Data Sharing Strategies and Benefits

Data sharing solutions: Two examples Process-level solutions: Data to address multiple program needs can be associated with a common process May involve one or more agencies A technology solution is developed to align with and automate the total process Enterprise-wide solutions: Data is associated with multiple processes and multiple programs Commonly involves more than one agency Typically, too broad to be addressed through a single combined process however, considerable benefits are available from consolidation due to common data elements Technology solutions are developed and integrated into a common hub to enable data analysis and management

Comprehensive Medicaid and Special Education Solution Special Education Process Identification Referral Assessment / Evaluation IEP Related Service Interventions Annual & Triennial Reevaluations Schools follow the above process to identify, determine eligibility, and refer and place children to special education services. For those children with disabilities, services are provided per the IEP. There is extensive documentation required at each step in the process. Schools vary in how they collect this data, however the two most common methods are paper-based forms or standalone IEP writers. With paper forms, redundant data is collected at multiple stages in the process IEP writers automate the IEP, but usually do not enable integration with other steps in the process

Comprehensive Medicaid and Special Education Solution Eligibility Direct Service Process Medicaid Billing Identification Referral Assessment / Evaluation IEP Related Service Interventions Annual & Triennial Reevaluations Assessments, treatment and therapy services are documented. A cross check is performed by the school or a claim vendor to confirm if the service is on an IEP and if the student is Medicaid eligible. Services which meet this criteria are eligible for Medicaid billing. Medicaid billing process is typically separate from the Special education process, using either billing forms which duplicate the special education documentation or a manual process which reconciles special education records with other data elements. Considerable redundant data collection Difficult to track service delivery compliance and ensure all appropriate services are billed Separate process necessary to address direct service audit requests related to the IEP

Comprehensive Medicaid and Special Education Solution Eligibility Medicaid Billing Identification Referral Assessment / Evaluation IEP / Plan of Care Related Service Interventions Annual & Triennial Reevaluations Develop a technology tool to collect data at each step in the process Data automatically populates forms and reports anywhere in the process that it is utilized Eligible services are automatically flagged for billing, according to state and federal requirements Management reports can be created to ensure that staff are tracking all services and that services delivered meet IEP requirements Provides a ready store of information to address potential audit requirements System can be designed to minimize training requirements and make billing transparent to school staff

Comprehensive Medicaid and Special Education Solution Solution can be expanded to include MAC Claim process: MAC claim process Periodic or Random-moment time study Financial data collection Allocation methodology and rate application performed after the fact Majority of staff involved in MAC are also special education and direct service providers Single largest category of time documented in MAC time study is usually treatment and therapy; special education-related activities are also sizable If MAC participants are already tracking direct service and special education activities via a technology solution: Solution could automatically capture information for MAC purposes at relevant times if already documented Solution could automatically prompt participant to document activities for time not already accounted for This method would work for both random moment and week/multi-week time studies

Benefits of sharing data across Medicaid and Special Education Helps to minimize redundant data reporting and documentation across all programs Helps to prevent inappropriate services from being billed and provides ready-access to audit documentation to support these requirements: For direct service, treatment must be prescribed in IEP Amount of service delivered/billed must align with IEP requirements IEP must specify medical necessity Claiming process becomes transparent to school personal – focus on accurate data collection, not claiming rules Enables proactive compliance management at state and local level: Ability to easily track that all IEP services are being delivered All allowable services are billed, if documented By tracking MAC in conjunction with Direct Service and Special Education Can completely reconcile Direct Service and MAC claims Claim accuracy between DS and MAC is maximized Helps to eliminate potential for duplicate claiming Can more easily track child-specific data related to MAC activities enabling greater outcomes tracking

Enterprise-wide solutions Medicaid Billing Identification Referral Assessment / Evaluation IEP / Plan of Care Related Service Interventions Annual & Triennial Reevaluations Core Medicaid-Special Education Requirements Student Demographics Financial Data Medicaid Eligibility Data Integrate to improve data accuracy and efficiency Testing and Assessments NCLB Report Card Teacher Licensure Integrate to meet NCLB reporting requirements

Benefits of enterprise-wide solutions At the enterprise level, multiple state and local systems can be integrated to a common data warehouse to allow data collection, management analysis and reporting across multiple programs areas An enterprise solution can help to simultaneously address reporting and program requirements for a variety of needs, such as: Medicaid claiming Special education State and Federal reporting requirements IDEA compliance documentation and reporting No Child Left Behind reporting and analysis Provides a flexible foundation for efficient and effective program management: Enables a phased implementation approach Legacy systems can be integrated Can integrate both State and local solutions Broader capabilities can be added over time Core Medicaid-Special Ed requirements Integrated to improve accuracy and efficiency Integrated to meet NCLB requirements

Communication and program support enhancements Technology solutions implemented to streamline data collection requirements can provide an avenue to facilitate improved communication, training and program support Portals can be created to address one or more of these functions: Online training and help functions Online knowledge management databases to track and organize program communication and key topics Notification / bulletin board sites to disseminate program updates Best practices information sharing opportunities By incorporating training and communication tools into the technology solution, the portal becomes a one-stop shop for data collection, program information and program management

Examples of Data Sharing Successes

Success stories of data and information sharing Data sharing strategies can help agencies at all levels be more efficient, and serve constituents more effectively Process-level solutions… Medicaid-Special Education Solution Northwestern Illinois Association Enterprise-wide solutions… Web-enabled technology platform and portal Transportation Security Administration (TSA)

Process-level solution: Medicaid & Special Education Northwestern Illinois Association Necessary data is input at each step in the special education process Information populates forms, reports and is available for compliance and management reporting purposes Service documentation for Medicaid billing is automatically generated Billing is automatic based on rules embedded in system System is integrated with state reporting tools to support the funding process Benefits: Minimizes redundant data reporting and increases data accuracy – information is collected once at the original source Time spent in IEP meetings reduced by 30% due to process efficiencies Ability to monitor IDEA compliance proactively Ability to capture all allowable reimbursement by correlating planned services with actual delivered

Enterprise-wide solution: Transportation Security Administration Case & Incident Management Inquiry TSA Internet Web Site TSA Intranet Alert Notification Contact List Performance & Results Information System Airport Rollout Hub Common Data Model Problem More than 100 systems and information management tools were in operation by TSA’s predecessor, the FAA Civil Aviation Security. One of TSA’s goals was to reduce the number of separate applications devoted to similar activities, and to consolidate communication, coordination and tracking of these activities Solution Created a common operating platform to enable information sharing Launched enterprise wide applications in a number of areas to support operations Strategic data is stored in a single location and is shared between all e-Gov applications

Enterprise-wide solution: Transportation Security Administration Enterprise-wide benefits have already been acknowledged: The Internet site and Airport Rollout Hub are credited with helping TSA to recruit airport screeners and meet airport federalization deadlines The Department of Homeland Security used TSA’s Content Management System and resources to build their Internet site in 45 days Use of the common operating platform has allowed TSA to retire over 15 legacy systems Each office within TSA now posts and maintains its own content on TSAweb, thus enhancing the accuracy and quality of information shared throughout the organization On average, the Contact List receives over 2,500 hits per day Users in every TSA functional area have been trained and are ready to use e-Gov applications to support their day-to-day operations

Conclusions

Conclusions Data sharing strategies can help agencies manage programs more efficiently and effectively By reviewing data needs across programs, a number of opportunities for data sharing and integration can usually be found Some can be addressed by simply modifying then automating a process Broader, more complex data needs may require a data warehouse solution Well-thought out prioritization of needs and detailed process mapping can help to identify the best alternative(s) for data sharing Appropriate training, help, and change management support is critical to the successful implementation of any data sharing strategy and toolset.