group Box Header Information Fields Provider ID The unique ID number assigned to the specific provider; System derived from the Person Provider page; not user editable. Provider Name The name of the provider; System derived from the Person Provider page; not user editable. Fiscal agency The Fiscal Agency name for which the non-licensed services will be added; system derived from the Person Provider page; not user editable. Total Bed Capacity The total bed capacity of the provider expressed in numerical terms; System derived from the Person Provider page; not user editable. Group Box Unlicensed Services Fields Category The list of service categories filtered by the Fiscal Agency selected on the Services tab; User-selected drop down box; User editable prior to initial save processing; required; No default value. Type The list of non-licensed service types for a given Fiscal Agency, filtered by the value selected in the Category field; User-selected drop down box; User editable prior to initial save processing; required upon selection of the Category value; No default value. Status Designates the current status of the service type associated with the provider for a given Fiscal Agency; User-selected drop down box; User editable; required; Defaults to Inactive. Capacity Stores the number of units that a provider can render for a given service type; User entered numeric field; User editable if SERVICE_TYPE.fl_in_home = N ; required; No default value. Contract ID Unique identifier to associate Service Category and Service Type to Provider; user entered; alphanumeric; 10 characters; not required. Links Delete Removes the appropriate service type record from the Other Services group box. This link is only available prior to initial save processing for the service type record. Page 137 of 179

138 Options Provider Service Rate Service Rate Launches the Provider Service Rate page. Only available when the radio button located to the left of the service type records is selected for a paid service type that requires a provider specific rate (SERVICE_TYPE.fl_prvd_rate = Y and SERVICE_TYPE.fl_pmnt_allwd = Y ). Radio button located to the left of the service type records is selected for a paid service type that requires a service rate (SERVICE_TYPE.fl_prvd_rate = Y and SERVICE_TYPE.fl_pmnt_allwd = Y ). The Service Rate page opens in view only mode. Buttons Insert Adds a new service type record to the Other Services group box. Save Standard Save processing. Close Standard Close processing Background Processing Note: Unless otherwise stated, the work described in this section can only be completed by users with an assignment to the provider.) When accessing this page from the Services tab, the header information on the Edit Other Services page fills with the values from the Person Provider page. When accessing this page from the Services tab, where the capacity information on the Services tab has been updated but not saved, the user will receive a notification message stating, This action will save the Person Provider information. Do you want to continue? If the user selects Yes, the capacity information saves and the user is navigated to the Edit Other Services page. When pressing the Insert button, a new record is added to the Other Service group box. The Status field is defaulted to Inactive. When a new record is added to the Other Services group box, the Category values are filtered based on the Fiscal Agency selected on the Services tab. This is the same Fiscal Agency that is displayed on the header of the Edit Other Services page. Page 138 of 179

139 After selecting a Category value for a new service record, the Type field becomes enabled and required. The values in the Type field are filtered based on the value selected in the Category field. After selecting a Type value, if the service type is Service (SERVICE_TYPE.fl_in_home = Y ), the Total Capacity field will be disabled and set to 0. After selecting a Type value, if the service type is a paid service that requires a provider service rate (SERVICE_TYPE.fl_prvd_rate = Y and SERVICE_TYPE.fl_pmnt_allwd = Y ), the Options drop down box will appear in the lower left of the Edit Other Services page. The Provider Service Rate value will be available for selection in the Options drop down box. Whenever a service type record is selected that has these properties (by selecting the radio button to the left of the service record), the Provider Service Rate value is visible in the Options drop down box. After selecting a Type value, if the service type is a paid service that requires a service rate (SERVICE_TYPE.fl_prvd_rate = N and SERVICE_TYPE.fl_pmnt_allwd = Y ), the Options drop down box will appear in the lower left of the Edit Other Services page. The Service Rate value will be available for selection in the Options drop down box. Whenever a service type record is selected that has these properties (by selecting the radio button to the left of the service record), the Service Rate value is visible in the Options drop down box. The Delete hyperlink is enabled when a service record is newly added to the Other Services group box and initial save processing has not been triggered. When the Delete hyperlink is selected, the user receives a notification message stating Are you sure you want to delete currently selected information? If the user selects Yes, the service type record is removed from the Other Services group box and the user is returned to the Edit Other Services page. When inserting a new service type in the Other Services group box, after the user selects a value from the Type drop down, the system checks whether: Page 139 of 179

140 1. The service type is ongoing and paid according to a provider-based rate, (Service_Type.fl_pmnt_allwd= Y and Service_Type.fl_prvd_rate= Y and Service_Type.fl_recr_elig= Y ). 2. The selected service type has an associated SWRG (Service_Type.cd_sw_rpt_grp) 3. There is at least one row in Statewide_Prvd_Srvc_Rate table for the associated SWRG and for the provider (Statewide_Prvd_Srvc_Rate.cd_sw_rpt_grp = Service_Type.cd_sw_rpt_grp and Statewide_Prvd_Srvc_Rate.id_prvd_org = Provider_Service.id_prvd_org) If the three conditions are met, the user receives a message that says, Statewide rates exist for this service type and provider. After saving your changes, please review the copied over rates. Also, the Provider Service Rate option is not available (until the information is saved). Upon save, the associated records (Statewide_Prvd_Srvc_Rate.cd_sw_rpt_grp = Service_Type.cd_sw_rpt_grp and Statewide_Prvd_Srvc_Rate.id_prvd_org = Provider_Service.id_prvd_org) from the Statewide_Prvd_Srvc_Rate table are copied to the Prvd_Srvc_Rate table Save Processing Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when clicking the Close button, and then answering Yes when the system asks the user if they would like to Save changes before closing the page. Upon save processing, if a newly added active service record requires a provider service rate (SERVICE_TYPE.fl_prvd_rate = Y ) and a provider service rate has not been entered, the user receives an error message stating, Effective Provider Service Rate needed. Upon save processing, the Category and Type fields become disabled. Only the service record status and capacity can be modified after initial save processing. Additionally, the Delete hyperlink is no longer available for the service record. Page 140 of 179

141 If a value entered into the Total Capacity field for a service type is greater than the Total Bed Capacity for the home provider, on save processing, the user receives an error message stating Total Service Capacity of both Active and Inactive services must be less than or equal to Total Bed Capacity CRUD Matrix Table Name Create Read Update Delete PROVIDER_ORG X PROVIDER_SERVICE X X X Page 141 of 179

142 Pop-Up Page Service Rate Navigation Page Overview Selecting Service Rate from the Actions Group Box of the Service Tab of the Provider page, or from the Options drop down of the Edit Other Services page, and pressing the Go button, accesses the Service Rate page. Page Summary The Service Rate Pop-up page displays the rate information associated with a specific service type Page Information Group Box Service Page 142 of 179

143 Fields Type Displays the selected service type; system derived from the Service Type page Service Type Long Desc: field; view only Code Displays the service code associated with the selected service type; system derived from the Service Type page; view only. Group Box Service Rates Fields Effective Date Last Updated Date Rate Period Rate: Displays the effective date of the rate for the selected service type; mm/yyyy; system derived from the Service Rate table for already existing service rate information; user entered if creating new rate information; Required. Displays the last date the service rate was updated for the selected service type; mm/dd/yyyy; system derived from the Service Rate table. For newly entered Service Rates this will be entered when the Service Type page is saved. View only. Displays the rate period for the selected service type (Daily, or Monthly); system derived from the Service Rate table for existing service types; user entered if inserting new rate information; Defaults to Daily ; required. Displays the rate amount for the selected service type; system derived from the Service Rate table; user entered if creating new rate information; Required. Buttons Continue Returns the user back to the Provider page. Close Standard Close processing Background Processing None Save Processing None Pop-Up Page CRUD Matrix TABLE NAME Create READ Update Delete Service Type R Service Rate R Page 143 of 179

144 Pop-up Page Provider Service Rate Page Overview Navigation Selecting Provider Service Rate from the Options drop down of the Edit Other Services page, and pressing the Go button, accesses the Provider Service Rate page. Page Summary The Provider Service Rate page is used to enter Provider Specific Rates for Service Types that allow provider specific rates as defined by PM01: Maintain Service Types. When setting these rates the Fiscal Agency worker will record the effective date, the period, and the rate. Provider service rates can be effective in the past or in the future. The worker will document the Contract ID and the Units Authorized pop-up page Information. The provider rate can be broken down by multiple categories. Page 144 of 179