Printing Monthly Eligible List for Providers

Transcription

1 Printing Monthly Eligible List for Providers We have to begin by obtaining two lists from WebKIDSS. The first one will be a Service Line Export, the second will be a Medicaid List Form. *If you do not have a Medicaid List Form that includes the KIDS ID number you will want to build one first. From the Main Menu under the Student Data Transfer section we are going to complete a General Fields download Download (export) IEP Service Line Fields. We are going to choose Active Students Only at the student selection screen, and then click Select All Students.

2 We are going to set our download export order to include at least the following information: Stu: KIDS ID, Stu: Legal Full Name (LF), Serv: Service Provider Name All other fields are optional. Mark Use most recent IEP record, and click Download Services. You will be given a text file. Open the text file and highlight all the information contained (Use Ctrl- A or Cmd-A), copy the selected info (Ctrl-C or Cmd-C). Open Microsoft Excel and paste the copied information into it (Use Ctrl-V or Cmd-V). You will have plenty more data rows based on your file.

3 Back in WebKIDSS choose Print a Medicaid List Form from the Main Menu. On the Student Selection screen you can choose Find Students Find on Fields or Find Students Find by Saved Find Parameters (if you have one already built for the month desired). If you have a Find Parameter built that matches the one below you can choose find by saved. Otherwise choose Find on Fields and create it. Then click Find.

4 Be sure to choose a Medicaid Student List Form that includes the KIDS ID number and click Print. Once you get your list on the screen, use the Ctrl/Cmd-A option to select all of the data and then copy the data using Ctrl/Cmd-C. On the second sheet of your Excel workbook, use Ctrl/Cmd-V and paste the data.

5 On the service line sheet in Excel, we are going to add a formula/function to the first blank column. In the example, this is column L. Click on the fx to the left of the Formula bar. When the formula window pops up you can choose VLOOKUP if it appears. If it does not appear you will want to use the search to find VLOOKUP. Once you select the VLOOKUP function you are then able to complete it. The lookup_value is what value do we which to match on. In this case we are using the KIDS ID number since it is the most reliable match for data out of WebKIDSS. The table_array is where we want to look for the data. In this example we want to look in the October Eligibility sheet from the KIDS ID column through the end of the data set. Columns A-F in the above example. The col_index_num is the column in our table array that we wish to have returned. In this case we are simply going to return the KIDS ID number so we use column number 1. The range_lookup is True or False. We input True for a close match or False for an exact match. Since we are looking at KIDS ID, we are going to want an exact match, so we use FALSE. Example: =VLOOKUP(A2, Oct Elg!A1:F3,1,FALSE)

6 To copy this formula down to the rest of the rows we must first set our search area to be absolute. We can accomplish this by using the absolute indicator for Excel. New formula: =VLOOKUP(A2, Oct Elg!$A$1:$F$3,1,FALSE) We can then copy/paste this formula all the way down our list of services. We are going to add two nested formulas to our first one. This will then allow us to display a Yes or a No depending on if the student is in the Monthly Eligibility list or not. The first is ISNA(). This will give us a FALSE or TRUE on if our original formula returns #N/A (no match) or actual data. The second modification is then to nest the =ISNA(VLOOKUP(A2, Oct Elg!$A$1:$F$3,1,FALSE)) in an IF formula. This says if it is an #N/A then return No, otherwise return Yes. Final Formula: =IF(=ISNA(VLOOKUP(A2, Oct Elg!$A$1:$F$3,1,FALSE)), No, Yes ) Remember this will reflect your data and your sheet names, not the example.

7 The next step is to sort the services by the Provider. In the above example we ve sorted the list by column H. On a Mac you will find the next step under the Data menu, on a PC you will find it on the Data Tab. We are going to use the Subtotals feature to insert page breaks automatically between providers.

8 In the Subtotal window, set it up as shown in the example. Arrows indicate probable changes you will want/need to make. Once the process finishes you will see page breaks have been inserted at the end of each provider. It also adds a count of service lines per provider.

9 Printing this Excel worksheet will now print a separate page for each Provider listed. You can see this example would print six pages. These pages now contain all providers with the monthly eligibility status for Medicaid for each student.