IMS Data Entry
Personnel Meeting Notes – 6/02/09 10:00 A.M. – 11:10 A.M.
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Agenda |
1.
Introductions 2.
Timely Services 3.
Race/Ethnicity 4.
Consent and
Eligibility 5.
Changes to
Tables 6.
Networking and
Sharing Announcements 1. www.iowaidea.org |
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Introductions |
The
sites checked in. |
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Timely Services |
Julie Curry from the Bureau
of Early Childhood Services explained that the Annual Performance Report has
a new requirement in the last year per OSEP.
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C1 (percent of
infant and toddler with IFSP receiving services) is a measure of timeliness
from the meeting date to services provided.
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Each state can
determine their own number of days criteria and ·
Now the DE
needs to account for un-timeliness of service delivery. That would be any service not started
within 30 days of the meeting. ·
A new IFSP
template showing the reason boxes for delayed services was shown. ·
On the Early
Intervention Services page of an IFSP, a code is marked in the field “If
service is not initiated within 30 days of IFSP meeting date, indicate
reason:” ·
Valid reason
codes: FA-family, AG-agency/system, OT-outside/other, NA-no delay ·
Part C service
coordinators have been instructed to mark “NA” if services were started
within 30 days of the meeting date. ·
This is a Part
C change and will be effective July 1st. Michelle showed the IMS
impact of this change. ·
A new UDEP
(Uniform Data Entry Procedure) has been developed and a draft of this
procedure is available on the IDEA site.
Path: IMS, Resources, Uniform Data Entry Procedures, Timely Services
article. ·
The Service
Information screen is where the new reason code will be entered. “If service was not initiated on IFSP
meeting date:”, enter the reason on the field for that service. ·
Valid reason
codes are: AG, FA, OT ·
If NA box is
marked on the IFSP, no reason code will be entered in IMS. ·
If this is on
an initial IFSP, enter a new service.
It is more likely this will happen on an initial versus existing IFSP service. ·
If this is on
an existing service, end the service with a Service End Date and use this
date as the Service Start Date on the new service where the reason code will
be entered. ·
If this is on
an existing service, contact the DE, as their may be a training issue
involved. ·
You can use
Copy or New buttons for creating the new service. Note: There were only a handful of children
across the state last year whose had a service that started more than 30 days
after the meeting date. Question: This new field is on the template. Will it be on the new Web IFSP? Answer: It already is on the new Web IFSP. |
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Race/Ethnicity |
Amy Williamson explained
the process for implementing the new Federal Race and Ethnicity Data. Michelle walked through the IMS screen. ·
This is a Part
B change and will be effective July 1st. ·
There were some
who suggested that the field be placed on the Consent screen. There are two
reasons why that would not be an appropriate placement: Ø
Race/Ethnicity
data could be given to us at times other than at Consent. Ø
The Consent and
Eligibility screen is a transaction screen.
This means that a new record is created whenever a new consent comes
in. We track historical data. We will not be tracking Race/Ethnicity
historically. ·
The
Race/Ethnicity was placed on the Child Demographic screen. This screen is a place where data that do
not have to be saved historically are entered. (There have been conversations in the past
about how the Child Demographic screen has evolved from a screen where
non-historical data are entered to a screen where it is still that plus a
snapshot of a child.) ·
As of July 1,
the old Ethnicity field will be a “read only” field so that data can’t
accidentally be entered into that field. ·
In order to
save screen display space, a collapse or expand feature for the
Race/Ethnicity has been created. The
text adjusts based on how this feature is set, “Show/Hide Race-Ethnicity
Data” ·
The data entry
for Race/Ethnicity is different than the previous data entry where a code was
entered. This time you will choose the
appropriate radio buttons or checkbox. ·
Never choose
the Project EASIER button. This radio
button will be used if data are imported from Project EASIER. ·
If you hover
over the race, a description will display. ·
There may be
occasions when a student’s race/ethnicity designation will be modified. ·
There will need
to be an initial re-identification of every child’s race and ethnicity. ·
Each AEA will
select a point person to coordinate and be responsible to have
re-identification complete by count time. ·
A standard text
form letter will be distributed by Amy to each Director. ·
An AEA specific
data file containing mailing information will be distributed by Amy to each
Director. ·
The AEA will send
this letter all parents for completion.
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If the parent/s
fails to complete and return this information, the student can provide the
information. ·
Keep this
letter on file for five years. ·
To help
facilitate this, in the fall there is going to be a mass import from Project
EASIER. ·
The data
verification report won’t be modified until this import has been done. ·
There will be a
separate data verification report for Race/Ethnicity specifically. This specific verification report may only
be available through the completion of the re-identification process. ·
This
Race/Ethnicity verification report will not be available until the transition
is closer to completion; October is the estimated availability of this
report. Question: Project EASIER and web IEP could have
different race/ethnicity. What should
we do before count time? Answer: Change the race/ethnicity in IMS before
count time. Question: For the form letter being sent out to the
parents, could this be automatically created for us? Answer: A draft of the form letter will be given to
the Directors. Amy will request CPC
produce a file containing mailing information for each AEA. She will give these data to each Director. |
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Consent and Eligibility |
Amy introduced the changes to
Consent and Eligibility. She said this
change is not being required of the DE, but instead is tweaking data to make
their reporting more accurate. Michelle reviewed the IMS
screen/field changes: ·
This is a Part
B change and will be effective July 1st. ·
On the Consent
and Eligibility screen, some wording has changed and a few new fields were
added to accommodate the reason for delay code for Part C to B Only. ·
The UDEP:
Consent and Eligibility has been modified as of May 28th and is
posted on the IDEA site. |
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Changes to Tables |
Michelle detailed changes
to the Meeting Type table: ·
This change
will be effective as of July 1st. ·
The change in
Service Coordinator and Exit types will be inactivated. ·
This change is to
align the IMS meeting types with the meeting types on the IFSP. In order for funding
sources to be distinct between educational services and health/medical
(Medicaid) the following changes are being made for the web IEP. Wording will be changed as follows: ·
PP0,
Paraprofessional Services is now Medicaid Billable Paraprofessional
Services ·
TA0, Teacher
Associate is now Non-Medicaid Billable Teacher Associate or
Paraprofessional Question: How will we know which code: PP0 (health)
or TA0 (education) to use? Answer: The information will be on the IEP. Question: Will the definitions be on the new IEP? Answer: Yes the new IEP will have the new
definitions. Question: Could we just use PP0 and stop using TA0,
and then if not PP0 assume that it is TA0? Answer: Post-meeting answer
from Jim Donoghue: I would discourage the idea to “just
use PPO and stop using TAO”. In the pop-up table, PP or PPO for
Paraprofessional Services will now be defined as “Behavioral or Health
Services provided by a paraeducator or paraprofessional” and TA or TAO
for Teacher Associate will now be defined as “Academic Services provided by a
paraeducator or a paraprofessional”. Medicaid recognizes
behavioral and health services and auditors are watchful as to whether
reimbursement has occurred for academic services. So while your suggestion
has merit and may reduce that risk, what is most important is that IEP format
decisions be in service of all students and not focus on Medicaid
enrollees. Question: Since the PP0 is for health, will it
normally have a nurse service also? Answer: Post-meeting answer from Jim Donoghue: Since the PP or PPO is for
Behavioral or Health Services, it will often have a health service provided
by a nurse. Post-meeting note: If data
entry personnel have any questions about this, please contact Jim Donoghue. Question: When we print all the forms, the Medicaid
form sometimes gets overlooked. Is
there a way that the form could print automatically if it pertains? Answer: This idea will be
added to the development list. Question: In the past PP0 was for Part C and TA0 was
for Part B. Will both of these codes
be available when entering either Part C or Part B? Answer: Yes, both of these codes will be available on
Part C and B. |
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Networking and Sharing |
Question: How do I enter information if school is
still in session in June, and the service is not summer school? Answer: Web IEP updates on the graph, after the
first line, see Summer months: June, July and August choice. It will need to be checked. This is required for August data to appear
on the graph as well. Question: Will the Race ethnicity be on the new IEP
forms? Answer: Yes. Someone asked if Dave Happe
is aware of the new IEP procedure regarding the PP0 and TA0. Post-meeting note: Michelle sent an e-mail to David with this
information. |
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Announcements |
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Preview of Future Business |
Next meeting will be Tuesday August 25th, 10:00 –
12:00, topics: ·
Preparation for
Child Count |