Course: Assessor Training Course Code: M&L c009 Version: 05/05/2018

Transcription

1 Course: Assessor Training Course Code: M&L c009 Version: 05/05/2018

2 Before Getting Started Disclaimer The scenarios contained within this document and the data in the training environment are fictitious in nature and are intended for the purposes of training only. Steps are documented based on the scenarios Note, that not all page clusters and fields are documented within this guide. Only mandatory fields and fields that are important to the specific scenarios are included. Detailed text information is included in some fields as an example of the type of information that may be required in the production environment; however, in the interest of time, you only need to enter the first part of the information provided for the purposes of this learning session. Caution! Information Notes: To ensure the protection of sensitive data, participants must not enter any real client data into the DSCIS training environment at any time. Information notes are provided throughout the participant guide to highlight key points. Activities: A Hands on activities are key to successful learning. The participant guide has guided activities for each topic to help the participant learn. These activities are completed together with other learners in your training session. ACTIVITY TITLE Self-Study: Self-study activities are included at the end of the participant guide. Use these activities to practice what you have learned throughout the module. 1

3 Operational Business Process Context: This guide is to be used in conjunction with the directives, policies, and operational guidelines as per: The Policy Directives for Developmental Service Ontario The Assessor Training and Data Quality Assurance (AATDQA) Program training binder (including Manuals and instructional slides) Instructions provided in training events Additional resources and handouts provided by the ATDQA Program. Please refer to the above documents for the directives, policies, and Operational Guidelines. 2

4 Table of Contents Before Getting Started... 1 Disclaimer... 1 Steps are documented based on the scenarios... 1 Information Notes:... 1 Activities:... 1 Operational Business Process Context:... 2 Introduction... 6 Module Introduction... 6 Module Objectives:... 7 Module Audience... 7 Topic 1: Registering an Individual in DSCIS Creating their Person Page and DSS Case... 8 Activity 1: Search for a Person and create Person Page and DSS Case... 8 Topic 2: Accessing an Individual s Cases Activity 1: Search for a Person to access their Person Page Activity 2: Access an individual s DSS case from their Person Page Topic 3: Reviewing an Individual s Eligibility in DSCIS Activity 1: Reviewing an Individual s Eligibility in DSCIS Topic 4: Review and Edit the Information in the ADSS Section Activity 1: Review and Edit the information on the DSS Case Activity 2: Review and Edit Individual s personal information Activity 3: Review and Edit Individual s Address Activity 4: Review and Add a Phone Number for an individual Activity 5: Review and add a contact for an individual Activity 6: Add an Alternative Name for an Individual Topic 5: Completing the ADSS and SIS online Completing the Assessment Package Activity 1: Completing the ADSS Section 2 About the Individual Activity 2: Completing the ADSS Section 3 Getting to Know You Activity 3: Completing the ADSS Section 4 Supports and Services Activity 4: Completing the SIS Interview Activity 5: Completing the SIS section 1 Support needs Scale Activity 6: Completing the SIS section 2 Supplemental Protection and Advocacy Scale 38 3

5 Activity 7: Completing the SIS section 3 Exceptional Medical and Behavioral Support Needs Activity 8: Completing the ADSS Section Activity 9: Completing the ADSS Section 6 Care Concerns Activity 10: Completing the ADSS Section 7 Unpaid Primary Caregiver Concerns 43 Activity 11: Editing an ADSS or SIS section online Topic 6: Using the Offline Workspace to complete the ADSS and SIS Activity 1: Downloading the ADSS and SIS to produce an offline version Activity 2: Uploading the ADSS and SIS back into DSCIS Activity 3: Viewing and Editing an ADSS or SIS from the Offline Workspace Activity 4: Managing Contacts from the Offline Workspace Activity 5: Resolving Conflicts Activity 6: Reviewing the history for the offline workspace Activity 7: Reviewing the uploaded ADSS or SIS pdf Topic 7: Confirming and Generating the ADSS and SIS Activity 1: Confirming the Assessment documents Activity 2: Generating the ADSS and SIS Topic 8: Assessor Summary Report (ASR) Tipsheet and ASR Template Activity 1: Using the ASR Tipsheet Activity 2: Generating, completing, and confirming the ASR Topic 9: Individual Consolidated Evidence (ICE), Recommended Services, and Preferred Service Location (PSL) Activity 1: Manually generating an ICE Activity 2: Adding Recommended Services and Preferred Service Locations to an in-edit ICE record Activity 3: Downloading an individual s ICE pdf Topic 10: Uploading attachments to the DSS Case Activity 1: Uploading attachments to the DSS Case Topic 11: Creating Notes Activity 1: Adding a Note to the DSS Case Topic 12: Recording a Communication Activity 1: Record that a communication has been sent to an individual Topic 13: Generating a Person Profile pdf Activity 1: Generating a Person Profile pdf Topic 14: Creating a Referral

6 Activity 1: Creating an Outcome Plan Activity 2: Creating a Referral Appendix 1: Tips for the Assessments Offline Workspace

7 Introduction DSCIS v6 features include a number of enhancements to further promote a clientcentric approach to service delivery in the DS sector. The enhancement of DSCIS builds on existing operational procedures connecting individuals to available resources and creating provincially consistent processes within the sector. For DSOs, an enhancement to DSCIS provides better data quality, more up-to-date information on individual service needs and available service resources and reduces inefficiencies. DSCIS follows an applicant through the process of applying for and receiving services with Developmental Services. There are five major business processes: initial contact determine eligibility perform assessment create outcome plan match and link individual to service create ICE & PSL Module Introduction The focus of this training is on functions in DSCIS that relate to the Assessor Role. The Assessor Role includes functions specific to completing the Application for Developmental Supports and Services (ADSS), The Supports Intensity Scale (SIS ) and the Assessor Summary Report (ASR). Not all steps and processes will be covered. Information may be pre-populated into the training environment to assist with completing steps that require a system process not available in the training environment. 6

8 The technical DSCIS functionality instructions included within this module relate to the functions in DSCIS that are completed by the Assessor role in a provincially consistent manner. This guide is to be used in conjunction with the directives, policies, and operational guidelines as per: the Policy Directives for Developmental Service Ontario; The Assessor Training and Data Quality Assurance (AATDQA) Program training binder which includes Manuals and instructional slides; instructions provided in training events and additional resources and handouts provided by the ATDQA Program. Module Objectives: This module covers DSCIS technical steps associated with the functions in DSCIS that are completed by an Assessor. After completing this module, you will be able to: Complete DSCIS v6 steps required for performing the ADSS and SIS assessments Complete DSCIS v6 steps associated with creating the ICE & PSL Various intake and cases management activities required for the role of an Assessor Perform assessment Complete ADSS and SIS Use the offline workspace Use the ASR Tipsheet and template Create ICE & PSL Generate ICE Completed ICE and SDC&PSL Edit ICE and SDC&PSL Apply changes Module Audience: This module is intended for: 1. Assessors completing the Assessor Training and Data Quality Assurance program as part of the Coordinated Assessor DSCIS training for new assessors. Assumption: it is assumed that the reader is familiar with the day to day activities associated with the role of an Assessor and will apply the provincially consistent business processes, policies, directives, and operational guidelines as appropriate. Users should be logged in as a DSO Case Support user role to complete the tasks associated with this training module. 7

9 Topic 1: Registering an Individual in DSCIS Creating their Person Page and DSS Case DSCIS requires a person to be registered in the system as part of the intake and eligibility process. While the steps can be completed individually by searching for a person, registering the person and then creating the DSS case, DSCIS combines these steps together when using the Case > New Case feature. Search for an Individual Register Person & Create Person Page Create DSS Case Add a Contact Add Evidence and Verifications Create Eligibility Case The steps listed above are all the steps included in the intake process. Not all steps are completed by an assessor and therefore not all steps are covered in this module. A SEARCH AND CREATE PERSON PAGE AND DSS CASE Activity 1: Search for a Person and create Person Page and DSS Case Scenario: Milhouse VanhoutenXYZ is applying for Developmental Services. Let s search to ensure he is not already known to DSCIS and then register & create the Person Page and DSS Case. Steps: 1. From the Clients and Cases tab, select to expand the shortcuts panel 2. Select the Cases tab 3. Select the hyperlink for New Case The Register Person wizard opens. Notice the system requires a search in advance of adding person details to ensure the individual is not already registered. 4. Complete the following: First Name Milhouse Last Name Van HoutenXYZ (where XYZ is your unique training code) Date of Birth January 1,

10 DSCIS reads the date in Canadian format DD/MM/YYYY. 5. Select In this exercise, a search result will not display in the search results section If no search results display, the client is not already registered in DSCIS. An information message also appears indicating no results have been found: If a record is found, do not continue to register the individual a second time. Select the reference number to access their Person Page, review the case and determine the appropriate next steps. 6. Select to move to the Person Details tab. The Continue Registration button only appears after a search has been completed. 7. Complete the following: Gender Male Mother s Birth Last Name Marital Single Status RoswellXYZ (where XYZ is your unique training code) 8. Add the Primary Address details: Street 300 Street City Centre Number Name Street Type Drive City Mississauga Province Ontario Postal Code L5B 3C1 Alternatively, you can use the Postal Code look up feature by selecting 9

11 9. Select beside County The County information entered in this field is not used for the location comparison on the Match and Link screen. 10. Select Central West Region from the Region drop down box 11. Select 12. Select Mississauga 13. Select 14. From the Create Case tab of the wizard, complete the following information: Type Current Situation Developmental Services and Supports Inquiry for services in the future Reason for Contact Preferred Language Community Participation Services and Support English 15. Select the checkbox beside Substitute Decision Maker Available? 16. Respond to Directive 6.0 questions as follows: DSCIS includes five information items related to Directive 6.0 to track the identification of individuals in urgent need. These information items are included in the DSS Integrated Case record in DSCIS for all individuals, and are to be populated by the DSOs during the DS Application Intake process. The responses to these items may be updated by the DSO at any time after their initial population, upon determination of a change in an individual s situation with respect to whether or not they are in urgent need of support, as per the Adult Developmental Services Urgent Response Guidelines and Application Entity Policy Directive 6.0. The addition of these questions within DSCIS is intended to support the tracking of individuals identified as being in urgent need of support. This is not intended to change the manner in which the DSOs identify individuals as being in urgent need, or the urgent 10

12 response process as outlined in the Adult Developmental Services Urgent Response Guidelines. For this exercise, complete the five Directive 6.0 urgent response questions as follows: 1 The person s unpaid primary caregiver (e.g. family member) is unable to Yes continue providing care that is essential to the individual s health and wellbeing. 2 The individual has no residence or anticipates in the very near future a real No likelihood of having no residence. 3 The individuals support needs have changed to such an extent that their No current support arrangement may soon become untenable and their wellbeing is at risk. 4 The service need is interim (i.e. short term, time limited). No 5 Formal and informal services are not available to reduce the risk of harm or Yes address the need. DSCIS will automatically categorize a person as being in urgent need if: the response to any of the first three questions is yes ; and the responses to BOTH of the last two questions is yes. 17. Select to create the DSS Case. Outcome: You have successfully created registered a person, created a person page, and created a DSS Case. The individual s DSS Case will automatically open for you. At this time, the DSO would enter the Developmental Disability evidence information, add a contact, verify the information, and generate the Eligibility Case. However, those steps will not be completed as part of this training module as that functionality is out of scope for the role of an Assessor. Adding a contact is in scope but will be addressed in a future activity. This activity is now complete. 11

13 Topic 2: Accessing an Individual s Cases If an individual has already been registered in DSCIS, you will need to complete a search to access their person page or case. There are multiple ways to search for a person or case in DSCIS: For this module we will focus on the Person search. In DSCIS v6, a person search looks for registered and prospect person in a single search. People who are registered in DSCIS but not registered to the users DSO will show in the search results with identifying information blocked. When searching in DSCIS, you can use basic person data such as name, date of birth and address. DSCIS also allows for additional search criteria, including reference number, gender, phone number, county and mother s birth last name. DSCIS is equipped with a quick search data field that allows users to search using a system reference number. For DSCIS, system reference numbers include the specific case numbers or the person reference number. Every person has a unique person reference number (300 number) and every case has a unique case reference number. 12

14 A wildcard search is available for partial names. The Search Results will display entries with the characters requested. For example, Sm% will show Smith, Smythe, Small, etc. A minimum of two characters followed by the % symbol is required to produce a search result. When searching for a name with an accent, the user must either type in the letter with the accent or use the wildcard search in place of the letter with the accent to retrieve the desired search results. A SEARCH FOR PERSON Activity 1: Search for a Person to access their Person Page Scenario: Sandeep NahasapeemapetilonXYZ has already applied for Developmental Services and has completed the intake and eligibility process. He has been scheduled for an assessment and you want to access his file to review it. Let s search for his Person Page in DSCIS to access his file. Steps: 1. From the Clients and Cases tab, select the to expand the shortcuts panel 2. Select the Search tab 3. Select the hyperlink for Person The Person Search tab opens 4. In the First Name field, type Sandeep 5. In the Last Name field, type NahasapeemapetilonXYZ where XYZ is your unique learner code You may also enter partial names as long as the last name has at least 2 letters. 6. Select The system will display a search result in the search results section. If no search results display, the person is not registered in DSCIS. An information message also appears indicating no results have been found: 13

15 7. Hyperlink into the Reference Number to open the Person Page. Outcome: You have successfully searched for and found the Person Page for Sandeep NahasapeemapetilonXYZ. This activity is now complete. Once you have accessed the Person Page, you can access the individual s DSS Case. The DSS Case is where the assessment features are located. As an alternative, you can also search directly for the DSS Case by expanding the shortcuts panel and selecting Case instead of Person from the Search section. A ACCESSING THE DSS CASE Activity 2: Access an individual s DSS case from their Person Page Scenario: You have accessed Sandeep NahasapeemapetilonXYZ s person page and want to access his DSS Case to review his information. Steps: 1. Continuing from the activity above, from Sandeep NahasapeemapetilonXYZ s person page, select the Cases tab 2. Review the Name column for the list of cases This tab will display all the cases that are associated with this individual. 3. Select the reference number for the Developmental Services and Supports Case. Outcome: The DSS Case will open for this individual in a new Tab. You have successfully navigated to an individual s DSS Case from their Person Page. This activity is now complete. 14

16 Topic 3: Reviewing an Individual s Eligibility in DSCIS Prior to completing an Assessment with an Individual, Assessors must ensure the individual is listed in DSCIS as being eligible for developmental services. If the individual is displaying as not eligible for Developmental Services, the individual may still be eligible, however there may be some information missing in DSCIS. A REVIEWING ELIGIBILITY Activity 1: Reviewing an Individual s Eligibility in DSCIS Scenario: You have an assessment booked with Sandeep NahasapeemapetilonXYZ. Prior to completing the assessment, you want to review his case to ensure he is listed as eligible in DSCIS for Developmental Services. Let s review his eligibility in DSCIS. Steps to create the scenario: These are not the steps to review the eligibility. However, due to the limitations of the data created in the training database, these steps must be completed for this case to be able to review the eligibility case and proceed with the activity. 1. From Sandeep NahasapeemapetilonXYZ s DSS Case, select and select Generate Eligibility Decision 2. The New Delivery window will open. Select 3. The system will create and open the Eligibility Case. Close the Eligibility tab. Steps to review the eligibility: 1. From Sandeep NahasapeemapetilonXYZ s person page, select the Cases tab If you are on an individual s DSS Case, you can access the Person page by hyperlinking into their name listed above their avatar. Alternatively, you can access their Eligibility Case directly by selecting the Products tab on the DSS Case and hyperlinking into the Case Reference for the DSCIS Eligibility Case. 15

17 You may have to select the to refresh your screen and ensure you see the most up to date information. 2. Review the Name column for the list of cases This tab will display all the cases that are associated with this individual. 3. Select the reference number for the DSCIS Eligibility case. The Eligibility Case will open in a new tab. 4. Select the Case Decisions tab. 5. Review the list of active decisions, including the Effective From/To dates and the Decision to confirm whether an individual is listed in DSCIS as being eligible for Developmental Services. If the individual is not listed as being eligible for Developmental Services or it has not yet been confirmed, an assessment should not be completed. Outcome: You have confirmed an individual s eligibility for Developmental Services in DSCIS. This activity is now complete. 16

18 Topic 4: Review and Edit the Information in the ADSS Section 1 The ADSS Section 1 Intake Process is populated from information found on various pages in DSCIS. The following information is captured on the DSS home page: Reason for Contact Current Situation Substitute decision maker/guardian Consent and Capacity Assessment process Preferred language for the support needs assessment interview Special issues to consider (accessibility, interpreter, specific location, transportation) The information in regards to the individual s contact information or the details of their caregivers or representatives is accessed from the individual s Person Page. A Review DSS Case Information Activity 1: Review and Edit the information on the DSS Case Scenario: You are starting the assessment process and want to review and edit the information listed in the ADSS Section 1. Let s review and edit the individual s information on the DSS Case. Steps: 1. Using the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case You may already have the DSS Case tab open or you can navigate to the DSS Case from the eligibility case by selecting the Developmental Services and Supports hyperlink. 17

19 2. Ensure you are on the Home tab of the DSS Case 3. Scroll down to review the ADSS Section 1 information on this page Let s edit the information: 4. Select and select Edit 5. Edit the desired fields and select Outcome: You have successfully reviewed and edited the information found in the ADSS section 1. This activity is now complete. In DSCIS, an individual s personal information is found on their Person Page. The following information is captured on the person page, home tab: Name Gender Date of Birth Mother s Birth Last Name Marital Status A Review Personal Information Activity 2: Review and Edit Individual s personal information. Scenario: You are starting the assessment process and want to review and edit the personal information listed in the ADSS Section 1, such as their name, date of birth, marital status, etc. Let s review and edit the individual s information on the Person Page. 18

20 Steps: 1. Using the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s Person Page You may already have the Person Page open or you can navigate to the Person Page from the eligibility case by selecting the individual s name above their avatar. 2. Ensure you are on the Home tab of the Person Page 3. Scroll down to review the personal information found on this page Let s edit the information: 4. Select and select Edit Person 5. Edit the desired fields and select Outcome: You have successfully reviewed and edited the information found in the ADSS section 1. This activity is now complete. 19

21 In DSCIS, an individual s address is found on the Contact tab on their Person Page. A Review Individual s Address Activity 3: Review and Edit Individual s Address. Scenario: You are completing an assessment interview and want to check in DSCIS that the individual s address is still current and correct. Let s review the individual s current address and edit the address. Steps: 1. Continuing from the activity above remain on Sandeep NahasapeemapetilonXYZ s person page 2. Select the Contact tab on the Person Page 3. Ensure you are on the Addresses section on the side navigation panel 4. Review the addresses listed on this page and the From and To dates to ensure the Individual s current address is listed without an end date. Let s edit an address: 5. Select for the desired address and select Edit 6. Edit the desired fields and select If a new address needs to be added, the user can select and enter the details of the new address. The system will automatically end date the existing address (i.e. complete the To field) with the day before the From Date of the new address. Outcome: You have successfully reviewed and edited the individual s address that will be populated in the ADSS section 1. This activity is now complete. 20

22 In DSCIS, an individual s phone number is found on the Contact tab on their Person Page. A Review Individual s Address Activity 4: Review and Add a Phone Number for an individual. Scenario: You are completing an assessment interview and want to check in DSCIS that the individual s phone number is still current and correct. Let s review the individual s current phone number and add a new phone number. Steps: 1. Continuing from the activity above remain on Sandeep NahasapeemapetilonXYZ s person page 2. Select the Contact tab on the Person Page 3. Select the Phone Numbers section on the side navigation panel 4. Review the phone numbers listed on this page and the From and To dates to ensure the Individual s current phone numbers are listed without an end date. Let s add a phone number: 5. Select 6. Select the type from the Type drop down menu 7. Select the Primary checkbox if this is their primary phone number 8. Enter the From date as appropriate (note: this date automatically defaults to today s date) 9. Enter the Area Code and Phone number 10. Select added. can be selected instead if another phone number needs to be If a phone number needs to be corrected or the From or To dates need to be adjusted, select for the desired phone number and select Edit. 21

23 Outcome: You have successfully reviewed and added an individual s phone number. This will be populated in the ADSS section 1. This activity is now complete. In DSCIS, all of an individual s caregivers and representatives are listed on the Contact tab on their Person Page. If the same person plays multiple roles for an individual (i.e. family member and primary contact or Substitute Decision Maker and Unpaid Primary Caregiver), a separate record must be created for each role. Accountant Emergency contact Family Member Lives with individual Other Paid Support Relationship Primary contact Representative Secretary Substitute Decision Maker / Guardian Director Employer Guardian Next of Kin Paid Primary Caregiver Physician Referral source Respondent Solicitor Unpaid Primary Caregiver A Review Individual s Contacts Activity 5: Review and add a contact for an individual. Scenario: You are completing an assessment interview and need to review and add a caregiver for the individual. Let s review the list of current contacts and add another contact. Steps: 1. Continuing from the activity above remain on Sandeep NahasapeemapetilonXYZ s person page 2. Select the Contact tab on the Person Page 3. Select the Contacts section on the side navigation panel 4. Review the caregivers and representatives listed for this individual. 22

24 Let s add an unpaid primary caregiver: 5. Select 6. Enter the contact s name. For this exercise, enter Marge SimpsonXYZ in the Name field, where XYZ represents your unique learner code 7. Select the Type from the Type dropdown list. For this exercise, select Unpaid Primary Caregiver. 8. For this exercise, enter the following details: Address Select the Applicant s address from the Use Applicant s Address drop down list. Phone number Country Code leave blank Area Code 416 Local Number (Do not add any dashes or spaces) Date of Birth July 1, 1965 Depending on the type of contact selected, certain fields may or may not be required. For an Unpaid Primary Caregiver, the Date of Birth is required. 9. Select If a representative s details need to be edited or the From or To dates need to be adjusted, some fields can be edited by selecting for the desired representative. Otherwise, hyperlink into the contact s name to access their representative page. Outcome: You have successfully reviewed and added a caregiver to an individual s person page. This information will be populated in the ADSS section 1 and will be available to select in other parts of the ADSS. This activity is now complete. 23

25 A Review Individual s Contacts Activity 6: Add an Alternative Name for an Individual Scenario: You are completing an assessment interview and the individual has identified that he prefers to be called by a name other than the name listed on his identification. Let s add an alternative name on his file. Steps: 1. Continuing from the activity above remain on Sandeep NahasapeemapetilonXYZ s person page 2. Select the Identity tab on the Person Page 3. Ensure you are on the Alternative Names section on the side navigation panel 4. Review the list of names for this individual Let s add an alternative name: 5. Select 6. Enter the alternative First Name and/or Last Name. For the exercise, enter Sandy as the first name and NahasapeemapetilonXYZ as the last name, where XYZ is your unique learner code. 7. Select the Type from the Type dropdown list. For this exercise, select Alias. Selecting Preferred as the type will change the name on the Person Page as well as the name that appears on the ADSS and SIS and therefore should not be used. 8. Select Outcome: You have successfully reviewed and an alternative name to an individual s person page. Now the user can search for Sandy NahasapeemapetilonXYZ, and the search results will display the case for Sandeep NahasapeemapetilonXYZ. This activity is now complete. 24

26 Topic 5: Completing the ADSS and SIS online Completing the Assessment Package Complete the ADSS & SIS online or offline (If offline, download offline version and then re-upload it to DSCIS ) Confirm DSCIS Assessment Data Generate ADSS Generate SIS Generate ASR Tipsheet Upload ASR as an Assessment Document in DSCIS and Confirm Generate and Complete ASR The ADSS and SIS can be completed online or they can be downloaded in an offline version, saved to a computer or drive, completed offline in a fillable pdf version, and then re-uploaded to DSCIS. This topic will focus on the online version. Completing the ADSS/SIS in an offline manner will be covered in the next topic. Any comments entered in the comments boxes of the ADSS and SIS will not populate in the pdf version. A ADSS Section 2 Activity 1: Completing the ADSS Section 2 About the Individual Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the ADSS Section 2. Steps: 1. Using the steps in Topic 2, Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case 2. Select the Assessment tab 25

27 3. Ensure you are on the Site Map section from the side navigation panel 4. Hyperlink into ADSS Section 2 About the Individual 5. Select 6. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, complete the details as follows. Assessment Details ADSS Section 2 Completed Date Today s date Reason for Assessment First Time New Applicant Section 2 - Respondents for this part of the interview 1. Respondent Applicant Does this respondent meet the policy directive Yes standard for respondents? 2. Respondent Marge SimpsonXYZ Does this respondent meet the policy directive Yes standard for respondents? The representative must be listed on the Individual s Person Page as a contact in order for them to appear in the drop down box. If the desired representative does not appear in the drop down list, the user can select. The system will save a draft copy of the ADSS section 2 and will bring the user to the Person page. When the user has added the contact and returns to the ADSS section 2, they must refresh the page, select for their existing assessment, and select Edit to access the saved assessment. Section 3 Faith and Cultural Preferences Are there any Faith or Cultural preferences related to service providers that may provide services and supports to the individual? No Section 4 Family status of individual Is the individual a parent? No 26

28 Section 5 Expressive Communication 1. Is the individual able to use spoken language? Yes If Yes, indicate all spoken languages English 2. Signed language Yes If Yes, indicate the language type American Sign Language 3. Augmentative Communication No 4. Alternative Communication (e.g. vocalizations, Yes gestures ) If yes, describe Vocalizations, sounds 5. For whichever form of communication chosen Moderately Well above, indicate extent to which the individual is able to communicate with those they know well. 6. To what extent is the individual able to Not at all communicate with those they DO NOT know well? 7. Is the individual able to understand spoken Yes language? If Yes, indicate all the languages understood by the English individual 8. To what extent is the individual able to Somewhat understand spoken language? 9. Is the individual able to understand signed Yes language? If Yes, indicate language type American Sign Language 10. To what extent is the individual able to Somewhat understand signed language? 11. Other comments (indicate if the individual Says shh, if others talk understands other non-verbal forms of too much, shows communication) frustration if others don t understand him Section 6 Physical Information 1. Hearing Normal 2. Hearing Supports [do not select any] 3. Vision Normal 4. Mobility Supports No 5. Does the individual require a barrier Yes free/accessible environment? If Yes, describe Needs a highly modified environment, not due to mobility but for safety, stripped bedroom 27

29 Section 7 Current Living Situation 1. Current Situation (select one) Non MCSS residence rented/owned by a relative other than spouse 2. Is the individual required to leave the current No living arrangement? Section 8 Overnight Support 1. Does the individual require someone to be present to provide overnight support and/or supervision while they are sleeping? If Yes, indicate the nature of the support If Yes, indicate the usual amount of time needed to support the individual during the night Yes Monitoring 4 hours or more Section 9 Financial Situation 1. Indicate all regular on-going sources of income (select all that apply) 2. Has any financial planning regarding the future care of the individual taken place (wills/estate/funeral planning)? ODSP No Section 10 Other Issues 1. Is there any court order or proceeding underway that affects the individual and/or their relationship with significant others? 2. What supports are in place to support (enforce) any orders? No None 7. Select The ADSS has a built-in skip logic in that answers may be required or not required based on a previous response. When Validate and Save has been selected, the system will display error messages at the top of the screen if any of the questions should be completed but weren t or were completed but should not have been. 28

30 can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the skip logic or validations if Save is used. Outcome: You have successfully completed the ADSS section 2 About the Individual by using the online version in DSCIS. This activity is now complete. A ADSS Section 3 Activity 2: Completing the ADSS Section 3 Getting to Know You Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the ADSS Section 3. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into ADSS Section 3 Getting to Know You 4. Select 5. Enter today s date in the ADSS Section 3 Completed Date field 6. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, do not complete any additional information. 29

31 If an individual s supporter does not appear in the drop down list on question12 Support Network, but they should be added as a representative on the Individual s case, the user can select. The system will save a draft copy of the ADSS section 3 and will bring the user to the Person page. When the user has added the contact and returns to the ADSS section 3, they must refresh the page, select for their existing assessment, and select Edit to access the saved assessment. Alternatively, in rare situations where the supporter does not need to be added as a representative, the user can type in the name and indicate the relationship to the applicant and frequency of support. 7. Select The ADSS has a built-in skip logic in that answers may be required or not required based on a previous response. When Validate and Save has been selected, the system will display error messages at the top of the screen if any of the questions should be completed but weren t or were completed but should not have been. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the skip logic or validations if Save is used. Outcome: You have successfully completed the ADSS section 3 Getting to Know you by using the online version in DSCIS. This activity is now complete. 30

32 A Activity 3: Completing the ADSS Section 4 Supports and Services Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the ADSS Section 4. ADSS Section 4 Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into ADSS Section 4 Supports and Services 4. Select 5. Enter today s date in the ADSS Section 4 Completed Date field 6. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, complete the details as follows. Section 1 Current Services and Supports - Residential Which MCSS-funded residential supports is currently provided? No MCSS-funded residential supports Section 2 Current Services and Supports Community Participation Which MCSS-funded Community Participation supports is currently provided? No MCSS-funded Community Participation Supports Section 3 Current Services and Supports Respite Which MCSS-funded Respite supports are currently provided? No MCSS-funded respite Supports 31

33 Section 4 Current Services and Supports Specialized and Professional Services Which MCSS-funded specialized and professional services are currently provided? No MCSS-funded specialized or professional services Section 5 Current Services and Supports Educational Program Is the individual participating in an ongoing educational program? No educational program Section 6 Current Services and Supports Ministry of Health Services Are there Ministry of Health Services in place? No Ministry of Health services Section 7 Current Services and Supports Other Government funded Community Services Are there any other government-funded Community Services in place? No other governmentfunded services Section 8 Current Services and Supports Employment Is the individual independently employed? No Section 9 Current Services and Supports Volunteering Is the individual currently involved in volunteering Yes activities? How many hours in a usual week? Less than 30 hours/week To enter the Provider Name, select the and search for the Provider Enter Sunbeam in the Provider Name field and select Select the record for Sunbeam 32

34 Sunbeam will now be populated in the Provider Name field You may select to remove the Provider Name, if an error was made. Section 10 Current Services and Supports Self or Privately-funded supports Does the individual have any self or privately-funded supports? No Section 11 Current Services and Supports Unfunded supports What other ongoing unfunded supports are currently Primary care/basic care provided to the individual including primary care? How many hours in a usual week? 30 hours or more/week How many days in a usual week is primary care 7 provided? Provider Name [leave blank] Only the providers who are recorded in SMIS (the contact management system) will display in the list of providers. If the provider is not recorded in SMIS, you may leave the field blank. Section 12 Current Services and Supports Physician Contact Information For this exercise, leave this field blank If an individual s physician does not appear in the drop down list on question12 Current Services and Supports Physician Contact Information, the user can select 33

35 . The system will save a draft copy of the ADSS section 4 and will bring the user to the Person page. When the user has added the physician and returns to the ADSS section 4, they must refresh the page, select for their existing assessment, and select Edit to access the saved assessment. Section 13 Requested Services and Supports Community Participation Supports Requested? Yes How would the supports be managed? Direct funding Section 14 Requested Services and Supports Residential Supports Type of support requested No Residential Supports requested Section 15 Requested Services and Supports Caregiver Respite Support option requested No MCSS-funded respite supports Section 16 Requested Services and Supports Person-Directed Planning Requested? No Section 17 Requested Services and Supports Requested Specialized and Professional Services Service requested No MCSS-funded specialized or professional services In both the online and offline version of the ADSS Section 4 question 17, there is the ability for the user to check off all the different options counselling, behaviour management, speech and language, occupational therapy, dual diagnosis, APSW or case management, Other, No MCSS funded specialized or professional services. However, the final PDF does not have these options. The final PDF will only display a yes/no check box. 34

36 7. Select The ADSS has a built-in skip logic in that answers may be required or not required based on a previous response. When Validate and Save has been selected, the system will display error messages at the top of the screen if any of the questions should be completed but weren t or were completed but should not have been. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the skip logic or validations if Save is used. Outcome: You have successfully completed the ADSS section 4 Supports and Services by using the online version in DSCIS. This activity is now complete. A SIS Interview Activity 4: Completing the SIS Interview Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the SIS Interview. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into SIS Interview 4. Select 35

37 5. The Section Received Date will automatically populate with today s date. Leave this as today s date. 6. Complete the fields on this page as correctly and completely as per the instructions on the SIS and in the training and training materials. However, for this exercise: o Select all Individuals in the Individuals or Organizations Providing Essential Supports box o Select all Respondents The ctrl key can be held down to select multiple individuals or respondents If an individual s representative does not appear in the boxes, the user can select. The system will save a draft copy of the SIS Interview and will bring the user to the Person page. When the user has added the representative and returns to the SIS Interview, they must refresh the page, select for their existing assessment, and select Edit to access the saved assessment. 7. Select The SIS has some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully completed the SIS Interview by using the online version in DSCIS. This activity is now complete. 36

38 A SIS Section 1 Activity 5: Completing the SIS section 1 Support needs Scale Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the SIS Section 1. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into SIS Section 1 Support Needs Scale 4. Select 5. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, enter 0 for all answers. You may use the tab key to move between the different drop down boxes 6. Select The SIS has some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully completed the SIS Section 1 Supports Needs Scale by using the online version in DSCIS. This activity is now complete. 37

39 A SIS Section 2 Activity 6: Completing the SIS section 2 Supplemental Protection and Advocacy Scale Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the SIS Section 2. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into SIS Section 2 Supplemental Protection and Advocacy Scale 4. Select 5. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, enter 0 for all answers. 6. Select The SIS has some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully completed the SIS Section 2 Supplemental Protection and Advocacy Scale by using the online version in DSCIS. This activity is now complete. 38

40 A SIS Section 3 Activity 7: Completing the SIS section 3 Exceptional Medical and Behavioral Support Needs Scenario: You are completing an Individual s first Assessment package using the online assessment. Let s complete the SIS Section 3. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into SIS section 3 Exceptional Medical and Behavioral Support Needs 4. Select 5. Complete the fields on this page as correctly and completely as per the instructions on the SIS and in the training and training materials. For this exercise: o Enter 0 for all fields except Seizure management o Enter 2 for Seizure management 6. Select The SIS has some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully completed the SIS section 3 Exceptional Medical and Behavioral Support Needs by using the online version in DSCIS. This activity is now complete. 39

41 The information that populates the ADSS Section 5 is contained within the SIS Section 3. If any of the levels of support are listed as a 2 in the SIS Section 3, additional information is required. A ADSS Section 5 Activity 8: Completing the ADSS Section 5. Scenario: You are completing an Individual s first Assessment package using the online assessment and an individual has extensive support needs (scores 2) on a SIS 3A item. Let s complete the ADSS Section 5. Steps: 1. Continuing from the activity above, remain on the SIS Section 3 Exceptional Medical and Behavioral Support Needs tab for Sandeep NahasapeemapetilonXYZ 2. Select on the DSCIS Assessment 3. There will be an error message at the top of the page if additional provider support information is required. 4. Scroll down to locate where a 2 has been recorded for the Level of Support. For this exercise it will be Seizure Management. 5. Select for Seizure Management and select Manage 8. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. However, for this example, complete the details as follows. o Select the Unpaid Primary Caregiver checkbox o Frequency of Support: 2 o Daily Support: 4 o Select the Physician checkbox o Frequency of Support: 0 o Daily Support: 1 6. Select 40

42 The SIS has some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully completed the additional information recorded in the ADSS Section 5 by using the online version in DSCIS. This activity is now complete. A ADSS Section 7 Activity 9: Completing the ADSS Section 6 Care Concerns Scenario: You are completing an Individual s first Assessment package using the online assessment and the individual has identified medical support needs. Let s work with the caregiver to complete the ADSS Section 6 and capture the details of the care concerns. The ADSS Section 6 can only be completed if there is a least one 2 in the SIS section 3 A or B and/or the total score is greater than 5 in the SIS Section 3B. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into ADSS Section 6 Care Concerns 4. Select 5. Enter today s date in the ADSS Section 6 Completed Date field 41

43 6. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. Care Concerns 1. Does the information reported about the individual suggest that he/she has medical support needs? 2. Does the information reported about the individual suggest that he/she has behavioural support needs? Yes No Medical Care Concerns 3. Does the caregiver have any concerns about Yes the individual s safety because of their medical support needs? If Yes, explain Has seizures at any time. Needs 2 If Yes, how does the caregiver rate the impact of these medical support needs on the safety of the individual? 4. Thinking about the last 3 months, are the medical support needs of the individual Why does the caregiver think they are staying the same/increasing/decreasing? What would make the situation better? people to keep him safe. 5 Severe Impact Increasing Seizures are becoming more frequent Assessment by a neurologist In this example, the Behavioural Care Concerns questions can be left blank as the answer to the Does the information reported about the individual suggest that he/she has behavioural support needs is no. 7. Select The ADSS has a built-in skip logic in that answers may be required or not required based on a previous response. When Validate and Save has been selected, the system will display error messages at the top of the screen if any of the questions should be completed but weren t or were completed but should not have been. 42

44 can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the skip logic or validations if Save is used. Outcome: You have successfully completed the ADSS Section 6 Care Concerns by using the online version in DSCIS. This activity is now complete. A ADSS Section 7 Activity 10: Completing the ADSS Section 7 Unpaid Primary Caregiver Concerns Scenario: You are completing an Individual s first Assessment package using the online assessment and the individual has an unpaid primary caregiver. Let s work with the unpaid primary caregiver to complete the ADSS Section 7. The ADSS Section 7 can only be completed if there is an Unpaid Primary Caregiver listed as a contact on the individual s person page. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into ADSS Section 7 Unpaid Caregiver Concerns 4. Select 5. Enter today s date in the ADSS Section 7 Completed Date field 6. Complete the fields on this page as correctly and completely as per the instructions on the ADSS and in the training and training materials. 43

45 However, for this exercise, complete the details as follows: Health Status of Unpaid Primary Caregiver 1. Do you have any significant physical, medical or mental health conditions? If yes, select all options that look like they apply to you 2. Thinking about this condition (these conditions), do you think it has any impact on your ability to provide primary care to the individual with a developmental disability? If Yes, please rate the impact you think it has on your ability to provide primary care to the individual with a developmental disability Please explain 3. Do you think your condition (conditions) is having an impact on the wellbeing of the individual with a developmental disability If Yes, please rate the impact you think it has on the wellbeing of the individual with a developmental disability Please explain Yes Medical Condition Mental Health Condition Yes 5 - Severe Impact Exhausted and lethargic if thyroid not working well when stressed. Yes 5 Severe Impact He gets more agitated if his mom is stressed. Other Family Member Caregiver Concerns 4. Is there someone else in the family for whom you are also the major unpaid primary caregiver? 5. Has someone who has helped you in providing unpaid primary care left your household recently? Or is about to leave your household? If Yes, rate the impact of this family change on the well being of the individual with a developmental disability. Please explain What would make a difference for you in this situation? No Yes 5 Severe Impact His grandmother used to help with care but is no longer able to handle his behaviour Having some additional supports 44

46 If desired, the user can select to view the contacts listed on the Individual s person page. The system will save a draft copy of the ADSS section 3 and will bring the user to the Person page. When the user has reviewed the contacts and returns to the ADSS section 7, they must refresh the page, select for their existing assessment, and select Edit to access the saved assessment. 7. Select The ADSS has a built-in skip logic in that answers may be required or not required based on a previous response. When Validate and Save has been selected, the system will display error messages at the top of the screen if any of the questions should be completed but weren t or were completed but should not have been. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the skip logic or validations if Save is used. Outcome: You have successfully completed the ADSS Section 7 Unpaid Caregiver Concerns by using the online version in DSCIS. This activity is now complete. 45

47 A Activity 11: Editing an ADSS or SIS section online Scenario: An ADSS or SIS section is in edit and you want to make changes. Let s review and edit the ADSS section 3. Editing an ADSS or SIS section online If an ADSS or SIS section is in edit (i.e. has not been confirmed, the user is able to continue editing the fields. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel 3. Hyperlink into the desired ADSS or SIS section. For this exercise, hyperlink into the ADSS Section Review the list of records and select for the In-Edit assessment section and select Edit 5. Make the required adjustments to the desired field and select section.. For this exercise, enter a comment in the Things I Like The ADSS and SIS have some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully edited an in-edit section of the ADSS. 46

48 If the ADSS/SIS is in-edit (i.e. has not been confirmed), you are also able to delete a section. Follow the steps above, but select delete instead of edit. This activity is now complete. 47

49 Topic 6: Using the Offline Workspace to complete the ADSS and SIS As an alternative to completing the ADSS and SIS online, the ADSS and SIS can be downloaded in an offline version, saved to a computer or drive, completed offline in a fillable pdf version, and then re-uploaded to DSCIS. This will allow the user more flexibility as to where and how they can complete the ADSS and SIS. The ADSS and SIS can be downloaded regardless of whether some information has been added online or not. A Downloading the ADSS/SIS for Offline Use Activity 1: Downloading the ADSS and SIS to produce an offline version. Scenario: You are going to be completing the assessment in a person s home and are not sure whether or not there will be internet access available. As such, you will download the assessment before going to the interview. Let s download the ADSS and SIS. Steps: 1. Following the steps in Topic 2, Activity 1 and 2, access Lindsey NaegleXYZ s DSS Case, where XYZ represents your unique learner code 2. Select the Assessment tab 3. Select Offline Workspace from the side navigation panel 4. Select and select Download ADSS 5. Select Generate ADSS in English 6. The ADSS will download in a pdf version. Once it has downloaded you may need to select on the Download Assessment window 7. Open the downloaded ADSS by selecting the arrow beside the downloaded document and selecting Open with system viewer. 48

50 Selecting Open or double clicking the downloaded document may open the ADSS, however, some of the functionality may be limited. 8. The ADSS will open in a pdf with the ADSS section 1 data and any data in the online version of the ADSS. Select the File Menu and Select Save As. Save the file to your desired location (desktop, USB stick, drive, etc.). 9. Return to the Assessment tab, Offline Workspace from the Side Navigation Panel. 49

51 offline. There will now be an i-note listed advising that the ADSS has been downloaded 10. Select and select Download SIS 11. Select Generate SIS in English 12. The SIS will download in a pdf version. Once it has downloaded you may need to select on the Download Assessment window 13. Open the downloaded SIS by selecting the arrow beside the downloaded document and selecting Open with system viewer. Selecting Open or double clicking the downloaded document may open the SIS, however, some of the functionality may be limited. 14. The SIS will open in a pdf with the some tombstone data already populated. Select the File Menu and Select Save As. Save the file to your desired location (desktop, USB stick, drive, etc.). Outcome: You have successfully downloaded the ADSS and SIS in a fillable pdf, to be used and completed while working offline. Refer to the Tips for the Assessments Offline Workspace document (Appendix 1) for tips on how to complete the ADSS and SIS offline. This activity is now complete. 50

52 The fillable pdfs that were downloaded can be completed offline and saved. Once the ADSS and SIS have been completed in an offline manner, they can be re-uploaded to DSCIS to populate the online fields. A Uploading the ADSS/SIS back into DSCIS Activity 2: Uploading the ADSS and SIS back into DSCIS. Scenario: You have used the offline workspace to download the ADSS and SIS and have completed the Application Package in an offline manner. You have returned to the office and would like to upload the completed ADSS and SIS back into DSCIS. Let s upload the ADSS and SIS back into DSCIS. For this exercise, complete a few of the fields in the ADSS and SIS and save the offline pdfs. This will allow you to view how the information gets populated in the online version once the offline pdf has been uploaded. Steps: 1. Continuing from the activity above, return to Lindsey NaegleXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Offline Workspace from the side navigation panel. There should be two information notes to advise that the ADSS and SIS have been downloaded for offline. The information note does not prevent the user from completing any functionality, but is rather just for information. If the information note needs to be removed, a supervisor has the ability to Reset the ADSS or SIS Flag and clear the information note. 3. Select and select Upload SIS If the ADSS is uploaded first and an in-edit SIS Section 3 does not exist, the system will not populate the ADSS Section 5. Therefore, it is best practice to upload the SIS first and then the ADSS. 51

53 4. Select and locate the completed SIS. There is a validation and tracking of the document in the back end that will ensure that the document that is being is uploaded is for the same client. (The user may change the file name if desired.) 5. For this exercise, select the Master Flag checkbox Selecting the Master Flag checkbox means that the system will take the uploaded document as the master data. If there is an SIS in edit in DSCIS already, any information in the online version of the SIS will be automatically over written by the information in the offline version. If the user does not select the Master Flag checkbox and there is an SIS in edit in DSCIS already, whenever there is a discrepancy in the data, the user will be presented with both sets of data to select the desired data to retain. 6. Select 7. A new record will appear for the uploaded SIS document in the Offline Workspace. 8. Select and select Upload ADSS 9. Select and locate the completed ADSS. 10. For this exercise, select the Master Flag Checkbox 11. A new record will appear for the uploaded ADSS document in the Offline Workspace. Outcome: You have successfully uploaded the offline versions of the ADSS and SIS in the offline workspace. You will now see the information In Edit on the DSCIS Assessment Site Map. This activity is now complete. 52

54 A Viewing and Editing the ADSS or SIS from the Offline Workspace Activity 3: Viewing and Editing an ADSS or SIS from the Offline Workspace Scenario: You have successfully downloaded the ADSS and SIS in the offline workspace and have re-uploaded it to DSCIS. Let s view and edit a section of the ADSS or SIS through the Offline Workspace instead of navigating to the site map. Once the ADSS and SIS have been uploaded back to DSCIS, a good practice is to review the online version to ensure all the data was captured accurately and completely. The user is also able to view and make edits via the site map (as reviewed in Topic 5, Activity 11), this is just another way of completing the same exercise. Steps: 1. Continuing from the activity above, return to Lindsey NaegleXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Offline Workspace from the side navigation panel. 3. Select for the record that was created when you uploaded the ADSS or SIS 4. Select the Edit hyperlink in the Action section to access the desired section to view and/or edit the information online 5. Edit the desired field and select The ADSS and SIS have some validation rules to ensure the page is fully completed as appropriate. When Validate and Save has been selected, the system will display error messages at the top of the screen if information is missing/not appropriate. 53

55 can be used if the user has not completed all the questions but wants to save the page to ensure they do not lose their data. The system will not check the validations if Save is used. Outcome: You have successfully edited a section of the ADSS or SIS in the offline workspace. This activity is now complete. A Managing Contacts from the Offline Workspace Activity 4: Managing Contacts from the Offline Workspace Scenario: You have successfully downloaded the ADSS and SIS in the offline workspace and have re-uploaded it to DSCIS. Let s edit a contact via the Offline Workspace instead of navigating to the site map. The user is also able to manage contacts (add/edit/delete) via the person page (as reviewed in Topic 4, Activity 5), this is just another way of completing the same exercise. The user is only able to manage contacts via the Offline Workspace if there is already at least 1 contact in the uploaded application. Otherwise, the user will have to navigate to the person page to add a contact. Steps: 1. Continuing from the activity above, return to Lindsey NaegleXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Offline Workspace from the side navigation panel. 3. Select for the record that was created when you uploaded the ADSS or SIS 54

56 4. Navigate to the Contacts tab (within the offline workspace) 5. Review the list of contacts 6. Select for the desired contact and select edit To make edits to the contact s address or phone number, hyperlink into the contact s name to open their representative page and navigate to the Contact tab rather than selecting. 7. Make the desired change and select From the you may also add a new contact or delete a contact. You may also navigate to the Person Page to create or edit a contact. Outcome: You have successfully edited a contact via the offline workspace. This activity is now complete. A Resolving Upload Conflicts Activity 5: Resolving Conflicts Scenario: You have downloaded an offline version of the ADSS or SIS and then subsequently made some changes the online version. You are now trying to upload the offline version of the ADSS or SIS but there are discrepancies in the data between the offline and online version and the system identifies that conflicts exist. Let s recreate the scenario and then resolve the conflicts. When the user uploads the offline version of the ADSS or SIS, the system reviews any in edit assessment data in the online version. If there is a discrepancy between the data that is in the offline version and the data that is in edit in the online version, and the Master Flag Checkbox was not selected, the system will identify that there are conflicts in the data. 55

57 Steps to create the scenario: These are not the steps to resolve the scenario, but just the steps on how to recreate it. The steps on how to resolve the conflicts are listed below. Your instructor may choose to demonstrate this activity to you instead. 1. Continuing from the previous activity, access Lindsey NaegleXYZ s DSS Case 2. Follow the steps in Topic 5 Activity 11 to edit a section of the ADSS in the online version of DSCIS and enter data in some of the fields 3. Access the downloaded pdf of the ADSS and edit the same section and fields that were edited above, but enter different data. 4. Return to the Assessment tab, Offline workspace 5. Select and select Upload ADSS 6. Select and locate the completed ADSS 7. For this exercise, DO NOT select the Master Flag Checkbox 8. Select 9. A new record will appear for the uploaded SIS document in the Offline Workspace. Steps to resolve conflicts: 1. From the Assessment tab, ensure you are on the Offline Workspace section of the Side Navigation Panel. 2. Select for the record that was created when you uploaded the ADSS 3. Review the Action column and Hyperlink into Conflicts. 4. The Conflict Resolution window appears and will display all the questions with the information that s in the online version of DSCIS vs the information in the pdf. Review the information and determine which information is the most up to date information and should be considered the master data. You must pick either all of the DSCIS data in the online version or all of the pdf data as the master data for each section. 56

58 5. Select either DSCIS or PDF from the Select DSCIS or PDF Details drop down list and select. The system will take this as the master data and will input this data in the online version of DSCIS. Outcome: You have successfully resolved conflicts. You will now see the information In Edit on the DSCIS Assessment Site Map. This activity is now complete. A Reviewing the history for the offline workspace Activity 6: Reviewing the history for the offline workspace Scenario: You want to review the dates and users who have uploaded or downloaded an offline ADSS or SIS. Let s review the history for the offline workspace. The user has the ability to review all the uploads, downloads, and edits for the offline workspace. Steps: 1. Continuing from the previous activities, return to Lindsey NaegleXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Offline Workspace from the side navigation panel. 3. Select the for the page and select View History 4. Review the list of changes and history for the offline workspace and select. Outcome: You have successfully reviewed the history for the offline workspace. This activity is now complete. 57

59 A Reviewing the uploaded ADSS or SIS pdf Activity 7: Reviewing the uploaded ADSS or SIS pdf Scenario: You have successfully downloaded the ADSS and SIS in the offline workspace and have re-uploaded it to DSCIS. You want to review the exact pdf that was uploaded. Let s review what was uploaded in a pdf format. Once the ADSS or SIS has been uploaded, it can be reviewed both online and in a pdf version. Steps: 1. Continuing from the activity above, return to Lindsey NaegleXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Offline Workspace from the side navigation panel. 3. Select for the record that was created when you uploaded the ADSS or SIS 4. Select and select Download to download the document as a pdf. This will download the exact pdf version that was previously uploaded. 5. The ADSS will download in a pdf version. Once it has downloaded you may need to select on the Download Assessment window 6. Open the downloaded ADSS by selecting the arrow beside the downloaded document and selecting Open with system viewer. 58

60 Selecting Open or double clicking the downloaded document may open the ADSS, however, some of the functionality may be limited. Outcome: You have successfully downloaded and reviewed the exact pdf version that was previously uploaded in the offline workspace. This activity is now complete. 59

61 Topic 7: Confirming and Generating the ADSS and SIS Regardless of whether the ADSS and SIS have been completed online in DSCIS or offline and then uploaded into DSCIS, the DSCIS Assessment Data must be confirmed and the ADSS and SIS must be generated. This is crucial to ensure the SIS scores are accurate. A Confirming the Assessment Documents Activity 1: Confirming the Assessment documents Scenario: You have gathered and entered all the correct and complete information in the ADSS and SIS and are ready to confirm or finalize the assessments. Let s confirm the DSCIS assessment data. Confirming the DSCIS Assessment data locks down the data. Prior to confirming the data, the user is able to delete the assessments and the data will be removed from the database completely. However, once the assessments have been confirmed, the user is no longer able to delete the information from the front end. Steps: 1. Following the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab and select the Site Map section of the Side Navigation panel 3. Select and select Confirm DSCIS Assessment Data 4. Enter the ADSS Completion Date. This should be the day the ADSS has been fully completed. 5. Enter the SIS Completion Date. This should be the day the SIS has been fully completed. 6. Enter the Assessment Effective Date. This should be the first day when both the ADSS and SIS have been fully completed. 60

62 7. Select The system will run validations and will advise if there are any errors. These errors must be addressed before the assessments can be confirmed. Outcome: You have successfully confirmed the DSCIS assessment documents. The ADSS and SIS will show a status of Confirmed on the DSCIS Assessment Site Map. This activity is now complete. Once the Assessment documents have been confirmed, the ADSS and SIS must be generated. Generating the SIS triggers the SIS server to calculate and return the scoring of the last page of the SIS scoring profile. Without this step, there will be no final SIS scores. A Generating the ADSS and SIS Activity 2: Generating the ADSS and SIS Scenario: You have confirmed the ADSS and SIS but now need to generate the ADSS and SIS to create the pdfs and to ensure that the SIS final scores are calculated and populated. Let s confirm the ADSS and SIS. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel. 3. Select and select Generate ADSS 4. Select 61

63 5. The ADSS will generate in a pdf version. Once it has generated you may need to select on the Generate ADSS window 6. If desired, open the downloaded ADSS by selecting the arrow beside the downloaded document and selecting Open with system viewer. Selecting Open or double clicking the downloaded document may open the ADSS, however, some of the functionality may be limited. 7. Select and select Generate SIS Generating the SIS triggers the SIS server to calculate and return the scoring of the last page of the SIS scoring profile. Without this step, there will be no final SIS scores. 8. Select 9. The SIS will generate in a pdf version. Once it has generated you may need to select on the Generate SIS window 10. If desired, open the downloaded SIS by selecting the arrow beside the downloaded document and selecting Open with system viewer. 62

64 Selecting Open or double clicking the downloaded document may open the SIS, however, some of the functionality may be limited. To review the generated documents: 11. From the Assessment tab, select Assessment Documents from the Side Navigation Panel 12. Select 13. Select for the appropriate document and select View to open the ADSS or SIS in pdf format. Outcome: You have successfully generated the DSCIS assessment documents and have accessed them from the Assessment Documents section of the Assessment tab. This activity is now complete. 63

65 Topic 8: Assessor Summary Report (ASR) Tipsheet and ASR Template The Assessor Summary Report Template and Tipsheet are essential tools for completing the Assessor Summary Report. The template can be used before the ADSS and SIS have been confirmed in DSCIS. Follow the instructions from ASR training and manuals for writing an ASR. The ASR Tipsheet can be generated as long as there is at least one section of the ADSS/SIS that is in edit or the ADSS/SIS has been confirmed. However, the data will only be populated if it has been entered/completed. The Tipsheet can be utilized concurrently with the ASR Template by using such functions as split screen, multiple screens or minimizing. The Assessor may choose to use the tip sheet concurrently as they complete the ADSS and SIS or they may choose to complete it after having finished the ADSS and SIS. A Using the ASR Tipsheet Activity 1: Using the ASR Tipsheet Scenario: You are writing the ASR and want to open the ASR Tipsheet to help you organize and prioritize information, refresh your memory on key points, and see patterns/themes in the information that need to be summarized. Let s open the ASR Tipsheet. The ASR Tipsheet brings all source data points for the ASR into one easily accessed location. It will help you organize information, prioritize information, refresh your memory on key points and see patterns and themes in the information that need to be summarized. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab, Site Map section from the side navigation panel. 64

66 3. Select on the page and select ASR Tipsheet 4. The data will populate from various sections of the ADSS/SIS (if it has been completed). Review the information on the various tabs. desired. You may copy and paste information from the ASR Tipsheet into the ASR as You can also select the toggles on the right hand side to minimize or expand certain sections to reduce the amount of scrolling required. Outcome: You have successfully created and reviewed the ASR Tipsheet. This activity is now complete. 65

67 A Activity 2: Generating, completing, and confirming the ASR Scenario: Once the ADSS and SIS have been confirmed, the ASR template can be generated in DSCIS. Let s generate and complete the ASR. Generating the ASR Remember that the ASR is a provincial document. Follow the instructions on completing the ASR as per ATDQA Program manual, training events and additional resources and handouts provided at training events. The ASR template can only be generated if the ADSS and SIS have been confirmed. In addition, ensure the SIS has been generated prior to creating the ASR to ensure the final SIS scores are reflected. Steps: 1. Continuing from the activity above, return to Sandeep NahasapeemapetilonXYZ s DSS Case. 2. Ensure you are on the Assessment tab and select the ASR section from the side navigation panel 3. Select. The ASR template will generate in both English and French 4. Select for the appropriate ASR and select Download ASR Data Due to the current limitations of the Training environment, you may receive an error message at this time and the ASR may not generate. If so, access a sample ASR provided to you and continue from step The document will appear in the bottom left hand corner of your screen. Select the document to open it. The document will open in Microsoft Word. 6. Complete the required information in the ASR in Microsoft Word 66

68 Select located on the Home tab of the Microsoft Word toolbar to view the hidden text. Note that the hidden text provides suggested phrases and ideas. You may revise the wording as appropriate. 7. Save the ASR using the Microsoft word save functionality (you may choose to save it in a different location or under a different file name) Once the ASR has been fully completed, save the document as a pdf as well. 8. Once you have completed the ASR in Microsoft Word, return to DSCIS, Assessment tab and select Assessment Documents from the side navigation panel. 9. Select 10. Select and upload the pdf version of your saved ASR document 11. Select The user also has the ability to check out the ASR and check it back in. This allows the user to keep a working copy and/or final copy stored in DSCIS. To review the file that was uploaded and confirm it: 12. Leave the Document Type drop down list blank and select 13. Review the list of documents to find the ASR you uploaded 67

69 14. Select for the ASR and select View. The ASR will download. 15. Review the uploaded document to ensure it is correct and final. If changes need to be made or it is not the correct document, the user can select and select Delete and return to step 13 to upload a new document. 16. Once you have ensured the uploaded document is correct and final, return to the Assessments Documents page, select and select Confirm. This Locks down the document. Once the document has been confirmed, the user is unable to delete the document from the front end. Outcome: You have successfully generated and confirmed the ASR in DSCIS. This activity is now complete. 68

70 Topic 9: Individual Consolidated Evidence (ICE), Recommended Services, and Preferred Service Location (PSL) ICE The ICE record is a sub-set of questions that are automatically populated from an individual s most recent Application for Developmental Services and Supports (ADSS) when the user Confirms the DSCIS Assessment Data. In addition there are new questions to be populated about the services and supports the individual will be considered for (their Recommended Services ) and their Preferred Service Location information. The ICE record is created in-edit when the Eligibility Case is generated. Following the confirmation of the individual s completed DS Application Package (ADSS and SIS), the ICE record is updated with the information from the ADSS. The user will be required to edit the ICE to complete the Recommended Services, Preferred Service Location and then activate the ICE. For individuals who complete the DS Application Package prior to their 18 th birthday, their ICE record should only be activated upon turning 18 and becoming eligible for Ministry-funded adult developmental services. Some individuals who were created in DSCIS v5.2 may have had their ICE created via the data migration process that occurred with the upgrade to DSCIS v6. Grandparented individuals will have an ICE record as a result of data migration but that ICE record will be comprised of default placeholder values. A new ICE will be created when an assessment has been completed. The information fields in the ICE record are used in the algorithmic calculation of an individual s priority score through the Provincial Prioritization Tool, as well as the matching algorithm for the match/link screen. The ICE information fields can be edited and updated by the DSO at any time after the completion of an assessment (DS Application Package). These fields are used to track any information updates related to a person s service and support needs and/or circumstances, where the change is not significant enough to require a reassessment. For more information regarding the operational business process regarding ICE, refer to the User Guide on Updating Applicant Information in the Individual Consolidated Evidence. 69

71 A Manually Generating an ICE Activity 1: Manually generating an ICE Scenario: You have completed the first ADSS and SIS for your client Jasper BeardlyXYZ, but this client was created in DSCIS v5.2 and was not added to the ICE template for v6 Data migration. As a result, an in-edit ICE was not created. Let s manually generate an in-edit ICE. As part of the upgrade from DSCIS v5.2 to DSCIS v6, a data migration exercise was completed to create an ICE for individuals who were existing in DSCIS v5.2. However, not all individuals were added to the template and therefore not all individuals had an ICE created for them via Data Migration. For example, individuals who had an Intake completed and the Eligibility generated in DSCIS v5.2 but did not have a completed ADSS/SIS were not added to the ICE template for v6 Data Migration. As such, after the first ADSS and SIS has been completed and generated, an additional step is required in order to generate the ICE. Steps: 1. Using the steps in Topic 3 Activity 1, access Jasper BeardlyXYZ s Eligibility Case 2. Select the and select Reassess. 3. In the Reassess window, note the Case Start Date and Expected End Date 4. In the From field, enter the Case Start Date 5. In the To field, enter the Expected End Date 6. Select Outcome: You have successfully reassessed the individual s eligibility. Given the limitations of the training environment, we do not have an individual who falls into this scenario. As such, we are unable to see the generated in-edit ICE. However, in the real world, you would see that the system generated an ICE in-edit with all the information from the confirmed ADSS and SIS on the Evidence Dashboard. 70

72 If the ICE does not generate, it may be because the individual is ineligible in DSCIS. An ICE will only be created for Eligible individuals. Review the eligibility and edit the data in DSCIS if appropriate. This activity is now complete. Recommended Services The Recommended Services are part of the ICE record in DSCIS, and are used to identify the types of Ministry-funded developmental services and supports for which the individual should be considered for service connections. The identification of these types of services that a person will be considered for is based on the individual s current service requests. In this manner, the DSO assessor will engage the person (and their family/respondents, as appropriate) during the DS Application Package assessment process to confirm the types of services and supports the individual is requesting to be considered. During this process, the DSO assessor may help to inform the person s service requests by explaining the types of Ministry-funded developmental services and supports that are available, and how they may help to support the individual. This is based on their assessed needs taking into consideration the resources available. Furthermore, any identified service requests for the person should reflect their current service request. The individual should be ready to accept that service or support, pending appropriate consideration of the compatibility of the resource for the individual, being offered to them at that time. Where an individual identifies a service request that they would not currently be ready to accept, but it appears they are intending to signal that they may wish to be considered for that type of service in the future, this would not be considered a current service request. As a result it should not be entered in the individual s Recommended Services fields in ICE. The individual should be advised to contact the DSO any time in the future where they experience a change in circumstance, including situations where they may want to update their current service requests. Once the individual s current service requests have been identified during the DS Application Package assessment process, the DSO will enter the identified service types into the Recommended Service fields in the person s ICE record. 71

73 The Recommended Services fields in the individual s ICE record are editable, and can be updated at any time when updated information is received from the individual and/or a confirmed representative (i.e. a respondent as defined in the Policy Directives for Application Entities, Directive 5.0). For more information regarding the operational business process regarding Recommended Services, refer to the User Guide on Identification of Recommended Services in ICE. Preferred Service Location The Preferred Service Location (PSL) questions are included as part of the ICE record for each individual. The questions assist the DSOs in identifying the locations an individual would prefer to access services and supports. This is based on individual counties/municipalities/districts that are categorized by each DSO regional catchment area across the province. For each category of service an individual will be considered, the PSL must then be entered to identify the location(s) in which the individual would like to be considered to potentially access that service. Individuals must apply for Ministry-funded adult developmental services and supports through the DSO within the region they reside, but may also request services and supports across the DSO regional catchment areas. Individuals are not precluded from requesting to be considered for service in multiple DSO regional catchment areas. An individual may only be referred to, and considered for direct funding through the Passport Program in the designated regional catchment area in which they reside. An individual who accesses direct funding through the Passport Program may use their funding to purchase services outside of the region in which they reside. The PSL functionality in DSCIS allows DSOs to record locations an individual prefers to access Ministry-funded adult developmental services and supports, including within: Single or multiple locations within a designated DSO geographic catchment region An entire DSO regional catchment area Single or multiple locations across multiple designated DSO catchment regions Multiple entire DSO regional catchment areas The DSOs identify and confirm the preferred locations for accessing Ministry-funded adult developmental services and supports by engaging with the person and their family/respondents during the assessment process, and may update this information at any time. 72

74 For more information regarding the operational business process regarding PSL, refer to the User Guide on Identifying the Preferred Service Location. Individual Consolidated Evidence & Preferred Service Location Intake & Eligibility Process eligibility has been generated and individual is eligible DSCIS generates blank in edit ICE ADSS & SIS completed and confirmed DSCIS populates ICE with data from the ADSS, recommended services and SDC & PSL fields remain blank DSO adds Recommended Services, SDC & PSL information and activates ICE Match & Link to available services DSO updates ICE and SDC&PSL as appropriate Change in circumstance for individual not requiring a full reassessment 73

75 A Recommended Services and Preferred Service Locations Activity 2: Adding Recommended Services and Preferred Service Locations to an in-edit ICE record. Scenario: Your client, Sandeep NahasapeemapetilonXYZ has completed and generated the ADSS and SIS but his ICE remains in-edit. Let s add information related to Recommended Services and Supports, Service Detail Code (SDC) and Preferred Service Location (PSL) and apply the changes to the record. The ICE record is created in-edit when the Eligibility Case is generated. When the DSO Confirms the DSCIS Assessment Data and the individual s DS Application Package (ADSS and SIS) is completed, the ICE record is updated with the information from the ADSS. The user will be required to edit the ICE to complete the Recommended Services, Preferred Service Location and then activate the ICE. Steps: 1. Using the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case 2. Select the Evidence tab 3. Select the ICE hyperlink to open the ICE page in a new tab. Any evidence marked with the pencil symbol is In-Edit. Evidence Status Symbols: Evidence status symbols tell you the current state of your client s evidence or specific item(s) that need to be verified. The status symbol appears to the right of the evidence in question. Symbol Meaning The evidence is in edit mode and has yet to be applied to a client s case. The ICE tab opens. The evidence requires validation. There is an issue with the evidence that needs to be addressed before it is applied. This symbol is not used in DSCIS. 74

76 4. Open the toggle next to Sandeep NahasapeemapetilonXYZ, if not already open 5. Select and select Continue Editing to open the Edit ICE Evidence Details page 6. Scroll to the bottom of the record and locate the Recommended Services and Supports section: 7. For this example, select No from the drop down box associated with Residential Supports 8. For this example, select Yes from the drop down box associated with Community Participation Supports 9. For this example, select No from the drop down box associated with Caregiver Respite 10. For this example, select No from the drop down box associated with Specialized Services (APSW) 11. Select to close the Edit ICE Evidence Details window if there are no current services and supports to enter Alternatively, can be selected to proceed to the Current Services and Supports page to edit/update the current services and supports. To complete the Recommended Services and Preferred Service Location details, the following steps must be completed: 12. Select the hyperlink for SDC and PSL listed under the Service Request and Location box 75

77 The SDC and PSL page opens in a new tab. 13. Select for Community Participation and select Continue Editing 14. Select the checkbox beside the recommended Service or Support. The Recommended Date defaults to today s date 15. Scroll down to the Preferred Service Location section and select a preferred service location or multiple service locations, as appropriate. At least one region or county must be selected. ctrl can be held down while selecting to select multiple regions or counties If an entire region has been selected, a specific county within that region cannot also be selected or an error message will be displayed. 16. Select 17. Return to the DSS case and navigate to the Evidence Dashboard 18. Select and select Apply Changes 19. Select the associated with the ICE record 20. Select By selecting Apply Changes, the ICE record will become Active and no longer in-edit. DSCIS will not read the information until it is Active. The ICE record should only be activated for individuals over the age of

78 Outcome: You have successfully added Recommended Services and Supports to an in-edit ICE record, selected the appropriate Service Detail Codes and Preferred Service Location, and applied the changes. The ICE information fields can be edited and updated by the DSO at any time after the completion of an assessment (DS Application Package). These fields are used to track any information updates related to a person s service and support needs and/or circumstances, where the change is not significant enough to require a reassessment. The steps above can be followed to edit the ICE at any time. The only difference is that when the user selects, they will select Edit instead of Continue Editing. This activity is now complete. A Generating an ICE pdf Activity 3: Downloading an individual s ICE pdf. Scenario: You have completed the ICE for your client, Sandeep NahasapeemapetilonXYZ and would like to generate the ICE pdf. Once an ICE has been created, the ICE fields and information can be generated in a pdf format. This document may be used to send to Service Agencies or Passport Agencies when making a reservation or referral. Steps: 1. Continuing from the steps above, from the DSS Case for Sandeep NahasapeemapetilonXYZ, Evidence tab, Dashboard, hyperlink into the ICE. 2. Select for the appropriate ICE record to view more details. 3. Select for the appropriate record and select Open ICE as PDF 4. The ICE will download in a pdf version. Open the downloaded ICE by selecting the downloaded document in the bottom left hand side of the screen (when using Chrome). 77

79 5. The ICE pdf will open in another tab. Select the Save icon to save the pdf to your computer or drive. Outcome: You have successfully downloaded and saved the ICE pdf for Sandeep NahasapeemapetilonXYZ. 78

80 Topic 10: Uploading attachments to the DSS Case All attachments should be uploaded in the Communication section of the DSS case, with the exception of the ASR, which is uploaded as an assessment document (see Topic 9 Activity 2). A Activity 1: Uploading attachments to the DSS Case Scenario: The DSO has received a completed consent form and would like to upload it as an attachment in DSCIS. Uploading attachments to the DSS Case Steps: 1. Using the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case 2. Select the Communication tab 3. Select Attachments from the side navigation panel 4. Select 5. Select and upload the desired attachment 6. Enter a description in the Description box and select Outcome: You have successfully uploaded a document to the Attachments section of the DSS Case Select the for the attachment to view and access the uploaded document. Once a document has been uploaded, it cannot be removed from the front end. Selecting Delete will simply cancel the record; the user will still have access to attachment. This activity is now complete. 79

81 Topic 11: Creating Notes Notes provide key details regarding an individual and their circumstances. In DSCIS the notes will be maintained on the DSS Case, or in situations where a DSS Case does not exist, the Person Page. The exception to this is the that the Notes for Eligibility Review will be kept in the Issues Case. Please refer to the Creating and Managing Issue Cases user guide for more details. A new note will be created each time detail is required to be recorded in DSCIS. Provincially-consistent note categories have been developed to assist in aligning case details with a note type. These categories will help in locating information quickly. Note Category Assessment Notes Change in Circumstances Significant Change in Circumstance Consent Contacts Eligibility File Retention General Communication Intake Psychological Assessment Referral Reservation/Outcome Other Non SIPDDA Funded Services/Supports Prioritization Eligibility Review* APSW Referral Definition Notes pertaining to the assessment process Notes pertaining to changes in circumstances excluding those considered to be significant requiring a re-assessment Notes pertaining to a change in circumstance requiring a re-assessment Notes pertaining to client consent Notes pertaining to Contact information Notes pertaining to eligibility confirmation. Notes pertaining to file retention information. Notes related to communication to and from client and/or respondents and/or third parties Notes pertaining to the intake process. Notes pertaining to referrals for psychological assessments. Notes related to the reservation or placement of a SIPDDA funded service or support. Notes pertaining to referrals/ outcomes of non-sipdda funded services/supports Notes pertaining to prioritization and/or community based score (including rationale for CBS) Notes pertaining to the eligibility review process.* Notes pertaining to referrals for APSW. 80

82 Passport Referral Specialized Services/Supports Referral Urgent Response Referral Notes pertaining to referrals to Passport. Notes pertaining to referrals to Specialized Services/Supports. Notes pertaining to referrals to Urgent Response Committee. *Note: Notes for Eligibility Review must be added to the Issues Case. This is the only exception. Once entered into the system, notes can be sorted by: o Subject o Last Updated Text o Entered By o Date o Priority o Status A ADDING A NOTE Activity 1: Adding a Note to the DSS Case Scenario: You have completed an assessment for your client Sandeep NahasapeemapetilonXYZ. Let s add an Assessment Note to his DSS Case. Steps: 1. Continuing from the activity above, ensure you are in Sandeep NahasapeemapetilonXYZ s DSS Case, Communication tab. Notes appear in many areas in DSCIS. Make sure you are in the DSS Case before completing the steps below! 2. Select Notes from the side navigation panel 3. Select A New Note window opens 4. In the Subject line, type Assessment Notes. 5. Add any detail in the note section. Information added in this section should be relevant to the note category and ensure that it follows any business processes with your DSO location regarding 81

83 an individual s privacy and the Freedom of Information and Privacy Protection Act. 6. Select The system returns you to the Communication tab and displays the note you have just created. DSCIS records the time and date the note was entered as well as the individual who entered the note. Outcome: You have successfully entered a note on the DSS Case. The note can be viewed by selecting. If the user selects and selects Edit, the user is able to create a new note within this same note string. The user is unable to make changes to a note once it has been saved. If the user selects and selects delete, the system will mark the note as canceled. The note will remain visible. This activity is now complete. 82

84 Topic 12: Recording a Communication This functionality can be used to record that a communication has been sent. A RECORD COMMUNICATION Activity 1: Record that a communication has been sent to an individual Scenario: A communication can be created outside of DSCIS, and recorded/uploaded to DSCIS. Let s record in DSCIS that Sandeep NahasapeemapetilonXYZ has been sent a letter. Steps: 1. Continuing from the activity above, ensure you are in Sandeep NahasapeemapetilonXYZ s DSS Case, Communication tab. Communications appear in many areas in DSCIS. Make sure you are in the DSS Case before completing the steps below! 2. Select Communications from the Side Navigation Panel 3. Select The Record Communication window opens: 4. For this example, select Sandeep NahasapeemapetilonXYZ from the Case Participant drop down menu 83

85 If the person who should receive the letter is not a case participant, the user can use the participant search field or type the name in the Correspondent Name field instead of selecting a case participant from the dropdown menu. 5. Select the Case Member from the drop down menu 6. Select 7. Enter the Subject and a description of communication in the appropriate text fields 8. Select the magnifying glass next to Address in the Correspondents Details section 9. Select the hyperlink for the appropriate address 10. For this example, select Client from the Correspondent Type drop down menu 11. Upload a copy of the letter, if desired by selecting Alternatively, the user can enter the file location/file reference or document location/document reference to indicate where the letter is stored. 12. Select The system returns you to the Communications tab in the DSS Case 13. To review the letter that was just created, select Outcome: You have successfully recorded that a communication has been sent to Sandeep NahasapeemapetilonXYZ. The communication and details can be viewed by selecting. If the user selects and selects Edit, the user is able to edit the communication details or attachment. The user will be unable to delete the note from the front end as the communication status will be recorded as sent. If an error has been made, it must be removed from the back end. This activity is now complete. 84

86 Topic 13: Generating a Person Profile pdf The Person Profile captures the most up-to-date contact information for the individual and their caregivers or representatives and compiles it into a pdf. This pdf may be generated to share with Service Agencies or Passport Agencies during the reservation or referral process. A Generating a Person Profile pdf Activity 1: Generating a Person Profile pdf Scenario: You would like to generate the person profile pdf for Sandeep NahasapeemapetilonXYZ. Steps: 1. Using the steps in Topic 2, Activity 1, search for and access Sandeep NahasapeemapetilonXYZ s person page. 2. Select and select Generate Person Profile as PDF. 3. The Person Profile will download in a pdf version. Open the downloaded Person Profile by selecting the downloaded document in the bottom left hand side of the screen (when using Chrome). 4. The Person Profile pdf will open in another tab. Select the Save icon to save the pdf to your computer or drive. Outcome: You have successfully downloaded and saved the Person Profile pdf for Sandeep NahasapeemapetilonXYZ. 85

87 Topic 14: Creating a Referral DSOs are responsible for identifying individuals who are in urgent need and require an urgent response solution, or who should be considered for potential service connection to Passport direct funding, APSW and/or Specialized Services. The technical steps outlined in this Topic show the referral process for a Passport Agency. The same steps would be followed when creating a referral to Urgent Response, APSW and/or Specialized Services. Please refer to the User Guides for further information and operational procedures. The DSO may attach any relevant data available as part of the referral (e.g., ADSS and SIS, ICE, ASR, Person Profile) for review. The DSO sends the referral to the appropriate Service Agency/Passport Agency through the DSCIS Referral Portal, including a brief note in the referral discussion field to indicate the details of the individual s situation and needs. The referral created in DSCIS will allow for ongoing communication through the discussion field between the DSO and the Service Agency/Passport Agency regarding the individual. A CREATE AN OUTCOME PLAN Activity 1: Creating an Outcome Plan Scenario: Sandeep NahasapeemapetilonXYZ needs to be referred to Passport, however first needs to have an Outcome Plan created for him. Upon identification of an individual to be considered for services using the Referral Portal, the DSO must first create an Outcome Plan (if one does not already exist). The Outcome Plan contains information regarding the Reservation or Referral and Service Enquiry details between an individual and a Service Agency. Steps: If the Outcome Plan has previously been created, a new Outcome Plan does not need to be created. The user can simply open the existing Outcome Plan by selecting the hyperlink on the Outcome Plan tab and create the referral. 1. Using the steps in Topic 2 Activity 1 and 2, access Sandeep NahasapeemapetilonXYZ s DSS Case 86

88 2. Select the Outcome Plans tab 3. Select The New Outcome Plan window opens: 4. Select The Outcome Plan opens in a new tab titled DSS/SSDI (S.NahasapeemapetilonXYZ) Outcome: You have successfully created an Outcome Plan for Sandeep NahasapeemapetilonXYZ. This activity is now complete. 87

89 A CREATING A REFERRAL Activity 2: Creating a Referral. Scenario: Sandeep NahasapeemapetilonXYZ has been identified as appropriate to be considered for Passport direct funding. Let s create add the appropriate MDT team and create the referral and discussion. Steps: 1. Continuing from the activity above, ensure you in Sandeep NahasapeemapetilonXYZ s Outcome Plan If you do not have the Outcome Plan open, it can be accessed from the DSS Case, Outcome Plans tab. 2. Navigate to the Collaboration tab in the Outcome Plan Review the list of Multidisciplinary Teams already attached to this individual s Outcome Plan. If the desired Multidisciplinary team is already listed, you may skip this step and continue to make the referral (starting from step 8) 3. Select 4. Select the team to whom you wish to send the referral. For this example, select CWR Passport Agency from the list The live environment will show all MDT teams across the province. The user should use caution to ensure they select the correct team. The user may select the Name column heading to sort the names of MDT teams alphabetically 5. Select 88

90 The Multidisciplinary Team CWR Passport Agency has been added to the Collaboration tab. 6. Navigate to the Activities tab 7. Select Referrals from the Side Navigation Panel 8. Select The New Referral wizard opens 9. Select the radio button for the appropriate referral type. For this example, select Refer to Passport Agency. 10. Select 11. Type today s date in the Referral Date field 12. Select the checkbox 13. Type Referral to Passport [Passport Agency Name] in the Reason text box 89

91 When creating the referral in DSCIS, the DSO shall populate the Reason comment field as follows: Referral to [Referral Service Name] [Service Agency Name]. e.g. Referral to APSW ASPW Agency. This will allow users to quickly identify to which agency the referral was made. 14. Select 15. Select the appropriate team name from the Team Name drop down menu If more than one MDT team has been added in the Collaboration tab, all team names will appear in this list. If the desired team does not appear here, follow the steps above to add the MDT team. 16. Select If this step is missed, the referral may be created without being sent to the Service Agency. 17. Select the user(s) to whom you wish to send the referral. For this example, select the checkbox at the top in the column header to select all team members. The DSO would typically send the referral to all members on the team. 18. Select 19. Type today s date in the Start Date field 20. Select any or all of the documents within DSCIS to be shared The following documents will be listed and can be selected by the DSO: o ADSS (as long as it is confirmed) o SIS (as long as it is confirmed) o Person Profile o ICE (as long as it is active) o Any documents that have been uploaded and confirmed on the DSS Case Assessment tab Assessment Documents section (ie. ASR) 90

92 o Any documents that appear on the DSS case Communication tab Attachments section Note: Do not use the Add New Attachment section at this time 21. Select The Referral has been created and sent to the Service Agency/Passport Agency, but a discussion with the details and needs of the individual must be created as well. 22. Select the hyperlink for the Referral that was just created to open the Referral 23. Navigate to the Discussions tab 24. Select The New Discussion window opens. The discussion is where the specific details of the referral are entered as well as attachments are uploaded for the Agency to review. 25. Type Referral to Passport - Sandeep NahasapeemapetilonXYZ in the Subject line The DSO shall populate the subject line of the discussion as follows: Referral to [Referral Service Name] - [Client First Name Last Name]. e.g. Referral to APSW John Doe. This will help the Service Agency/Passport Agency distinguish the type of referral and the individual at a glance in their portal. 26. Add a comment indicating the details of the referral and the individual s needs and situation. 27. Select Outcome: You have successfully created a referral and discussion from the Outcome Plan. The referral is sent by the system to the appropriate Service Agency/Passport Agency for review in the Referral Portal. This activity is now complete. 91

93 Appendix 1: Tips for the Assessments Offline Workspace Tips for Downloading the ADSS and SIS Once downloaded, the document will appear in the bottom left hand corner. Ensure you open the downloaded document by using Open with System Viewer. Selecting Open or double clicking the downloaded document may open the document, however, some of the functionality may be limited. ADSS Section 1 Intake Process The data in the ADSS Section 1 cannot be edited in the offline pdf. To edit these fields, make the changes in DSCIS. ADSS Section 2 About the Individual Select Add Respondent to select another respondent who is already listed in the respondent drop down box. Select Create New Respondent to add another respondent who does not already appear in the respondent drop down box. Ensure the same respondent is not selected/entered more than once in this section or an error will be received if the user selects Validate and Save or Confirm DSCIS assessment data, or a Conflict will display. 92

94 Ensure the respondent s address complies with the following OPS address standards. Otherwise the file will be rejected upon upload: o City, Province, Postal Code are mandatory. o Street Number if entered should be numeric. Should be a specific number and cannot be a range of numbers (i.e. cannot be ). o Street Type if entered should be alphabetic. o Delivery Mode if entered should be alphanumeric. o PO Box Number if entered should be numeric. Should be a specific number and cannot be a range of numbers. o Route Number if entered should be numeric. o Postal Code must be listed in the following format: A1A1A1 o Delivery Installation Qualifier if entered should be alphanumeric. o If any of the fields, street name, apartment/unit/suite, street number, street suffix, street direction, street type is entered, both street name and street number must also be entered. o If route type is not general delivery, route number has to be entered and if route type is general delivery, route number should not be entered. To enter an extension number, enter the phone number in the Telephone field without any spaces or dashes and then enter a dash and then the extension number. The system will only accept a dash ( - ) on the 11 th digit for separation of the phone number and extension. E.g (max 5 digits for the extension). 93

95 Ensure a valid Date of birth (i.e. Format must be correct and date cannot be in the future) is entered for an Unpaid Primary Caregiver. o The type Unpaid Primary Caregiver must be selected first for the Date of Birth field to be enabled. ADSS Section 3 Getting to Know You Select Add Supporter to select another supporter who is already listed in the Supporter drop down box. Select Create New Supporter to add another supporter who does not already appear in the Supporter drop down box. Ensure the same supporter is not selected/entered more than once in section 12.1 or section An error message will not be received for section 12.2, however, a supporter should only be listed once in this section as well. 94

96 Do not select the applicant s name for question 12.1 as this will cause an error upon upload. ADSS Section 4 Services and Supports Section 4 question 12 physician contact information The physician s information will only be populated in the offline version if the user created the ADSS Section 4 online first, selected the physician in the drop down list (online), and then downloaded the offline ADSS. If the physician s information is automatically populated in the offline version and the user makes changes in the offline pdf, the changes will not be reflected on the contact page. o If changes need to be made to the physician s information, the user should make the changes in the online version If the physician s information is not automatically populated in the offline version and the user enters the information for a physician who is already captured as a contact, the physician s information as captured on the offline pdf will not be recorded on the contact page. If the physician is a brand new contact (not previously captured in the contacts section) and the user enters information in the Physician Contact Information section, a new contact on the contact page will be created. Ensure the physician s address complies with the following OPS address standards. Otherwise the file will be rejected upon upload: o City, Province, Postal Code are mandatory. o Street Number if entered should be numeric. 95

97 Should be a specific number and cannot be a range of numbers (i.e. cannot be ). o Street Type if entered should be alphabetic. o Delivery Mode if entered should be alphanumeric. o PO Box Number if entered should be numeric. Should be a specific number and cannot be a range of numbers. o Route Number if entered should be numeric. o Postal Code must be listed in the following format: A1A1A1 o Delivery Installation Qualifier if entered should be alphanumeric. o If any of the fields, street name, apartment/unit/suite, street number, street suffix, street direction, street type is entered; both street name and street number must also be entered. o If route type is not general delivery, route number has to be entered and if route type is general delivery, route number should not be entered. To enter an extension number, enter the phone number in the Telephone field without any spaces or dashes and then enter a dash and then the extension number. The system will only accept a dash ( - ) on the 11 th digit for separation of the phone number and extension. E.g (max 5 digits for the extension). Section 4 Questions If the user selects the checkbox for the support/service in the offline pdf but does not select any of the further details or selections, the data populates in the online version of DSCIS in 2 different ways. This is because the data field formats and values are different. o For questions 13 and 16 it records that yes the individual is recommended for these services. o For questions 14, 15 and 17, nothing is selected and the fields remain blank. 96

98 Conversely, if the user leaves the checkboxes for the support/service blank: o For questions 13 and 16, it records that No the individual is not recommended for these services o For questions 14, 15, 17, nothing is selected and the fields remain blank. o Therefore, if the user wishes to enter no for questions 14, 15, 17 (i.e. Individual is not recommended for these services), this must be done from the online version. 97

99 Note: In both the online and offline version of the ADSS Section 4 question 17, there is the ability for the user to check off all the different options counselling, behaviour management, speech and language, occupational therapy, dual diagnosis, APSW or case management, Other, No MCSS funded specialized or professional services. However, the final PDF does not have these options. The final PDF will only display a yes/no check box. ADSS Section 5 Additional Behavioural and Medical Support Needs The user must upload the SIS section 3 before uploading the ADSS section 5. If not, and there is no SIS section 3 in-edit, the system will ignore the section 5 data. No warning message or error will be received. For ADSS Section 5, questions 1, 2, and 4, select Add row to add additional medical or behaviour needs. For question 1, users can add unlimited rows in the pdf version. However, only 20 additional rows will display in the final pdf version. 98

100 For question 2 (medical needs), a maximum of 6 medical needs will be displayed in the final pdf. Ensure the medical need (selected from the drop down list) is entered only once or you will receive an error. For question 4 (behavioural needs), a maximum of 7 behavioural needs will be displayed in the final pdf. 99

101 Ensure the behavioural need (selected from the drop down list) is entered only once or you will receive an error. ADSS Section 6 Care Concerns The ADSS Section 6 should only be completed if the ADSS Section 5 has been completed. ADSS Section 7 Unpaid Primary Caregiver Concerns The ADSS Section 7 should only be completed if the user has an unpaid primary caregiver. SIS Interview In the offline version of the SIS, the user can enter the supports/respondent names. However when the SIS is uploaded, the information will not populate into the contacts section on the Person Page. The user will need to go and populate it manually. o The contact will be saved on the SIS form and will appear when viewing the SIS in the offline workspace, but will not be created on the Person Page as a contact. 100

102 The interviewer section is prepopulated by the SIS interview section found in the online version and can only be filled out in the online version. o It will only be populated if the interviewer section is completed in the online version prior to downloading. SIS Section 3 Note: The Manage info of SIS 3B Q14-16 (i.e. the details of who is providing support, the frequency, and the daily support) currently does not populate in the final pdf. o This is a known defect and will be fixed in the next release. Tips for uploading the ADSS and SIS: 101