Health and Education Training Curriculum - Bay Area...

Health and Education

Rev: 05/2016 (7.4)

Table of ContentsCWS/CMS TRAINING MODULE CONVENTIONS.................................................................................................................................................................3SKILL BUILDING EXERCISE: CREATING THE HEALTH & EDUCATION PASSPORT..............................................................................................4CREATING A HEALTH & EDUCATION PASSPORT.............................................................................................................................................................6STARTING THE CLIENT SERVICES APPLICATION...........................................................................................................................................................7OPENING AN EXISTING CASE FOLDER................................................................................................................................................................................8HEALTH NOTEBOOK..................................................................................................................................................................................................................9

SUMMARY PAGE........................................................................................................................................................................................................................10DIAGNOSED CONDITION PAGE..................................................................................................................................................................................................11OBSERVED CONDITION PAGE....................................................................................................................................................................................................12MEDICATIONS PAGE..................................................................................................................................................................................................................13MEDICATIONS PAGE (CONTINUED)............................................................................................................................................................................................14HOSPITALIZATIONS PAGE..........................................................................................................................................................................................................15MEDICAL TESTS PAGE...............................................................................................................................................................................................................16REFERRALS PAGE......................................................................................................................................................................................................................17IMMUNIZATION PAGE................................................................................................................................................................................................................18IMMUNIZATION PAGE (CONTINUED)..........................................................................................................................................................................................19BIRTH HISTORY PAGE...............................................................................................................................................................................................................20SCREENINGS PAGE.....................................................................................................................................................................................................................21SCREENINGS PAGE (CONTINUED)..............................................................................................................................................................................................22SCREENINGS PAGE (CONTINUED)..............................................................................................................................................................................................23SCREENINGS PAGE (CONTINUED)..............................................................................................................................................................................................24SCREENINGS PAGE (CONTINUED)..............................................................................................................................................................................................25

EDUCATION NOTEBOOK.........................................................................................................................................................................................................26SEARCHING FOR THE EDUCATION PROVIDER NOTEBOOK.........................................................................................................................................................26CREATE AN EDUCATION NOTEBOOK.........................................................................................................................................................................................28ENROLLMENT INFORMATION PAGE...........................................................................................................................................................................................29ENROLLMENT INFORMATION PAGE (CONTINUED).....................................................................................................................................................................30ENROLLMENT INFORMATION PAGE (CONTINUED).....................................................................................................................................................................31GRADE LEVEL INFORMATION PAGE..........................................................................................................................................................................................32COPYING THE IEP RECORD........................................................................................................................................................................................................33

CREATING THE HEALTH AND EDUCATION PASSPORT................................................................................................................................................34RECORDING DUAL AGENCY SERVICES.............................................................................................................................................................................40

ONGOING REQUESTS PAGE........................................................................................................................................................................................................42ENTERING CHDP MEDICAL AND DENTAL EXAMS.........................................................................................................................................................43CREATING A SERVICE PROVIDER NOTEBOOK...............................................................................................................................................................47RECORDING WELL CHILD EXAM RESULTS.....................................................................................................................................................................49ASSOCIATING SERVICE PROVIDERS TO CLIENTS.........................................................................................................................................................50

Rev: 05/2016 Health & Education Student Guide

UPDATING THE HEALTH & EDUCATION PASSPORT.....................................................................................................................................................53COMPLETING REQUIRED INFORMATION USING THE FEDERAL REPORTING NAVIGATION TOOL............................................................59SUMMARY....................................................................................................................................................................................................................................65

Rev: 05/2016 2 Health & Education Student Guide

CWS/CMS Training Module Conventions

Module Purpose and Organization

This student guide is business process oriented. Certain sections, notebooks and pages may be skipped in a specific module and presented later when they are relevant to a process.

This module introduces you to CWS/CMS tools used in creating and updating a Health and Education Passport.

This module contains, in order, the following:

A skill building exercise to be used in conjunction with the Scenario Manager application

M03_S01 – Health and Education Passport (Part 1).arc

M03_S01 – Health and Education Passport (Part 2) HEP and NYTD.arc

A list of objectives for the module

A summary of the module


Disclaimer: The dates presented in this student guide and in the accompanying screen shots may need to be adjusted at the user’s discretion to avoid conflicting with dates in scenario manager.

Skill Building Exercise: Creating the Health & Education Passport

Scenario Manager File: M03_S01 Health and Education Passport (Part 1).arc User ID = WALLACGPassword = $Good2go

Cases: Bobby B

You are currently assigned Bobby B’s case. You have just received the following information, which you must enter into CWS/CMS to complete the Health and Education Notebooks. After entering the information you will have the data to generate a Health and Education Passport Document for Bobby B.

HEALTH NOTEBOOK

Mrs. J, Bobby’s teacher, sends you a copy of Bobby’s medical records.

After consuming a bag of peanut M&M’s Bobby was hospitalized at Sutter Memorial Hospital for one day on June 21, 2004. Dr. H, ERMD admitted Bobby. After receiving two nebulizer treatments of Albuterol, he was placed in the observation unit for 24 hours. Bobby was discharged the following day by Dr. Bob P MD, the attending pediatrician with a prescription for a Proventil inhaler to be used as needed. He diagnosed Bobby as ‘severe allergic reaction-secondary to peanut consumption’ and gave him a referral to see Dr. Raj W MD, an allergy specialist for follow up care. The referral has been processed and he was seen on June 26, 2004.

While Bobby was being treated at Sutter Memorial Hospital, a review of his medical records indicated that he had not been immunized against Measles, Mumps and Rubella (MMR). Mrs. B was advised of this but stated that Bobby would not be getting this immunization based upon the family’s religious beliefs.

After observing Bobby demonstrating strange behavior, Mrs. J called and asked Mrs. B to take Bobby to Dr. James P for diagnosis. This behavior was first noticed on April 21, 2004. Bobby stated that he found funny looking cigarettes in his father’s home office desk drawer and wanted to imitate “those guys on MTV”. On April 24, 2004, a toxicology test proved positive for THC. Bobby was then referred to Dr. John P. J Ph.D. for substance abuse counseling. Mr. B was advised to attend with him. The referral has been processed and he is seen weekly. His first visit was May 1, 2004.

During a substance abuse counseling session in late July, 2004, Bobby was diagnosed as ADHD and prescribed Ritalin for this condition. Both Mr. B and Mrs. B objected to this medication and refused to allow Bobby to have the medication administered to him.


Skill Building Exercise: Creating the Health & Education Passport (continued)

EDUCATION NOTEBOOK

Your first visit is with Bobby’s teacher, Ruth J. A decision was made to keep Bobby in his current school of origin on August 2, 2004.

She teaches at Ryder High School. The phone number there is (916) 000-7720. The school’s address is 318 Pretend Street, Sacramento CA, 95819. She provides you with education information about Bobby. He is in school between 8:30am and 3:20pm. He is in the 9th grade but he is performing at the 8th grade level. He was transferred to the school on February 12, 2004. Mrs. J offers a year-end report card dated June 12, 2004. The report card shows Bobby to be performing far below average for his grade level. Mrs. J also offers an Attendance Record that begins on February 12, 2004. The Attendance Record shows that Bobby missed over one day a week on average during the last four months of the 2003-04 school year. Bobby requires math tutoring.

You also visit with the school counselor Margot S.

Ms. S is a counselor with the Sacramento City Unified School District. She has offered an Individual Education Plan (IEP) on April 6, 2004, recommending summer school and math tutoring for Bobby. A tentative slot is being held for him in Mrs. M’s’ 9th grade class. If Bobby’s mother complies and Bobby’s performance improves, he will be starting 9th grade on September 13, 2004.

You also receive a report from the Public Health Nurse that developmental and mental health screenings were completed on 6/21/2004. No mental health issues were reported, however a referral for developmental concerns was made on 6/20/2004 to the local educational agency. The referral was accepted on 6/22/2004, and consent was given by Bobby himself due to his age. Bobby will receive help from the Child and Family team through his Intervention Plan with a recommended intervention of natural supports.

ASSOCIATE SERVICE PROVIDERS TO THE CLIENT AND UPDATE HEP

Joy A, the substitute care provider, has informed you that Bobby received his CHDP medical and dental exams on July 3, 2004. Dr. Al P M.D. and Dr. James H DDS examined Bobby. Dr. H makes a referral to Dr. Kat S for periodontal care. On August 20, 2004, Bobby returned to Dr. P’s office for a follow-up exam and to receive any required immunizations. Mrs. B formerly refused to allow Bobby to receive the MMR vaccination, due to religious beliefs. Mrs. B did agree to the influenza immunization. Bobby should return in a year for another influenza vaccination. On August 20, 2004, Bobby also began receiving services from the Alta Regional Center for assistance with his developmental delays.

Save to database after recording all health and education information.


Creating a Health & Education Passport

Introduction

This module will walk you through entering the health and education information for a client. It will also show you how to create a Health and Education Passport (HEP). Once completed, the HEP is pre-populated with information recorded from the Health, Contact, Education, and Client Notebooks.

Objectives

After completing this module, you will be able to do the following with little or no assistance:

Use the Health notebook located in the Client Management Section of either the Referral or Case Folder in focus, to record and view health-related information for a client

Use the Education notebook, located in the Client Management Section of either the Referral or Case Folder in focus, to record and view education information for a child client

Generate the Health and Education Passport

Record CHDP medical and dental exams

Record Dual-Agency Services Received

Associate Service Providers to a client

Update Health & Education Passport


Starting the Client Services Application

The first step in creating the Health and Education Passport is to start the CWS/CMS Control Panel and the Client Services application. To start the CWS/CMS Control Panel and the Client Services application, follow these steps:

1. From the Windows desktop, double click on the CWS/CMS icon.

2. In the CWS/CMS Control Panel logon window, (A) verify the User ID, (B) type the password, and (C) click the OK button.

3. From the CWS/CMS Control Panel, (A) click the Client Services application icon.


A

C

B

Figure – HE_001

Figure – HE_002

Figure – HE_003

A

Opening an Existing Case Folder

Use the Case Folder to open an existing case. The Case Information notebook pages will display and all notebooks for that case will be accessible.

4. (A) Click on the Open Existing Case Folder.

5. From the Open Folder dialog box; (A) select the appropriate case, (B) click the OK button and, (C) click the Yes button in the resulting dialog box.


Open this Case Grid:If there are multiple cases that require opening, it is not necessary to wait for each case folder to open. Open the Case Folder for the remaining cases as soon as the first case has been selected.Additionally, double-clicking the name of a case will also open the folder.

Figure – HE_004

Figure – HE_005 Figure – HE_006

A

AB

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In Production Only

Health Notebook

The Health notebook is used to input and/or view health information about a client. When a Client notebook is created for a client, a Health notebook is automatically created for that client.

6. To view or input information into a Health notebook, (A) click the Client Management Section (blue button) and (B) click the Open Existing Health notebook.

7. To select the applicable record, (A) select the client from the For this Client grid, and (B) click the OK button.


Figure – HE_007

A B

Figure – HE_008

A

B

Health Notebook (continued)

Summary Page

Enter a summary of the client's overall health condition and information about the location of the client's health records.

8. To enter information on the Summary page, (A) click on the Summary page tab, and (B) complete all known and mandatory fields.


Figure – HE_009

A

B


Historical Information:This field will show historical information entered prior to the R6.8 release date of June 8, 2013, if it exists. If historical data does not exist, this field will not be visible.

Figure – HE_009


Diagnosed Condition Page

Use this page to list alert status, health problems, practitioner who diagnosed the condition, onset date/first visit, and end date for every diagnosed condition for this client. Only record health related conditions diagnosed by a certified medical professional on this page. Information documented here will automatically populate the Medications, Hospitalizations, Medical Tests and Referrals pages.

9. (A) Click on the Diagnosed Condition page tab.

10. To add a diagnosed condition, (B) click the “+” in the Diagnosed Condition grid to create a new row, and (C) check the Alert check box, and complete all known and mandatory fields.


Diagnosed Condition:Option buttons are available to indicate whether Medications, Hospitalizations, Medical Tests, or Referrals exist for a particular diagnosed condition. When entered on the respective page tab for a particular diagnosis, the corresponding option button will automatically be selected.

Alert Check Box:This information will be reflected in the Alerts section of the Health and Education Passport document only if this box is checked.

Figure – HE_010

No Known Health Condition:If “No Known Health Condition” is selected as the Diagnosed Condition Category the health Problem field is set to “No Known Health Condition” and the For This Diagnosed Condition and Communicable Disease frames are disabled. When saving to database or when printing the Health and Education Passport document, the system will ensure that no overlap exists between the dates for a “No Known Health Condition” and the dates for any other diagnosed condition.

Closing a Case:When a Case is closed and if the case focus child is not a referral client involved in an active referral, the system will end date any active “No Known Health Condition” for that client to the case end date.

C

A

B


Observed Condition Page

Use this page to list alert status, health problems, person who observed the condition, onset date, and end date for every observed condition for this client. Record any health conditions observed by someone who is not necessarily a certified medical professional.

11. (A) Click on the Observed Condition page tab.

12. To add an observed condition, (B) click the “+” in the Observed Condition grid to create a new row, and (C) complete all known and mandatory fields.


Alert Check Box:Only observed conditions with the Alert check box selected will populate to the Health and Education document.

Figure – HE_011

A

B

C


Medications Page

Use this page to list prescribed medications, onset date / first visit, and end date for every medication prescribed to this child client. To record entries on this page, you must first record a diagnosed condition.

13. To add information to this page, (A) click the Medications page tab, (B) click the “+” sign in the Medications grid, (C) click the applicable Client Condition for which the medication is prescribed, (D) click the OK button, and (E) complete all known and mandatory fields.


Select Client Condition Dialog Box:Information in this box populates from the Diagnosed Condition page.

A


B

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Medications Page (continued)

If the medication being administered to a client has been marked as psychotropic, or is being administered for psychiatric reasons, you will need to indicate if consent was given by the parents or by the Court to administer the medication. Once the Diagnosed Condition has been added, click on the Medications Page tab.

14. To add a medication, (A) click the “+” in the Medications grid to create a new row (B) check the Alert check box, and complete all mandatory and known fields.

15. (C) Indicate if the medication is a psychotropic, (D) if the medication is being adminstered for psychiatric reasons, and (E) whether the consent given is Parental or by Court Order and the date.


B

C

D

Figure – HE_014

A

Figure – HE_015

E


Hospitalizations Page

Use this page to list admit date, discharge date, client condition, and hospital name of every hospitalization for this child client. To record entries on this page, you must first record a diagnosed condition.

16. To add information to this page, (A) click the Hospitalizations page tab, (B) click the “+” in the Hospitalizations grid, (C) click the applicable Client Condition for which the client was hospitalized, (D) click the OK button, and (E) complete all known and mandatory fields.


A

B

C

D

Figure – HE_017


Figure – HE_016

Figure – HE_016

E


Medical Tests Page

Lists test date and test type of every medical test for this child client. To record entries on this page, you must first record a diagnosed condition.

17. To add information to this page, (A) click the Medical Tests page tab, (B) click the “+” in the Tests for Diagnosed Condition grid, (C) click the applicable Client Condition for which the medical test was administered, (D) click the OK button, and (E) complete all known and mandatory fields.

Figure – HE_018


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B

C

D

E

Figure – HE_019


Referrals Page

Use this page to list the date the referral was made by the provider, provider to whom child was referred, client condition, and provider who made the referral. To record entries on this page, you must first record a diagnosed condition.

The Client Condition field displays the child’s condition for which a medical referral was given. This read-only field populates from the diagnosed condition you selected in the Select Client Condition dialog box.

18. To add information to this page, (A) click the Referrals page tab, (B) click the “+” in the Medical Referrals grid, (C) click the applicable Client Condition for which the referral was made, (D) click the OK button, and (E) complete all known and mandatory fields.


Figure – HE_020

Figure – HE_019

Figure – HE_021

B

E

CD

A


Immunization Page

Use this page to list type, date received, and next due date for the child client's immunizations. If available, enter the name of the place where the immunization was given or the name of the healthcare worker or physician who gave it. Only immunizations mandated by the State of California may be selected. All information can be edited after it populates into the Immunization page fields.

19. To add information to this page; (A) click the Immunization page tab, (B) click the “+” in the Immunization grid, (C) enter all known information in the Select Immunizations dialog box, and (D) click OK button. (E) Complete known and mandatory fields.


Select Immunizations Dialog Box:You can select multiple items if selecting more than one Immunization type.

A

B

E

Figure – HE_023

C

Figure – HE_022

D


Immunization Page (continued)

Use this page to indicate if a parent has waived a particular immunization, or if the parent has waived all immunizations for their child. Only immunizations mandated by the State of California may be selected. All information can be edited after it populates into the Immunization page fields.

Mrs. B has refused to allow Bobby to receive the Measles, Mumps, and Rubella (MMR) vaccination due to religious beliefs.

20. To indicate that the immunization has been waived; (A) click the Immunization page tab, (B) click the “+” in the Immunization grid, (C) enter all known information in the Select Immunizations dialog box, click in the check box for “Waived” and (D) click OK button. (E) Complete all known and mandatory fields, including the check box for “Waived”. Be sure to indicate in the “Comments/Results” text box the reason for the waiver, if known.



A

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B


Birth History Page

Use this page to view and record information i.e., place, physical health, and toxicology screening, about the child’s birth.

21. To add information to this page, click the (A) Birth History page tab, and (B) complete all known and mandatory fields.


Maternal/Paternal Significant Health Problems Narrative Text Boxes:Use these fields to enter information regarding the parent’s health problems that are significant to the child’s health, e.g., drug use during pregnancy, history of mental disorder and diabetes.

Hint:The Birth History page populates to the Demographics page, and vice versa.

A

B

Figure – HE_026


Screenings Page

Use this page to view and record information regarding Developmental and/or Mental Health Screenings, Referrals, and Intervention Plans. You may have to use the scroll bar to see the fields at the bottom of the page.

22. To add information to this page; click the (A) Screenings page tab. (B) Click the “+” in the Screenings grid. (C) Record the date of the screening. (D) Record the type of screening from the drop-down menu, both are mandatory yellow fields.


Figure – HE_027

A

B

C

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Screenings Page (continued)

23. (A) Record Screened By from the drop-down menu, and (B) if results are known select the appropriate radio button.


Figure – HE_028

A

B



24. (A) Click the “+” in the Screenings grid to add other screenings. Follow the previous steps for this page. (B) In the Results grid choose the Referral for Services radio button. (C) Click the “+” in the Referrals grid. (D) Record the Referral Date, (E) record the Referral Type, (F) and who referred to. You may need to scroll down to complete other fields.


Figure – HE_029

C

D E F

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B



25. (A) Choose the Accepted radio button, and (B) record Outcome Date. (C) From the drop-down menu choose the Consent Type, (D) complete the Consent on File Date.


Screenings Page (continued) Rev: 05/2016 26 Health & Education Student Guide

A

BC

D

Figure – HE_030

A

26. (A) Click the “+” in the Intervention Plan grid. (B) Record the Start Date, (C) and Plan Type from the drop-down menu. (D) Click the “+” in the Plan Detail grid. (E) Record the Start Date, (F) and the Recommended Intervention Choices. Complete any other known fields.

Education Notebook

Use the Education notebook, located in the Client Management Section of either the Referral or Case Folder in focus, to record and view education information for a child client such as attendance records and report cards. An initial Education notebook can be


BC

D

E

F

created in an open referral or case any time after a child’s Client notebook has been created. A subsequent Education notebook can be created in a referral or case when a child changes schools or changes grades.

Before an Education notebook can be created, a search must be completed to bring the Education Provider notebook into cache. Open the existing Education notebook to verify one that exists before creating a new one.

Searching for the Education Provider Notebook

1. From the Search drop-down menu, (A) select Start Search, (B) click the Search Type drop-down list, and select Education Provider, (C) select School Category and select Public from the drop-down list, select County and select Sacramento from the drop-down list, select District and select Sacramento City Unified from the drop-list, (D) and click the OK button.

Education Notebook (continued)

2. If the Search Results page displays the child’s school, close the Search Results window.


A

Figure – HE_032

Figure – HE_033

C

B

D


Close Window:Press the Ctrl key and the ‘W’ key simultaneously to avoid closing the wrong window.

Figure – HE_034


Create an Education Notebook

3. (A) Click on the “+” Create New Education notebook.

4. Select the (A) child’s school, and (B) click OK.


Figure – HE_035

Figure – HE_036

A

B


A


Enrollment Information Page

5. Complete all mandatory and known fields on the Enrollment Information page. (A) If a decision has been made regarding parental rights to make educational decisions or CAER related information, be sure and record it in the Education Decision Information grid. (B) Record information regarding school of origin information.


Parental Rights to Make Education Decisions for this Child Limited by Court Check Box: When checked, the checkmark will populate the same check box found on the Demographics page of the Client notebook and vice versa.

Figure – HE_037

A

B


Enrollment Information Page (continued)

(C) Complete all mandatory and known fields regarding Current School including graduation information. (D) If minor is receiving special education, record all information in the Client Special Education grid.


C0

Figure – HE_038

D3


Enrollment Information Page (continued)

6. (E) Record if child has completed attended at least one semester of college or attended postsecondary education/vocational training in these fields.


E

Figure – HE_039


Grade Level Information Page

7. (A) Click on the “Grade Level Information” page tab. To enter information on the Grade Level Information page; (B) click the “+” in the Grade Level Information grid, and (C) complete all mandatory and known fields.


Enrollment Data: Enrollment data that includes Grade, Hours at School, Grade Level Performance, and Teacher/Counselor Name can be recorded for multiple grade levels within a single Education notebook.

Education Record: An Education record can be associated to a single Grade Year record. The Individualized Educational Program (IEP) record can be copied from one year to the next.

Received Tutoring:To enable the Received Tutoring check box, the client must have a Contact with a Service Category of Education Services and a Service Type of Tutoring within the time frame of the grade level information.

Figure – HE_040

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C


Copying the IEP record

When a child has an existing IEP record, it may be copied from one year to the next.

8. (A) Click the “+” in the Grade Level Information grid (B) select the Grade and enter the Start Date (C) Select Information Type as IEP, and enter appropriate information in the Education Record grid.


A B

C

Education Transportation Paid by School: If Education Record Information Type is IEP the Education Transportation check box becomes enabled.

Figure – HE_041

Creating the Health and Education PassportThe Health and Education Passport document was designed to meet the State requirements for the provision of health and education information to the substitute care provider/foster parent. Substitute care providers require accurate and up-to-date health and education information in order to provide appropriate care for children placed with them. The Health and Education Passport provides them with this information. They in turn can share this information with the child’s health care providers and educational professionals, as appropriate. In this way, the substitute care providers also can play an important role in helping to keep the Health and Education Passport up to date. It is expected that the social worker will discuss the purpose and use of this document with the substitute care providers.

Once it is given to the Substitute Care Provider, it should be documented in the Placement notebook-ID page, by placing a date in the ‘Date SCP given HEP and Informed of Purpose’ date field.

The Health and Education Passport document pulls data from various parts of the CWS/CMS database to reflect the child’s important current, and historical, health and education information.

1. To generate the HEP document, click the (A) Open Existing Document-Client notebook. Please note that some sections will not print on the HEP document if data is not populated in the CWS/CMS system.


Figure – HE_042

A

Creating the Health & Education Passport (continued)

2. If a HEP document already exists, (A) click the Remove button (if the dialog box is empty, skip to step 3), and (B) click the Yes button in the resulting dialog box.


Figure – HE_043

A

B

Figure – HE_044


3. From the Open Notebook dialog box, (A) click the New button.

4. From the Generate New Documents dialog box, (A) select “Health and Education Passport,” and (B) click the OK button.


Figure – HE_045

Figure – HE_046

A

B

A


5. From the Select this Client grid, (A) select the name of the client for whom this document will be created and, (B) click the OK button.


Figure – HE_047

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6. From the Filter Health and Education Passport Information dialog box, (A) select the applicable filter option buttons, and (B) click the OK button.


Place Child’s Picture Here:Placing a check in this check box will generate a page to which you can affix a photograph of the child.

Figure – HE_048

A B


7. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.


Figure – HE_049

Editing:Information cannot be appended while viewing this document. If information requires editing, it must be done in the respective notebooks. See the Updating the Health Notebook lesson.

A

BC

Recording Dual Agency Services

Use the Summary page to record when a child is receiving Dual Agency Services.

1. Verify you are in the (A) Client Management section (blue button), (B) Health Notebook and (C) on the Summary page. (D) Click the “+” of the Dual Agency Services Received grid. (E) Complete the Provided By field.


Figure – HE_050

C

BA

D

E

Recording Dual Agency Services (continued)

2. (A) Complete the Start Date and End Date if applicable. (B) Any comments can be included in the Summary of Current Health Condition section.


A

B

Figure – HE_051

Recording Dual Agency Services (continued)

Ongoing Requests Page

If Dual Agency Services include payments be sure and complete the Ongoing Requests page in the Placement notebook.

3. (A) Click on the Placement Management section (red button), (B) Open Existing Placement notebook, and select the minor. (C) Click on the Ongoing Requests page. (D) Click the “+” of the Ongoing Requests grid. (E) In the Rate Type field choose the Additional Rate radio button. In the Request Details grid (F) complete the Start Date and (G) fill in the Additional Rate amount. In the Additional payment Reason grid, (H) complete the Payment Type, (I) Rate/Service Level (J) and Regional Center from the drop-down menus.


Figure – HE_052

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Entering CHDP Medical and Dental Exams

The CHDP (Child Health and Disability Prevention) program is a preventive health program serving California's children and youth. CHDP makes early health care available to children with or without evident health problems. These exams are required for all children in placement. CWS/CMS will automatically generate a reminder for the next due date of these exams.

Use the Associated Services page of a contact notebook to record when a child has received a CHDP exam. Proper recording of the exams will automatically populate the Well Child page of the Health notebook for the client.

1. To document a CHDP exam; (A) click the Service Management Section (orange button), (B) click the “+” Create New Contact notebook, (C) select the child whom this contact is on behalf of, and (D) click the OK button.


Figure – HE_054

Figure – HE_053

A

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Entering CHDP Medical and Dental Exams (continued)

2. Complete all known and mandatory fields on the Contact page. (A) Click the “+”in the Participants grid, (B) select the Participant Type and Participants in the Select Participants dialog box, and (C) click the OK button.


Participants:The participants are automatically populated with all Substitute Care Providers (SCPs) who have either a current association or who have had an association with the placement home within 1) the last year for the most recently ended placement within the last year for the On Behalf of Children and their siblings, and 2) the current placement for the On Behalf of Children and their siblings. If the SCP is not listed, click the Binocular icon to perform a search on SCPs. The Binocular icon is also available from the Associated Services page.

Contact Purpose and Participants:These fields indicate how you became aware of the CHDP exam and who informed you of the exam.

Figure – HE_055

Figure – HE_056

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B C


3. To document the results of the CHDP exam (A) click the Associated Services page tab, (B) click the “+” in the Associated Services grid, (C) select the child whom is on behalf of, and (D) click the OK button, (E) fill out all known and mandatory fields, with the exception of the Provider Name.


Service Category and Service Type Drop-Down Lists:From the Service Type drop-down select one of the three following: “HEP – CHDP Equivalent Physical Exam”, “HEP – CHDP Physical Exam”, or “HEP – Periodic Dental Exam”. Values with a prefix of HEP are available only for Well Child Exams and are the only values that will populate the Well Child Exam section of the Health and Education Passport.

On Behalf of Child/Service Recipient grids:The contact can be created on behalf of more than one child. However, only one child’s name can be listed in the On Behalf of Child and Service Recipient grids on this page. Well Child Exam information can only be applied to one child at a time. Remove all rows in these grids with the exception of the one child you want to enter CHDP information for. A new row can be created in the Associated Services grid for any other children who received CHDP services.

Figure – HE_057

A

B

E

C

D


4. If the service provider you are trying to record is not displaying in the Provider Name field, or if there are no service providers listed. (A) Click on the Provider Name icon to start a search. Search for Service Provider, if no results are found, you must create a new service provider. To create a new Service Provider you will need to have the Create Service Provider privilege.


Service Provider Search: If the Agency Name is the only search criteria, Wildcard characters “_” or “%” cannot be entered as the first character in the Agency Name field. If no matches are found, the Create Service Provider button will allow the user to create a new service provider from the Service Provider Search Results page, if the user has the Create Service Provider privilege.If the number of hits in the search is greater than 50, only the first 50 are shown, please retry the search with additional search criteria.

Figure – HE_058

A

Creating a Service Provider Notebook

Use the Create New Service Provider Notebook in the Service Management Section of a Case or Referral Folder in focus to add a service provider for a client. Do this only after a thorough search failed to locate the service provider.

1. To create a new Service Provider notebook, (A) click the Service Management Section (orange button), (B) click the “+” Create New Service Provider notebook, (C) complete the Search dialog box and complete all known information. If the search fails to locate a service provider, (D) click Create Service Provider button to create a Service Provider notebook, you will need the Create Service Provider privilege.


Figure – HE_060

A

B

Figure – HE_059

C

D

Creating a Service Provider Notebook (continued)

2. (A) Complete all mandatory and known information on the ID page. (B) click the Address page tab and (C) click the “+” in the Address grid, and complete all mandatory and known information on the Address page.


A

B

C

Figure – HE_061

Figure – HE_062

Recording Well Child Exam Results

1. (A) Click the Well Child Exam button. (B) Complete all known information in the Well Child Exam dialog box, and (C) click the OK button.


Figure – HE_065

Once these steps are completed, the information from this dialog box and the Associated Services page will automatically populate the Well Child page of the Health notebook. If you enter the delivered service information, but do not use the Well Child button, information can still be populated to the Well Child page of the Health notebook. Open the Health notebook to the Well Child page and click the “+” in the Well Child grid (Client Management Section).

Does this client have any health conditions diagnosed by a certified medical professional? If “No”, then a “No Known Health Condition” row is added to the Diagnosed Condition page of the Health notebook. If “Yes”, then red text displays on the Associated Services page of the Contact notebook to remind the user to enter the child’s health information in the health notebook.

Figure – HE_064

Figure – HE_063

A

B

C

Associating Service Providers to Clients

Use the Service Providers page located in the Client notebook to associate service providers to a client. Service providers that provide health services will populate to the Service Providers section of the Health and Education Passport only if associated on this page.

It is recommended to do these steps prior to entering health services on the Associated Services page of a Contact notebook. This will eliminate the need to search for service providers later.

1. To associate a service provider to a client; (A) click the Client Management Section (blue button), (B) click the Open Existing Client notebook, (C) select the name of the client you want to associate a service provider to, (D) click the OK button, (E) click on the Service Providers page tab. and (F) click on the “+” in the Service Providers grid. To create a new Service Provider you will need to have the Create Service Provider privilege.


Figure – HE_066Figure – HE_067

AB

E

F

C

D

Associating Service Providers to Clients (continued)

2. If the needed Service Provider appears, (A) select the row and (B) click the OK button. Skip to step 4.

3. If the service provider is not listed, click on the (C) Search (binoculars) icon to start a search.


Figure – HE_068

C

Figure – HE_069 Service Provider Search:If the Agency Name is the only search criteria, Wildcard characters “_” or “%” cannot be entered as the first character in the Agency Name field.If no matches are found, the Create Service Provider button will allow the user to create a new service provider from the Service Provide Search Results page, if the user has the Create Service Provider privilege.If the number of hits in the search is greater than 50, only the first 50 are shown, please retry the search with additional search criteria.

AB

Associating Service Providers to Clients (continued)

4. (A) Enter the date the clients association with the service provider began into the Start Date field.


Figure – HE_070

Retrieve Date Last Seen button:This button will retrieve the date this provider was last seen from the database.

A

Updating the Health & Education Passport

Update the Health and Education Passport whenever new significant health information has been recorded for the child client. Information will not automatically populate to the previous HEP document. As such, the previous HEP will require removing. Prior health and education information as well as new information will then re-populate the updated document.

1. After updating the Health and Education notebooks, generate the updated HEP document. To remove the prior HEP; (A) click the Client Management Section (blue button), (B) click the Open Existing Document-Client notebook, and (C) click the Remove button.


Figure – HE_072

Figure – HE_071

A

B

C

Updating the Health & Education Passport (continued)

2. (A) Click the Yes button in the Open Notebook dialog box.

3. From the Open Notebook dialog box; (A) click the New button, (B) select “Health and Education Passport,” and (C) click the OK button.


Figure – HE_073

Figure – HE_075Figure – HE_074

A

A

B

C


4. From the Select this Client grid, (A) select the name of the client for which this document will be created, and (B) click the OK button.


Figure – HE_076

A

B


5. From the Filter Health and Education Passport Information dialog box, (A) select the applicable filter option buttons, and (B) click the OK button.


Figure – HE_077

A

B


6. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.


Figure – HE_078

C

A

B

Saving to Database

From the File drop-down menu, select Save to Database and click Continue Working

Continue working will automatically load the next Scenario Manager .arc file M03_S02 – Health and Education Passport (Part 2) HEP and NYTD.arc


Completing Required Information Using The Federal Reporting Navigation Tool

The NYTD Federal Reporting Navigation Tool checks data that all states are required by the Chafee National Youth in Transition Database reporting standards to collect on all current and former foster care youth who receive Independent Living Program (ILP) services and 17 year olds who are in foster care with follow up data after they age out.

1. (A) Click on the Open Existing Case Folder.

2. From the Open Folder dialog box; (A) select the appropriate case, (B) click the OK button and, (C) click the Yes button in the resulting dialog box.


Figure – HE_079

A

A

B

Figure – HE_080

C

Figure – HE_081

Completing Required Information Using The Federal Reporting Navigation Tool (Continued)3. (A) Click the Start Navigation Tools button in the upper right corner of the application.

4. Click on the Federal Reporting selection (A) in the CWS/CMS Navigation Tools window.


A

A

Figure – HE_082

Figure – HE_083

Completing Required Information Using The Federal Reporting Navigation Tool (Continued)5. (A) Select NYTD from the available reports (B) Select This Case to fulfill the reporting requirements.


A

B

Figure – HE_084

Completing Required Information Using The Federal Reporting Navigation Tool (Continued)

6. In the Federal Reporting Navigation Tool, missing required information will be green fields (A). To enter the missing data, click on the folder icon next to the section with the green field to take you to that notebook in the application to complete the missing data. Continue this process until there are no longer green fields appearing in the tool.


Figure – HE_085

A

Completing Required Information Using The Federal Reporting Navigation Tool (Continued)Selecting AFCARS on the Federal Reporting Navigation Tool (A), will display the AFCARS information. The same process for completing the required information in the NYTD tool is used to complete the mandatory AFCARS fields.


Figure – HE_086

A

Saving to Database

From the File drop-down menu, select Save to Database and click Exit CWS/CMS.


Summary

This module covered the processes required to create, generate, and update a Health and Education Passport document. The pages included detailed descriptions and sidebar notes of each step in the process, providing instruction on each of the following:

Add and update health information in the Health notebook

Search for an Education Provider notebook

Create and update information in the Education notebook

Generate a Health and Education Passport

Record CHDP medical and dental exams in a Contact notebook

Record Well Child Exam Results

Record an association between a service provider and a client using the Client notebook

Create a new updated Health and Education Passport

Completing NYTD and AFCARS fields using the Federal Reporting Navigation Tool


Health and Education Training Curriculum - Bay Area...

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