Programs and Services

Transcription

1 Programs and Services The State of Minnesota requires that all agencies produce reports of services provided, both staff time and purchased services, using the Budgeting, Reporting and Accounting for Social Services (BRASS) service codes and state-defined sub- Programs. Programs & Services provides a standard method of recording this information. These reports are used to determine funding, track trends, and report to the legislature. In addition, agencies require the ability to define BRASS sub-services for internal reporting. Programs and Services in SSIS Administration provides a standard method of recording this information in every agency and gives you the ability to customize the settings of the associated services and activities to the BRASS Program areas and sub-program areas. Programs and Services Tree View Programs and Services Tutorial Page 1 of 15

2 Navigate to Programs and Services: 1. From SSIS Administration, select Tools in the Windows toolbar and select Programs and Services. 2. Expand or select the appropriate folders/nodes to view details related to specific areas. BRASS Program Areas Folder BRASS Program Areas are determined by policy and maintained by SSIS. Hint: Expand the BRASS Service to view additional information for that BRASS Service as seen on page 1. Additional information and actions are discussed throughout this job aid. Programs and Services Tutorial Page 2 of 15

3 Programs Folder Programs include the standard set of sub-programs for reporting staff time records, Service Arrangements and Payments. Each sub-program is associated to a BRASS Service by the first digit of the three-digit number. The last two digits are determined by the BRASS committee and reflect the service category and service. This information is maintained by SSIS. Hint: Select a specific sub-program to display associated services and details. Programs and Services Tutorial Page 3 of 15

4 Services Folder Services are maintained by SSIS. Agencies can change County Settings for select Services. Agencies can create and edit County Sub-Services for additional reporting needs. Seven tabs display for a selected Service: Summary Displays a summary of the current information and is not editable. Cnty Settings Displays editable agency settings (if applicable) of the Staff Provided, Vendor Provided and County Sub-Service Required fields. Svc Details Displays a grid of all versioned information about a service and is not editable. Assoc Programs Displays all the Programs that the Service is associated to and is not editable. Cnty Sub-Svcs Displays a grid of all county sub-services that have been defined for the service. This is where you can enter additional sub-services for agency reporting. WG Types Displays the workgroups types that this service can be selected on contact/activities and is not editable. Assoc HCPCS/Mods Displays all of the HCPCS/Modifiers that are valid for the service and is not editable. Programs and Services Tutorial Page 4 of 15

5 Summary tab The Summary tab includes Service Dates, a description for the Service and report information if the Service is reported through SEAGR or CMHRS. Settings for Staff Provided, Vendor Provided and County Sub-Service Required display on this tab as well. If these settings are editable, agencies can change the indicators on the Cnty Settings tab. The Svc Details tab has an indicator to identify the Services in which counties can change these settings. Cnty Settings Tab The Cnty Settings tab is blank until you create a New County Settings record. Fields are enabled if the options are editable. Staff Provided indicates if the Service displays when users are entering Time Records. Vendor Provided indicates the Service displays in the dropdown for Service Arrangements and Payments. If County Sub-Service is required, agencies must create and associate County Sub- Services to the applicable Services. Programs and Services Tutorial Page 5 of 15

6 Hints: To view all Services where the Cnty Settings tab is enabled, add the Override column to the Services folder grid. If override is Yes then you are able to change whether the service is staff provided or vendor provided. County Sub-Service Required is always editable. To Change the default settings: 1. Select the Cnty Settings tab. 2. Access Action and select New County Settings, if the County Settings tab is blank. 3. Selects the appropriate indicator for Staff Provided, Yes or No, if this Service is available on a Contact/Activity record. 4. Select the appropriate indicator for Vendor Provided, Yes and No, select if this Service is available on a Service Arrangement and/or Payment. 5. If your agency requires County Sub-Service to be selected for this particular service, select Yes or No. Hints: You can select No on both the Staff Provided and Vendor Provided if your agency does not provide that particular Service. If the Service has an end date displaying, the County Settings cannot be edited. Programs and Services Tutorial Page 6 of 15

7 Svc Details Tab The Svc Details tab displays a grid with current and historical information about the service. The detail portion on the Summary tab includes the County May Override indicator. Hint: Svc Details and all history is maintained by SSIS. Programs and Services Tutorial Page 7 of 15

8 Assoc Programs Tab The Assoc Programs tab includes programs the Service is associated to. Hint: Programs and associated Services are maintained by SSIS; this tab is not editable. Programs and Services Tutorial Page 8 of 15

9 Cnty Sub-Svcs Tab The Cnty Sub-Svcs tab includes any County Sub-Services created by your agency and associated to the Service. County Sub-Services can be entered on Time Records, as well as Service Arrangements and Payments. You can make the County Sub-Service entry required or not required on the County Settings tab. Hints: You can delete a County Sub-Service if made in error and not associated to any Time Records, Service Arrangements or Payments. To remove a County Sub-Service from being selected on time records, service arrangements and/or payments, enter an end date for that record. To add a County Sub-Service: 1. Select the Cnty Sub-Svcs tab. 2. Access the Action menu and select New Cnty Sub-Svc. 3. Enter the two-digit County Sub-Service Number. Must be a two-digit number between Enter a Description. 5. Update Start Date if needed. Defaults to 01/01/ Enter End Date if applicable. 7. Click Save. Programs and Services Tutorial Page 9 of 15

10 WG Types Tab The WG Types tab displays the types of workgroups associated to the Service. Services display in the dropdown for Time Records based on the associated Workgroup types and the workgroup selected on the Time Record. Hint: The Workgroup Types tab is maintained by SSIS and is not editable. Assoc HCPCS/Mods Tab The Assoc HCPCS/Mods tab displays the HCPCS/Modifiers associated to the service. Not all services have associated HCPCS/Modifiers. The associations on this tab filter the dropdown list available on Service Arrangements and Payments. It also filters the correct HCPCS/Modifier to automatically associate to a Time Record based on the Program, Service and Activity selection. Hints: HCPCS/Modifiers are associated by SSIS and is not editable. These associations also display in the Programs folder and Services folder. Programs and Services Tutorial Page 10 of 15

11 Assoc Programs Folder The Assoc Programs folder associated Programs and Activities related to each Program. You can add or remove additional Activities based on your agency needs. To Add an Associated Activity to a Service: 1. Expand the Services folder and select the Service to add an Activity to. 2. Select the Assoc Programs folder from the Tree View. 3. Select the Program. 4. Access the Action menu, select Associated Activities, then select Add Existing Activity. The Activities Search screen displays. Programs and Services Tutorial Page 11 of 15

12 5. Search for and select the Activity you would like to associate to the selected Program area and Service. 6. Click the Select button. Hint: Program, Service and Start Date are required fields. To Remove an Associated Activity to a Service: 1. Select the Associated Activity in the grid, access the Action menu, and select Remove. 2. Select Yes when the confirmation dialog box displays. Programs and Services Tutorial Page 12 of 15

13 Activities Activities are associated to a BRASS service and sub-program and display on Time Records. Activities are maintained by SSIS and few changes can be made by agencies. The Admin Activities and Payroll Activities displays activities like Funeral leave, Attend training/in-service/workshop, Correspondence, etc. You are able to hide Administrative and Payroll type activities. Agencies can decide and hide Admin or Payroll Activities in the dropdown list on Time Records. Service Activities cannot be hidden. To remove an Activity from the dropdown list on a Contact/Activity: 1. Select the Activity. 2. Click on a Visible in County option button. 3. Click No and Save. Programs and Services Tutorial Page 13 of 15

14 HCPCS/Modifiers Folder The HCPCS/Modifiers folder contains a list of HCPCS/Modifiers with Claimable Services. The details about each HCPCS/Modifier and Claimable Services are maintained by SSIS. These items are not editable. Each HCPCS/Modifier has a Staffprovided Rates tab. Agencies enter and maintain the Staff-provided Rate for each HCPCS/Modifier record. Staff-provided Rates Best Practice: Enter your agency s cost for the service in the Staff Provided Rates. Review and update your Staff-Provided Rates regularly. Programs and Services Tutorial Page 14 of 15

15 To edit/add a new Staff-Provided Rate on HCPCS/Modifier: 1. Select the HCPCS/Modifier in the Tree View and/or in the Grid. 2. Click on the Staff-provided Rates tab. 3. Select the current Staff-Provided Rate and enter the Rate End Date in the form below. You may need to double-click on the record to enable the form. 4. Access Action and select New Staff-provided Rate. 5. Enter the new Rate. 6. Enter the Rate Start Date and Rate End Date, if applicable. 7. Save. Programs and Services Tutorial Page 15 of 15