Review the Agenda with the participants

Transcription

1

2 Review the Agenda with the participants

3 Read through the Learning Objectives with the participants

4 Read through the slide using the mouse to advance the slide text; the slide will build one bullet at a time.

5 Read through the slide using the mouse to advance the slide text; the slide will build one bullet at a time. Emphasized that in order for a service recommendation to appear in Provider Assignment and consequently be available to assign a provider, the student must be authorized to receive services in a public or NPS.

6 Once you click on the Provider Assignment link, service recommendations awaiting a DOE provider are displayed by default. Note that the Awaiting tab and its Awaiting DOE Provider sub-tab are highlighted to indicate this. Keep in mind, regardless of how many rows are displayed, you're will only be allowed to see mandates for your jurisdiction, i.e., your school or schools in your network or district, based on your permissions in SESIS. Under the Receiving tab, users will be able to view service recommendations no longer waiting for a provider to be assigned. These service recommendations have already been assigned a provider, and delivery of these services has commenced. Each unique service recommendation from an IEP is on a separate row. Students with multiple service recommendations in their IEP will have multiple rows in the grid. Notice when you click on a row it is highlighted in blue to facilitate scrolling horizontally to see the additional columns of information, including information on the student, the service recommendation from the IEP and service delivery. As you scroll, the first three columns remain stationary. Most of the columns are self-explanatory, such as the name, date of birth and the school the student is currently attending. The lower left corner of the screen reports which rows of the total number of rows are currently displayed, and the page controls on the lower right corner of the screen allow you to navigate to the remainder of the service recommendations. The default view displays 20 rows per screen, but this can be adjusted at the bottom of the screen. The lower left corner of the screen indicates which rows of the total number of rows are currently displayed, and the page controls on the lower right corner of the screen allow you to navigate to the remainder of the service recommendations.

7 In order to view more information regarding the service recommendations, you need to scroll horizontally. Notice that when you scroll the first three columns remain viewable. You should be familiar with the information on the actual recommended service in the columns that come next. Frequency reflects what is stated on the IEP for the service recommendation. Remaining Frequency identifies the number of sessions to be delivered by the provider. This column may indicate the total number of sessions from the IEP or if a mandate is split between providers, the number of sessions to be delivered by that particular provider. We will talk more about this later in the session.

8 The Provider column will display the full name of the provider assigned to deliver the service, if in fact, one has been assigned. Mandate Status indicates how much of the mandate has been assigned: - "Unassigned" means that no provider has been identified to cover any of the mandate's sessions. - "Fully Assigned" means that all of the sessions have been assigned to a provider: they're all covered. - A third value, "Partially Assigned" in the Mandate Status column, means the mandate has been split and at least some of the sessions have been assigned a provider. Assignment Status indicates where the mandate is in the process of assigning a provider to it. - recommendation. - has been assigned to this service recommendation.

9 We will watch the Navigating Provider Assignment video as a group. It is only 4 minutes in length. Take notes and write down any questions you have.

10 Read through the slide using the mouse to advance the slide text; the slide will build one bullet at a time. Note: the first question is a variation on a previously asked question, but worthy of reinforcement. Review the questions to ensure they understand: 1. Provider Assignment 2. How the service recommendations are displayed 3. How to change the number of rows displayed

11 You will typically have to scroll twice to view all of the columns available in the Service Recommendation grid. Discuss the values for the Mandate Status Column as indicated on the slide. awaiting a provider. We will talk more about Split Mandates later in the session.

12 Remind the Assignment Status column. The Assignment Status can contain different values, but these are the two that pertain to the target audience for this training session. Review the importance of the Authorized Physical DBN field, i.e., service recommendations that the student is authorized to receive will be listed in Provider Assignment by the Authorized Physical DBN and Authorized Admin DBN. Mention that the service recommendations displayed on the grid are sorted by the Days column in descending order based on the date the service was authorized. * Note that this is staged data which does adhere to the legend indicated on the bottom left of the screen.

13 When you click on the Search button, the Search Panel opens providing a number of different fields that can be used to filter the results displayed in the grid. Discuss the fields / filters available in the Search Panel placing emphasis on the fields they will use the most. The Mandate Status split where a portion of the frequency has not yet been assigned a provider. Choosing The Assignment Status field for DOE Providers, for example, allows them to filter for Service Type field is where they will choose a specific Service. for a student.

14 Advise them that they should click the Search button at the bottom of the Search Panel to invoke the selected filters. Clicking the Reset button clears the filters and will refresh the page. Clicking on the X just below the Search button will close the Search Panel which will provide you with additional space. The selected filters will remain when you reopen the Search Panel.

15 This slide serves

16 Review the questions on this slide to reinforce their understanding. Remember, as in previous similar slides to advance through the bullets using the mouse or arrow keys on your keyboard. Answer any related questions they may have.

17 Advice the participants that the next ten minutes will allow them time to login to SESIS and: Navigate to Provider Assignment from the SESIS Home Page Explore the Provider Assignment Home Page Use the Search Panel filters

18 Advise them that the link to Provider Assignment is on the SESIS Home Page. Clicking on the Provider Assignment link at the top of the SESIS Home Page will take you to the Provider Assignment Main Screen where they can view the service recommendations of students who have been authorized.

19 This slide serves

20 Discuss the steps involved in the assignment process: Identifying the service recommendation Assignment Status Mandate Status or Clicking on the Assign Provider button Continue on the next slide.

21 After clicking on the Assign Provider button, The DOE Provider Look-up window will open. Mention that the DOE Provider Look-up window will appear on top of the grid and the grid will be shaded out. The providers listed will align with the Service Type for the selected service recommendation. Click in the Radio button to select the provider, and then click on the Assign Provider button.

22 Discuss the process steps in making a Bulk Assignment. First, clear any previous filters used in searching by clicking on the Reset button. Establish your new filter or filters, e.g. Mandate Status Select the Service Type. Select the Authorized Physical DBN if applicable. Select Assignment Status Click Search Place a checkmark in multiple rows in the grid. Click on the Assign Provider button.

23 Discuss what filters they should consider to identify the service recommendation that will be split. As part of the demo, first, clear any previous filters used in searching by clicking on the Reset button. Establish your new filter or filters, e.g.: Click Search. Mandate Status Select the Service Type. Select the Authorized Physical DBN if applicable. Select Assignment Status NYCID. Scroll to the right until you see the Remaining Frequency column. Confirm that the Provider column is blank for the highlighted row. Click on the drop-down arrow associated with the Remaining Frequency filter and select the number of sessions the provider will be able to service. Go to the next slide to continue the process.

24 Click OK in the Confirmation window that appears. Go to the next slide to continue the process.

25 When the screen refreshes, locate the service recommendation that you split and note the new row below it which contains the remaining frequency for the split mandate. Place a checkmark in the row that you split. Click on the Assign Provider button. Go to the next slide to continue the process.

26 When the provider has been assigned to the split portion of the mandate, adjust your search filters to search for Partially Assigned mandates. Assignment Status has changed Assignment Status for the remaining frequency row of the * Note that both rows related to the service recommendation now have a Mandate Status = assigned to a provider, the Mandate Status

27 DOE providers will need to confirm that they will continue to provide services to a student at the start of the new school year. Provider Confirmation will be done by all providers in the Provider Assignment module. The DOE Provider or Designee will select the appropriate rows in the grid to confirm. Note

28 Click the Confirm button. A popup opens that summarizes the selected rows from the grid. For those cases you wish to confirm fully, make no changes. The row in its entirety Mandate Status For those cases you wish to confirm partially, lower the frequency. The row will be split Mandate Status

29 The earliest encounter date entered by the DOE provider will be auto-populated by the system in Provider Assignment. This will be the earliest certified service capture recorded in SESIS. Only DOE providers will be expected to first attend in this manner. As a result, the Earliest Encounter Date will likely be empty for non-doe providers. The First Attend Date can be updated by a DOE provider in the Provider Assignment if necessary. Process Notes: Only mandates in the Awaiting DOE Provider tab with an Assignment Status = In the Receiving DOE Provider tab, any mandate can be First Attended even though the mandate is on this tab as a direct result of a First Attend entered via Encounter Attendance. This will allow the user to correct the First Attend Date on the Receiving DOE Provider tab if necessary. 1. Select desired mandate(s) to First Attend. 2. Click the First Attend button. A popup opens that summarizes the selected rows from the grid. The First Attend Date defaults to current date, but can be changed to any other date in the past or future.

30 First Attend Popup: (If Earliest Encounter Date is populated) If the First Attend Date entered here differs from the Earliest Encounter Date, the provider will be required to enter a reason entered free-form. If the First Attend Date precedes the Service Start Date, the provider will be appear to capture a reason entered free-form. Once the First Attend Date is saved, The mandate will go to the Receiving tab, if it

31 Several Provider Assignment Icons are dedicated to First Attend as indicated on the slide.

32 If a DOE Provider does not exist, the Assignment Status should be changed to 1. Place a checkmark on the mandate rows with a Mandate Status of either Assignment Status 2. Change Assignment Status drop-down list. 3. Click on Change Assignment Status. The selected mandates will now be on the Awaiting Contract Agency tab with an Assignment Status

33 Use far. Remember to advance through the slide using the mouse.

34 Revisit the session learning objectives to summarize what was covered during the session; and answer any questions the participants may still have.

35 Review where they can find additional training and reference information related to Provider Assignment. Time permitting, take them to the SESIS Website either through SESIS via the Home Page or from the SESIS login page (at the bottom right corner).

36 Ask the participants to complete the electronic evaluation. Discuss next steps, if applicable, while they are completing the evaluation.