CSA Release 2 CYBER Training

Training Purpose Review the new functionality in CYBER that will assist in the submission and review of Treatment Plans. 2

This new functionality will expedite service delivery to youth and families by: Decreasing time required for plan reviews at the CSA. Decreasing time required for plan reviews at the CSA. Reducing the number of plans returned to providers due to errors or duplicate submissions. Reducing the number of plans returned to providers due to errors or duplicate submissions. 3

Treatment Plan Auto-Routing What is it? Initial Treatment Plans that pass validation criteria will be automatically approved in CYBER. Initial Treatment Plans that pass validation criteria will be automatically approved in CYBER. Progress Notes, Authorizations and Tracking Elements will be automatically generated upon plan approval. Progress Notes, Authorizations and Tracking Elements will be automatically generated upon plan approval. 4

Treatment Plans Eligible for Auto-Routing CMO/UCM CMO/UCM –Initial ISP –Service Change ISP –Service Update ISP –ISP FCP YCM YCM –Initial ISP –Service Change ISP –Service Update ISP MRSS MRSS –Initial ICP –ICP FCP 5

Duplicate Treatment Plans If a plan of the same Type is already “In Progress” (saved by the user, submitted to a supervisor, or submitted to the CSA but not yet approved), it’s expected that the Provider would modify the plan rather than create a duplicate. 6

Modify a Plan If the user has determined that modifications need to be made to a plan that is “In Progress”, they must identify where the plan current is and request it to be returned from any of the following; If the user has determined that modifications need to be made to a plan that is “In Progress”, they must identify where the plan current is and request it to be returned from any of the following; –Supervisor –Case Management (JCRs) –CSA (please contact the Service Desk to have the plan returned) 7

Identifying Where the Plan Is Please review; Please review; –Service Plans – In-Progress grid on CYBER Welcome Page. –Treatment Plans and Assessments screen for the youth.  If a plan is listed without a date in the “Submitted to CSA” column, it is considered “In Progress”. –“View Treatment Plan Review History” button on individual Plans to identify current owner. 8

The “View Treatment Plan Review History” button can be clicked on as soon as the Plan opens. 9

The user will see the above message if they attempt to submit another Initial Plan if one of the same type is already “In Progress”. 10

Submitting Initial ISP/ICP If a user attempts to submit an Initial ISP/ICP after another has already been approved by the CSA, the user will receive a message that states; If a user attempts to submit an Initial ISP/ICP after another has already been approved by the CSA, the user will receive a message that states; –“An Initial ISP has already been submitted to the CSA. Please confirm plan type before submitting”. –The new plan can still be submitted, but will not be auto-routed and should include additional information in the notepad section of the Plan stating why this plan type was selected. 11

Submission Tips Please check; Please check; –“View Treatment Plan History” button on individual Treatment Plans to check status of previously submitted ISP/ICP. –Approved grid on Welcome Page for recently (last 7 days) approved Treatment Plans for youth in your caseload. 12

MRSS Initial ICP without Service Requests When submitting, the user will see; When submitting, the user will see; –“There are no services included in this Initial ICP. Is this a 72-hour discharge?”  If Yes – The system will automatically close the Tracking Element, adding 21 days after the CSA submit date.  If No – Plan can be submitted but will not be auto- routed and should include additional information in the notepad stating why there are no services being requested. 13

Submitting JCRs JCRs that are submitted monthly for documentation purposes do not need CSA review. JCRs that are submitted monthly for documentation purposes do not need CSA review. –“Not for CSA Review” will now be seen by OOH providers in the Treatment Plan Type menu. –The plan will not be reviewed by the CSA and cannot include Service Requests. 14

15 If the user opens a JCR that was previously saved with Service Requests included, and changes the plan type to “Not for CSA Review”, they will receive a message that states; If the user opens a JCR that was previously saved with Service Requests included, and changes the plan type to “Not for CSA Review”, they will receive a message that states; –“To select Not for CSA Review plan type all services must be removed from the plan.” –The plan type will have to be changed in order to submit the JCR with Service Requests.

Once submitted, a Not for CSA Review JCR can be printed and will have the plan type listed at the top of the report. 16

Discharge JCRs When submitting a DJCR, OOH providers will no longer be able to enter a future date into the field “Actual Discharge Date” in either the Facility Information or Target Behavior/Discharge accordions. When submitting a DJCR, OOH providers will no longer be able to enter a future date into the field “Actual Discharge Date” in either the Facility Information or Target Behavior/Discharge accordions. 17

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Transitional ISPs & ICPs CMO, YCM, UCM users will see “Discharge Date” in the Discharge accordion, above the Family/Natural Support Engagement Plan section. CMO, YCM, UCM users will see “Discharge Date” in the Discharge accordion, above the Family/Natural Support Engagement Plan section. MRSS users will see “Discharge Date” in the Transition Summary accordion. MRSS users will see “Discharge Date” in the Transition Summary accordion. 19

CMO/YCM/UCM 20 MRSS

Copying Treatment Plans Users have the ability to copy Treatment Plans without the previous assessor’s information being copied with the rest of the demographic information. Users have the ability to copy Treatment Plans without the previous assessor’s information being copied with the rest of the demographic information. 21

Treatment Plans must be associated with a current Assessment before submitting. –CMO/UCM – Initial ISP, Comprehensive Review 90-day plans require a current SNA. –YCM – Initial ISP, Ongoing Review ISP require a current SNA. –OOH – JCR and TJCR require a current SNA. –MRSS – Initial ICP, ICP Update require a current CAT. 22

“Current” – submitted to the CSA within the last 30 days. 23

Attempting to submit an ISP/ICP without a current Assessment will generate a warning message and will prevent the user from submitting the Plan. 24

Submission Tip Please check the Treatment Plans and Assessments grid for the youth; review the Submitted to CSA column to verify the date of the most recent Assessment is less than 30 days prior to the current date. 25

Points to Remember 1. Service Requests that come through CM cannot exceed the 90-day authorization period. –When attempting to submit a request that exceeds the authorization period, the user will receive a warning message (see Slide 25) and will need to adjust the request before submitting. 26

The user will see the above message (with the appropriate Service Code) when they click on the “Accept” button in the Add/Edit Service Request for a Treatment box. 27

2. If CMO services are requested, check off the “CMO services requested” box at the top of the Treatment Plan. –This will prioritize the plan when it is reviewed by the CSA.  If CMO is open, and a new CMO Service Request is included on a JCR, the user does not need to check off this box. 28

3. Familiarize yourself with frequently used service codes. –If the user attempts to submit a service request for an incorrect number of units, they will receive a message that states, “Service Request exceeds the allowable units for this service code” and will have to adjust before submitting the plan.  Updated Service Grid is posted as a reference document with this training. 29

Retro-Authorizations When submitting a Service Request that will result in a Retro-Authorization, the user will receive a message that states, When submitting a Service Request that will result in a Retro-Authorization, the user will receive a message that states, –“Service request start date is more than 7 days prior to current date and therefore is considered a retro-active authorization. Please provide additional detail in notepad regarding reason for delay in service request submission.”  The user will be able to submit the plan, but must include additional detail or the plan will be returned. 30

Overlapping Authorizations If a Service Request is submitted with dates that overlap an existing authorization for the same service code, the user will see a message that states; If a Service Request is submitted with dates that overlap an existing authorization for the same service code, the user will see a message that states; –“Requested authorization overlaps with an existing authorization for the same service code. Please modify the request or provide additional detail and/or clinical justification for this service request.” 31

If the user is asked for additional information, or clinical justification, the Treatment Plan will be removed from Auto-Routing and will be reviewed manually by the CSA. 32

ISP Service Change Plans The ISP Service Change plan type should be used to request or modify services The ISP Service Change plan type should be used to request or modify services –If a Service Change plan is submitted without a service request included, the user will be alerted and the submission will be blocked until service requests are added or the plan type changed. 33

ISP Service Update Plans The ISP Service Update plan type should be used to update the treatment plan, but not request services. The ISP Service Update plan type should be used to update the treatment plan, but not request services. –The ability to add Service Requests to this plan type has been removed. 34

Case Management Authorizations When a youth is admitted into an OOH program from YouthLink, CYBER will auto- generate Case Management Authorizations with end dates that are in-line with the end of the Residential Admission. 35

Tracking Elements will close automatically on the date the Transitional ISP was submitted to the CSA. Tracking Elements will close automatically on the date the Transitional ISP was submitted to the CSA. Tracking Elements will close automatically, adding 21 days after the submitted to the CSA date for Transitional ICPs. Tracking Elements will close automatically, adding 21 days after the submitted to the CSA date for Transitional ICPs. 36 Transitional ISPs & ICPs

Youth in OOH Program When submitting an ISP/ICP for a youth that is already in an OOH Program, the user will receive a message that states; When submitting an ISP/ICP for a youth that is already in an OOH Program, the user will receive a message that states; –“Youth is currently in OOH Treatment. Service Requests should be included on a JCR.”  The ISP or ICP can be submitted, but will be manually reviewed by the CSA. 37

Youth Open to MRSS and Case Management When submitting an MRSS Initial Treatment Plan (ICP, FCP, ICP Update) for a youth already open to Case Management, the user will receive the following message; When submitting an MRSS Initial Treatment Plan (ICP, FCP, ICP Update) for a youth already open to Case Management, the user will receive the following message; –“Youth is currently linked to another CME that provides coordination of services. Please contact provider for treatment planning collaboration.”  User can submit the plan, but it will be manually reviewed by the CSA.  Case Management contact information can be found on the Provider tab of the youth’s Face Sheet (see Slide 36). 38

Case Management contact information, including address and Phone number (when entered into CYBER), can be found on the Provider tab of the youth’s Face Sheet. 39

Needs Assessments Users will receive the following alert when creating new Assessments (when applicable) ; Users will receive the following alert when creating new Assessments (when applicable) ; –“CMO/YCM/UCM or MRSS is involved with this child. Please refer to the Provider Tab on the Face Sheet for contact information to discuss treatment planning needs.” CCIS, PHP, MST and FFT users will see a pull-down menu labeled “Select Assessment Type”, which will allow them to indicate the Type they are submitting (see Slide 38). CCIS, PHP, MST and FFT users will see a pull-down menu labeled “Select Assessment Type”, which will allow them to indicate the Type they are submitting (see Slide 38). 40

Needs Assessment type options; Needs Assessment type options; –CCIS – Initial and Update –PHP, MST, FFT – Initial, Update, Discharge 41

Deleting Progress Notes Users now have the ability to delete draft Progress Notes. Users now have the ability to delete draft Progress Notes. –Users that have the Progress Notes – In Progress grid on their Welcome Page will see a list of drafts here. –Opening the Draft Progress Note will show the user a new “delete” button, which will permanently delete the note from the record. 42

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Contacting the CSA If you have questions or concerns about the new functionality in CYBER, please contact the Service Desk –