UF Data System for CMS Early Steps - Enhancements - Documents

Overview:

By 07/08/10, the Enhancement workgroup collected the list of requested items, this list was triaged by the Early Steps State Office (ESSO) to create a contract amendment for the UF data system. As part of developing the contract amendment and scope of work, the following documents were produced. Each item for Phases 1 through 4 was split out into a separate document containing change control, implementation concerns, approval dates, etc..

Phase 1 - Changes to the Existing Data System - Completed 03/30/11

  • Allowing Printer Friendly button where access is View Only (ES 04)
  • Display of transition conference due date in Demographic Screen (ES 05)
  • Display of Initial IFSP due date in Demographic Screen (ES 08)
  • Display of Annual IFSP due date in Demographic Screen (ES 09)
  • Addition of rule preventing the Transition conference date to be entered as a date in the future (ES 11)
  • Display of LEA Notification due date in Demographic Screen (ES 12)
  • Display of Most recent TCM date in standard record header (ES 13)
  • Moving PHCP to Insurance Section of Demographic Record (ES 17)
  • Relabelling of fields in reports, report setups (ES 23, ES 24, ES 62)
  • Addition of filter in Child Count for "Child has no IFSP" (ES 26)
  • Addition of filter in Child Count for "Age in Months at end of period (range)" (ES 30)
  • Adding Check Interventions button in Interventions (ES 33)
  • Elimination of Appointment/Evaluation data entry and reporting (ES 54)
  • Add crosswalk to ICD9 table for Reasons for Referral/Eligibility codes (ES 58)
  • Addition of date field in FSPSA record for "Date of Service Initiation" (ES 59)
  • Adding Service filter to Patient Data entry (ES 60)
  • Adding Yes/No options to Hispanic race question (ES 75)
Phase 2 - New IFSP Table - Completed June 15, 2011

  • Creation of new form to capture all IFSP dates, including each Periodic Review (ES 16)
  • Addition of data field in FSPSAs to identify which IFSP date the recommendations originated from (ES 43)
  • Creation of Barrier Codes for Periodic Reviews and Annual IFSPs (ES 19)
Note: Items ES 09, ES 11, and ES 12) were initially planned as part of Phase 2, but were completed in Phase 1 (above).
Phase 3 - Creation of Enrollment Records allowing multiple referral dates (implemented on 07/11/11)

  • Reduction of required fields for initial data entry of a new record (ES_01 , ES_34)
  • Data entry rules to prevent referral dates before birth or after age 3 (ES 02)
  • Add a data collection field for date of "Part C Eligibility determination" - Removed per ESSO (ES 03)
  • Modifying the existing Demographic record into "Enrollment Records" that allow multiple participation periods (referral through a discharge) (ES 07)
  • Addition of PHCP Phone Number (ES 14)
  • Addition of SHINE Flag/ID Number (ES 15)
  • Addition of field for family email address (ES 20)
  • Removal of birth parent data entry fields (ES 44)
  • Add data field for CAPTA flag (ES 47)
Note: Focus on ES 01 and ES_34 as these documents contain most of the relevant information regarding the changes.
Phase 4 - Service Coordination Reports (final approval for specifications was delayed; work was completed by 08/30/11)

  • Demographic Report (ES 49) (showing kids on caseload)
  • Case Management Report (ES 50) (caseload with dates completed)
  • Due Date/ Calendar Report (ES 51) (caseload with dates due)
  • Supervisor Report (ES 52) (counts and compliance percentages for each SC)
  • Supervisor Fix-It Report (ES 53)(kids needing SC follow-up)