IMS Data Entry Personnel and Technicians Notes – 8/25/08 10:00 A.M. – 11:25 A.M.

Agenda	1.        Introductions 2.        New IFSP Templates Announcements 1.         Medicaid Claims for Part C
Introductions	The sites checked in.
New IFSP Templates	Dee Gethmann from the DE introduced the new web IFSP templates and aligned them to the IMS input screens. To access the handouts which align the templates with the data entry screens, go to the IMS section in www.iowaidea.org. The handouts are posted under Resources, Miscellaneous. The key points regarding data entry of IFSPs are: Ø Enter Service Coordination on the Services screen. Service Coordination “SC” is now listed as a service for every child. This is a new procedure. If the child receives special instruction, “SI” will be a separate or additional service. Ø Continue to enter the name of the Service Coordinator on the Plan screen. These data are used to create Medicaid claim forms. Ø If “Yes” is the answer to the question “Is this also a Transition Planning Meeting?” on the IFSP Meeting Details, enter the Meeting Type of Initial, Periodic or Annual rather than Transition. In other words, there are only three types of meetings for an IFSP. ECO data entry is still required. That entry was covered in a prior training. See the Uniform Data Entry Procedures for additional information. These templates will be used for approximately a year, until the web IFSP application is released. The order of the forms being turned in to IMS data entry may vary from the order they have been introduced today. There is a tool which provides information to the Service Coordinators on which forms, consents, notices and authorizations need to be completed by IFSP type. Question: Will extra forms print in FoxPro for Service Coordination? Answer: Abbie will look into this. Post-meeting note: Abbie researched this question and provided the following answer: “No, Service Coordination (SCO) is not a Medicaid eligible service in the “Service Eligibility” screen so extra sheets will not print out for these students’ that get a Service Coordination service on the Services Screen.” Question: If the screening is just developmental, will an IMS record be entered? Answer: No, there will be no IMS record entered for developmental screening only. If the screening results in a full evaluation and referral, then enter information into IMS. Question: Is source category still required on the Intake/Referral form? Answer: Yes, the team will provide these data on the Intake/Referral form. However, the AEAs do not need to enter Source/Category into IMS. Question: Is case closure still required? Answer: Yes, the team will provide these data on the Intake/Referral form. At this time, the AEAs do not enter the Case Closure data into IMS. Post-meeting note: The question of whether or not these data need to be entered into IMS has been brought to the attention of the DE. Question: Do we need to go back and enter the service coordinator into the Services screen for existing data? Answer: No, just start from now on. Note: All kids will have an “SC”, and only some kids will have an “SI”. Post-meeting note, per Abbie: The Count File will be affected by the addition of Service Coordination as a primary service for Part C kids. The count file will need to be revised to include SC0.  The transition is being made by the CPC staff. This change may affect FoxPro reports, IMS pages and possibly web reports.  Abbie is currently doing a search of all pages to see if “SI0” is found to check and see if it needs updated elsewhere. Question: Will the meeting be type of “SC” if a Service Coordinator was changed? Answer: The DE will discuss this and provide direction to the data entry personnel. Question: What is the effective date of the templates? Answer: The DE staff will review the communication that was sent to the field and will provide these dates to the data entry personnel. Question: If a person is exclusively a Service Coordinator, what code do we enter in Primary Position field on the Staff Demographic screen? Answer: The DE will discuss this and provide direction to the data entry personnel. Question: How do we handle the change in the number of minutes for services? Do we close out that service and enter another? Answer: Continue tracking the changes to the minutes as you have done in the past when the minutes have changed since this will impact the Medicaid claims. Question: Could we have a list of all the forms? Answer: The forms and a list of the forms were included on the CD that was mailed to each AEA. Look for the templates to be posted on www.iowaidea.org under the section IFSP. Reminder: If you have any questions that are state-wide, use the Ask-the-Bureau function. This allows others to access the answers.
Announcements	1. Medicaid Claims for Part C Please verify that the Medicaid Claim Sheets (Part C) your AEA is using includes the “Consent Date” in the right hand corner. If these forms do not have the Consent date, then please download the report to get the most updated Part C claim form layout. The FoxPro name of the report is “Medicaid Claims Forms & Staff Logs (Part C)”. These reports can be found at: http://www.aeaims.k12.ia.us/report.htm. For technical assistance, contact the CPC.