Subject:  Guidance to SPOEs on Transfer to New Web System
Source:  Mary Corey, Director, Data Coordination
Intended Audience:  SPOEs
Date:  July 29, 2005

Following is guidance to SPOEs on which children with existing SPOE records to transfer to the new web-based system at MoFirstSteps.com, as well as guidance on what historical information to transfer to the web system.

Definitions: 

• “SPOE software” or “SPOE record” refers to the original system that SPOEs have been using for data entry since implementation of Phases 1 and 2. 

• “MoFirstSteps.com” or “web system” refers to the new web-based system currently being implemented.

• “Transfer” refers to creating a child’s record in the web system when an active record in the SPOE software already exists.

• “Old authorizations” refers to all authorizations, both active and inactive, created in the SPOE software. 

• “New authorizations” refers to authorizations created in the new web system.

Which children should not be transferred to the web system?  In general, if a child will be exiting First Steps before August 2006, do NOT transfer that child to the web system.  An exception would be for children who have been very recently referred and found eligible and have only an initial IFSP developed.  Another exception would be for SPOEs that have the time and resources to transfer all children to the web system, in which case DESE encourages the transfer of as many children as possible.  This guidance is subject to change depending on the method used to implement Family Cost Participation and the usage of private insurance.

Which children should be transferred and in what order?  A suggested order follows, but keep in mind that it might be best to coordinate the transfer of children so that all on-going service coordinators will have opportunities to work with the web system.  Also, keep in mind that children who will exit First Steps before August 2006 need not be transferred to the web system.

1. Children who are currently in referral who will likely be found eligible.

2. Children who only have an initial IFSP.

3. Children who have an initial and one 6 month review.

4. Children who have initial/6 month/annual reviews. 

5. Children who have initial/6 month/annual/6 month reviews.

All new referrals received after the SPOE has been trained on the web system must be entered into the web system.

Who is responsible for transferring children to the web system?  SPOEs and/or the SPOE contract holders are responsible for transferring children to the web system.  Work on that should begin immediately after the SPOE region has been trained.  Based on the questions above, SPOEs should determine the number of children who will need to be transferred to the web system and the resources available through the SPOE or its contract holder in order to assess the SPOE’s internal capacity to do the transfer work. 

DESE is currently analyzing data to determine a reasonable deadline at which time all data should be transferred to the web system.  DESE is also looking into options for getting help to the SPOEs with the transfer of records, including the possibility of temporary contracts with persons to assist with the transfer.  Opportunities for assistance will be based on the amount of data that needs to be transferred and the internal capacity of the SPOE to do the transferring.  We will get information out on both the timelines and the options for obtaining help with the transferring of data.  

What historical information should NOT be transferred from SPOE to the web system?  DO NOT enter old authorizations (active and inactive authorizations created in the SPOE software) into the new web system, except in the event of inappropriate inactivation of the child’s record in the SPOE software.  See answers to next questions for more information.

What historical information should be entered into the web system?  For records being transferred from SPOE to the web system, DESE is allowing minimal entry of historical data.  The paper record will be considered the official EI record for events (referral, eligibility, IFSP development) that existed prior to the transfer to the web system.  In summary, the following items must be entered in the tabs of the web system in order to pass the various edit checkpoints. 

• Referral:  Data required as displayed on the internal referral pages.

• Child Tab: 

  • Required data for the child, head of household, and educational decision-maker

  • Add child’s previous ID (ID from SPOE software) to establish link between old SPOE record and new web record

  • Selection of intake and on-going service coordinators (enter the current coordinator if there have been changes)

  • Medicaid and MC+ requirements

  • Entry of other data is not required for the historical information, including insurance, other family members and social history

• Health Tab:

  • Required data for diagnoses, and primary diagnosis designation

  • Entry of other data is not required for the historical information being transferred

• Domains Tab:

  • Required data for assessment of each domain (the results and reason for concern may be summarized)

  • Entry of other data is not required for the historical information including the developmental milestones

  • DO NOT enter old (active/inactive entered in SPOE software) authorizations for eval/assess

• Eligibility Tab:

  • Required data for eligibility determination and primary reason for eligibility

  • Entry of other data is not required for the historical information including eligibility sources and notes

  • DO NOT enter old (active/inactive entered in SPOE software) authorizations for eligibility determination

• Team Meetings Tab:

  • Required data on the Meeting Planner page

  • Best case would be to enter all members, since they will move forward to future meetings, but if time is limited, entry of team members and team meeting members may be limited to the service coordinator(s) and parents. 

  • Required data on each Meeting Activity, some required text fields can be summarized

  • Entry of other data is not required for the historical information including Parental Consent for Services, Other Services, Meeting Notes, Transition (other than the required topics), Team Communications

  • DO NOT enter old (active/inactive entered in SPOE software) authorizations for services

• IFSP Tab:

  • These tabs are populated through data entry from the Meeting Activity page, no additional data entry requirements

• Notes Tab:

  • In Case Notes, clearly indicate which events (referral, eligibility determination, IFSP development) are being entered as historical information, so that it is clear that the paper records should be used as the official EI record. 

  • In Compliance Notes, if the referral went over 45 days, record the reason for the delay

Please note that these minimal requirements are not acceptable for new information (children or events) being entered into the web system.  For example, if an IFSP review is being held via the new web system (not an historical meeting), the electronic record IS the early intervention record, and therefore, must be complete.

What about active authorizations in the SPOE software?  See steps below, but active authorization in the SPOE software will remain active until cancelled or the SPOE record is inactivated.  Therefore those active authorizations should not be entered in the web system.  Doing so will add another active authorization for services, enabling providers to double services and billing.  Leave the active authorizations in the SPOE software, but keep in mind that maintenance or cancellation of those authorizations must happen in the SPOE software. 

Can I get a visual on that?  Picture active authorizations as fish in a river that is fed by two streams, one stream has blue fish (active authorizations from the SPOE system) and the other stream has gold fish (active authorizations in the web system).  If the same active authorization exists in both SPOE and the web, it results in two active authorizations (blue fish and gold fish) swimming down the river.  Both active authorizations (fish) can be caught and fried (provided and billed). 

What action should be taken to the SPOE record when the child’s record is transferred to the web system?

As you transfer a child from SPOE to the web system complete the following steps:

1. If the child is at the end of their IFSP ‘period’ within SPOE (meaning that all authorizations are going to expire as of the IFSP end date) – formally inactivate the child record from the SPOE software. Mark the SPOE child record as a duplicate and select the new inactivation reason as “transferred to CCM.”  The inactivation date entered should be the IFSP end date within the SPOE software.

2. If the child is NOT at the end of their IFSP ‘period’ within SPOE – mark the record as a duplicate, but do not enter an inactivation reason or date.  The authorizations in SPOE will continue to be active and should not be entered in the web system.  If you enter an inactivation reason and date you will lose the capability to cancel any previously entered authorizations within the SPOE software.

3. If you accidentally mark a child record as inactivated within the SPOE software, the only option will be to enter the child into the web system.

4. DO NOT mark the new record in the web system as a duplicate.

5. Enter the child’s SPOE ID as the “Previous ID” on the main Child Detail Page on the web system.

What if I have already entered old authorizations in the web system?

If old authorizations have been entered in the web system, the bottom line is that you must cancel those authorizations in the SPOE software and/or inactivate the child’s record in SPOE using the “transferred to CCM” inactivation reason.  Considerations follow:

1. If the SPOE record was inactivated – old authorizations entered in the web system with a start date on the SPOE inactivation date are not a problem.  If the start date in the web system is earlier than the inactivation date in SPOE, it could result in double-billing.

2. If the SPOE record was not inactivated – old authorizations entered in the web system will result in duplicate authorizations in the system.

3. If there are open/active authorizations in SPOE and the web system, there are duplicate authorizations for billing.

If you determine that you have a situation where there are duplicate active authorizations, the easiest thing to do is to cancel the authorizations in the SPOE software.  If you change the authorization in the web system, it will require a new interperiodic meeting be held.

I hope this helps.  Let me know if you need more clarification.  Thanks for your efforts!