IEDSS Knowledge Exchange Go-Live Week Nine Agenda: What is IEDSSKX, Stats on IEDSS Training & Deployment Tips, Schedule, FAQs, IEDSS Processes & Features CSCD Nursing Home Applications Running File Clearance Case Association Action History Interfaces Electronic Applications IBPS Deployment Info What’s Next? We Want Your Lessons Learned from Pilot Q&A Visit The HUB to access IEDSS Intuitions and Updated FAQs. Make sure to check out info on Retro Resources and Medicare Savings Program!
Transcript
IEDSS Knowledge ExchangeGo-Live Week Nine
Agenda: What is IEDSSKX, Stats on IEDSS Training & Deployment Tips, Schedule, FAQs, IEDSS Processes & Features CSCD Nursing Home Applications Running File Clearance Case Association Action History Interfaces Electronic Applications IBPS
Deployment Info What’s Next? We Want Your Lessons Learned from Pilot Q&A
Visit The HUB to access IEDSS Intuitions and Updated FAQs. Make
sure to check out info on Retro Resources and
Medicare Savings Program!
What is IEDSS KX?IEDSSKX provides a forum for connecting stakeholders for knowledge sharing and collaboration at the individual, group, and organizational levels.Enable dialogue and Connect stakeholders who might not otherwise have
the opportunity to interact, either as frequently or at all.
Provide a shared context for stakeholders to communicate and share information and experiences in a way that builds understanding and insight.
Stimulate learning by serving as a medium for authentic communication, mentoring, coaching, and self-reflection.
Capture and diffuse existing knowledge to help stakeholders improve their practice by providing a forum to identify solutions to common problems and a process to collect and evaluate best practices.
Introduce collaborative processes to stakeholders to encourage the free flow of ideas and exchange of information.
Help stakeholders organize around purposeful actions that deliver tangible results.
Generate new knowledge to help stakeholders transform their practice to accommodate changes in needs and technologies.
Staff should be encouraged to review pre-requisites, try me’s
and other IEDSS training material in LMS to enhance
their classroom learning.
Though IEDSS is not accessible until deployment, these
materials will still be available on LMS.
Kicking Off With Some Stats: as of June 23rd
Top 5 Inquiry Locations by Zone : Hancock, Jackson, Central, Hancock (DCS/OHA), Rush, and Henry
Top 5 Inquiry Categories: Document Management, EDBC, Task Management, Authorization, and Data Collection
IEDSS Training & Deployment
Trainer Tips of the Week
Eligibility Curriculum
There have been quite a few updates made to
the Eligibility Instructor Guides, please familiarize yourself with the
content before you facilitate. Make sure to
stress the notes and tips.
Bridging the Gap
Help “bridge the gap” between ICES and IEDSS
to help learners gain familiarity with IEDSS.
Reinforce key Bridge the Gap concepts within the
curriculum.
Stress the Crosswalk.
Special Activities
When/if the time permits in the
classroom, encourage learners to complete the special activities.
Also, ask workers to complete special
activities post training to keep them engaging
with the system to reinforce learning
concepts.
Using CTRL F (reminder)
Explain to participants how to use their Find function (CTRL F) in
their participant guides to search for key
concepts. Reinforce through out training in Knowledge Exchange to set them up for success
when they take the assessment!
Please note, the assessment for LOC is no longer being taken in the classroom. Learners will attend training for the duration of the entire course and take the assessment back in the office with the approval of their managers (please share this with your participants in the classroom).
Staff should be encouraged to review pre-requisites, try me’s
and other IEDSS training material in LMS to enhance
their classroom learning.
Though IEDSS is not accessible until deployment, these
materials will still be available on LMS.
Don’t Forget About This in the Classroom: Another Reminder
Even though you have seen all of the training many times, remember that participants are seeing everything for the first time! • Play all demos• Reinforce Notes and IBPs• Complete the FIAT and SNAP recert activities• Play the Concentration and Jeopardy games
(if you have time, you can play the other games)
• If you have additional time, have participants review Reference Materials and other Special Activities
Show the participants how to find information in the PDF• How to use the find function in the
Participant Guide PDF (CTRL F). This reinforcement will help them in the assessment on Friday
• How to use the Table of Contents in the Participant Guide PDF where participants can click a title to navigate to the page
• In the Knowledge Check, have participants find the answer using the find function or the TOC prior to revealing the answer
Wave 1 Training Schedule Update Wave 1 Classroom Training
This week
May 13 – July 25:Dates of core eligibility and specialty course classroom training.
There are over 1,362 participants (74% of total) registered to date!
Wave 1 training will include 10 weeks of training and 83 sessions.
Please reach out to Janet Sanford and Monique Prezzy with any questions regarding training.
Nexttwo
weeks
The training schedule is not built around the 2 phases of case
conversion but instead follows a weekly schedule prior to phase 1
deployment to ensure that all staff in the wave are scheduled.
Frequently Asked Questions
Does IEDSS have a page similar to ICES where
workers can enter if there is an expected change
upcoming for the client?
No, IEDSS does not have a page specifically where workers will follow out
expected change. However, much of IEDSS is
task driven and happening behind the
scenes.
We Heard Some of Your Questions
Will S drive documents be included in correspondence in IEDSS?
Please refer to the Correspondence Appendix Reference Material for a list of all correspondences available in IEDSS. Some forms and correspondence will remain on the S drive.
Once a claim is authorized, how do you add liable individuals?
In the Benefit Recovery module, there is a sub-module called Adjust Liable Person. From here, you can add a liable individual.
What is Revert to Open?
Revert to Open is a case action that allows you to reopen a closed or denied Case or AG (this case action will be used for both Restores and Rescinds).
For more information, please refer to the Dates in IEDSS reference material.
Remember, the CSCD on an application defaults to 3 months prior to the application file date as to capture 3 months of retro information for our Healthcare applications. You will have to remember to update the CSCD based on the change/circumstance that you are updating during the Intake process or case changes to be able to move forward in your Driver Flow.
Pay attention to messages that populate on the top of the pages to help you determine where the dates need to be updated.
Here is an example from the Facility Details page:
29131: Living Arrangement of type Facility and Facility details should be consistent for this individual.
Nursing Home Applications Person Household Status page The Person Household Status page is used to show whether or not a person is in or out of the household. Marking a person as “Out of the Household” on this page will remove the person from the Case or AG and exclude them from receiving benefits.
If you are trying to document that a client has moved from their home and into a facility, you need to use the Living Arrangements/Domicile Details page vs. the Person Household Status page.
Nursing Home Applications Living Arrangement/Domicile Details page The Living Arrangement/Domicile Details page for the individual that has entered into a facility must be completed accurately to show both the proper retro data (three months prior to the application date for Healthcare) as well as the date the client entered the facility. When this is completed, a historical record will be created for the previous living arrangement and the current record will show the client living in the facility.
1. First, this should be completed with the default CSCD, which is the first of the month, three months prior to the application date.
2. Living arrangement type should be set to reflect the client’s living arrangement prior to entering the facility, and other relevant fields should be completed as IEDSS requires and in accordance with business practice.
3. Once the Living Arrangement/Domicile Details page is complete, click on CONTINUE to save the record.
4. You should then navigate to the Living Arrangement/Domicile Details page a second time, change the CSCD to the date that the client entered the facility, set the Living Arrangement type to “Facility,” and complete all other relevant fields, including those in the Facility Information section.
5. Once this is complete, click CONTINUE to save your changes. 6. If you are unsure whether this has been completed properly, you can verify by
navigating to the Living Arrangement/Domicile Details page and clicking the blue historical previous arrow button at the bottom left corner of the page to verify that a historical record has been created for the prior living arrangement.
Nursing Home Applications Facility Details page The Facility Details page must be completed so that it is consistent with the Living Arrangement/Domicile Details page.
Specifically, the Date Entered Facility field must be consistent with the CSCD that was previously entered in the Living Arrangement/Domicile Details page when the Living Arrangement type was marked “Facility.” The error message “29131: Living Arrangement of type Facility and Facility details should be consistent for this individual.” will display when the Date Entered Facility is marked with a date prior to the CSCD entered in the Living Arrangement/Domicile Details page. You will not be able to move forward in the LUW until this is corrected.
Running File Clearance Case Association is performed from the File Clearance-Results page.
For more information, please refer to the File Clearance Case Association reference material.
Every individual entered into IEDSS must be file-cleared through the MCI and associated to a Person ID.
You will know if that File Clearance has been completed when a Person ID displays on the Register Individual Summary page of Application Registration. If a Person ID is not displayed on the Register Individual Summary page (or the Summary page in Data Collection), the person’s record will need to be edited.
When workers enter the following individual information in Application Registrationand/or Data Collection, IEDSS searches the MCI to identify and display potential matches:
Refer to the Search Logic table to learn more about how IEDSS identifies matches. Search results are organized by the following:
Confirm that you have the correct individual before proceeding. If you have an individual that received a score of 100%, you will not be able to proceed without using that individual.
• Name (First, Middle, and Last)• Date of Birth• Other Names
• Gender• SSN
• The first 50 potential matches with highestpercentage are displayed.
• The exact Social Security Number matchesare assigned the highest score (even if nameand/or Date of Birth are different).
• Similar matches are assigned a lower score.• Potential matches with a score at or below
40% are not displayed.
Case Association Case Association is performed from the File Clearance-Results page.
For more information, please refer to the File Clearance Case Association reference material.
If the person has not been converted into IEDSS, the Person ID number displays without a hyperlink. See the Interim Conversion Request Reference Material for more information.
File Clearance- Associated Cases page On the File Clearance Results page, click the Radio button for the person you are considering. Click Next to display the File Clearance-Associated Cases page.
For more information, please refer to the File Clearance Case Association reference material.
The File Clearance – Associated Cases page allows you to associate individuals to a case.To select individuals and add them to the case, click the case hyperlink to display all individuals associated with the case under the Individualssection.The Individuals section displays a table that refreshes with a listing of individuals associated to the case selected.Select the checkboxes for each individual being added to the case in the table, then click SAVE.
To associate the case to the application, select the checkbox in the Application(s)/Case(s) table, and then click ASSOCIATE.
Action History
Search by Case or Person ID.
Steps to view Action History in the system:1. Click on the Others caret from the Top Navigation
Bar2. Select Action History3. Select View Action History from Left Navigation Bar4. Select Case Number from Content Type field5. Enter case number in the Context ID field6. View Action History Results for time stamps to see
who has accessed a particular case
The Action History module helps you view time stamps on a case.
Interfaces in IEDSSInterface Match-Summary page This Interface Match-Summary page provides workers with the ability to search across the range of interfaces in IEDSS using various criteria. With a Person ID, SSN, or Case number, a worker can search multiple interfaces for matches rather than making several interface inquiries individually.
Refer to your reference material for a consolidated list of Interfaces in IEDSS.
For more information, please refer to the Interfaces in IEDSSS reference material.
Electronic ApplicationsUsing the Maintain Application sub-module for electronic applications Remember, the Application Registration module allows you to register or maintain incoming applications into IEDSS. These applications may be received via the FSSA Benefits Portal (online), in person, by mail, by phone, by fax, or through various interfaces. This also includes applications submitted through the kiosk in your local office (an application submitted via a kiosk is an electronic application)!
Remember, that an electronic application will have differences from a walk-in/in person since some of the client information will be already be populated in IEDSS.
For example, when an application is received through an interface, workers will use the Maintain Application sub-module; however, if the worker is manually entering the application, they would select the Register Application sub-module.
For more information, please refer to the Module 3: SNAP Anton from your Eligibility curriculum.
Recently Released IBPs: as of 6/18/19
For more information, please refer to section 1.16.1 in OPS for Interim Business Processes.
IBP097; Data Collection/Life InsuranceError DC0500: “Availability Verification cannot be selected as conversion by user. This value can only populated by the system.”
IBP095; Application Registration FFM Applications: the PDF received does not specify who is applying.
IBP102; Data Collection/Earned IncomeEquifax- Work number results display net income but the gross income in the interfaces page.
Preparing for Wave 1 Deployment
Wave 1 Deployment
July 29
Site Support activities will kick off 4 weeks prior to 7/29 and will remain 8 weeks post 7/29 for all identified wave 1 locations. On-site activities for wave 1 will begin 7/1.
Site Support deployment includes important on-site activities for 12 weeks.
Wave 1 Deployment: Snapshot of First Five DaysIn addition to individual side by sides and troubleshooting issues, a 12 week calendar outlines specific activity topics by day, establishes continuous learning, and reinforces content from training and lessons learned from pilot.
Daily topics organized into mini lessonsDay 1 Day 2 Day 3 Day 4 Day 5
Site Support Overview• Site Support “Rules of the
Road”• Align on roles and scope of
support• Site feedback processes and
adjustments
Day 1 Set-Up Confirmation• Security Matrix• Office Matrix• Appointment Types
Interim Business Processes• Interim Business Processes
Reference Material
Refresher or Deep Dive on Scheduling, Calendars, and Appointments
Site Support Overview• Implementation Support Model• Align on command center, site
support, and help deskinfrastructure
Scheduling (LAP1: SNAP with Health Coverage for Socorra)• ELIG LAP 1: Register an
Application for SNAP – Socorra• ELIG LAP 1A: Manually Schedule
an Application with SNAPAppointment
• TRY ME demo or LMS
Conversion Conversations• IEDSS Conversion Basics• IEDSS Conversion Guide• IEDSS ICV and Golden Rule for
Benefits Issuance
Site Support Overview• Incident Management Processes• Align on processes for command
center meeting cadences andhelp desk ticketing processes
Data Collection (LAP1: SNAP with Health Coverage for Socorra)• ELIG LAP 1B: Register and
Associate an Application forHealth Coverage to the SNAPApplication
• TRY ME demo or LMS
Conversion Conversations• IEDSS Conversion Guide
Refresher or Deep Dive on Coversheets and Reception Logs
Site Support Overview• Role of the Site Security
Coordinator and Help Desk scopeand triage processes
• New hire set-up and changes tosecurity matrix
• Lock outs and password resetprocesses
Data Collection (LAP1: SNAP with Health Coverage for Socorra)• ELIG Lap 1C: Initiate Data
Collection• TRY ME demo or LMS
Conversion Conversations• IEDSS Conversion Guide
Refresher or Deep Dive Topics by Demand
Site Support Overview• SDLC Overview• Release Management and
Outputs (Release Notes)• Defects• Data Fixes• Interim Business Processes
Data Collection (LAP1: SNAP with Health Coverage for Socorra)• ELIG LAP 1D: Individual
Information, Household, andNon-Financial
• TRY ME demo or LMS
Interim Business Processes• Interim Business Processes
Reference Material
Refresher or Deep Dive on Dates in IEDSS
The Knowledge Exchange calls going forward will remain as one call with all groups included (Pilot, Wave 1, and Wave 2).
We want to make sure that Wave 1 and Wave 2 continue to receive valuable information from their Pilot peers while also gaining the lessons learned from the Pilot group using the system.
What’s Coming Next?Stay Tuned.
For Pilot Trainers:
What are 2 pieces of information that you would share with the Wave 1 trainers?
