WeCARE - Rev. 10/20/2005 WeCARE Wellness Comprehensive Assessment Rehabilitation & Employment WeCARE is funded by the NYC Human Resources Administration and administered by F· E· G· S Health & Human Services System Phase II Physician Training Bronx Lebanon

Training Agenda: Phase II Physician Training Bronx Lebanon Goals of this Training: Process Overview – What is a Phase II (specialty) exam and why is it needed? System Overview – how to navigate the system and how to show your work Accessing client records Completing the Phase II forms: and, Moving tracking forms Page 2 of 13

WeCARE Program Overview Page 3 of 13 The Human Resource Administration (HRA) provides a range of social services to New York City residents in need with SafetyNet (SN) and Temporary Aid to Needy Families (TANF). Clients (both applicants-AP, and active cases-AC) who indicate to HRA that they have a medical or mental health condition which prevents them from working are referred to WeCARE. The goal of WeCARE is to identify issues/barriers that prevent client from achieving their highest level of independence and providing accommodations and/or specialized supports to assist clients in returning to the workforce. WeCARE was developed to help such clients achieve their highest level of independence by focusing on the following components: Wellness, Comprehensive Assessment, Rehabilitation, and Employment. WeCARE is a paperless program, so the continuum of services from the initial evaluation through employment are documented in two databases: WeCARE, the F∙E∙G∙S internal system & NYCWAY, the portal to all HRA services. WeCARE is a Performance-Based Contract that is time-sensitive as well: F∙E∙G∙S only gets paid for “performing,” or achieving certain milestones which are indicated in NYCWAY with the right codes in the right sequence within the prescribed timeframe for each service. HRA sets out its service and milestone expectations in the HRA Vendor Guidelines. Staff without a copy should get one.

The Purpose of a Phase II Exam If a medical condition requires evaluation by a specialist(s), that condition is identified during the Phase I medical evaluation and a Phase II exam is requested. A phase II exam is requested to better understand a medical condition to assist a Phase I Doctor make a final determination about that client’s prospects for employability, the goal of the WeCARE program. Page 4 of 13

Phase II Form flow in the WeCARE system When the doctor orders a Phase II appointment, a new form is created and is sent to the Patient Care Specialist at the Article 28 clinic. The Bronx Lebanon Hospital medical technician makes the appointment for the client in the hospital’s system. The client gives the Bronx Lebanon paperwork to the Patient Care Specialist who opens the Phase II form and enters the appointment date and time. The Patient Care Specialist routes the form to the Phase II Specialty Group Inbox. On the day of the Phase II appointment, when the client shows up for the appointment, the Phase II doctor brings the record into his/her Inbox. If the Phase II Doctor meets with that client, s/he reads the BPS summary and reviews any attachments related to the client. The Phase II Doctor conducts the examination and fills out the form. The Phase II Doctor routes the record appropriately to indicate that the Phase II was completed. This returns the record to the Phase I Doctor to make a final employment disposition. Page 5 of 13

Patient Care Specialist enters the appointment date and time in the form and routes the form to the Phase II Specialty Group Inbox Medical Technician makes the appointment in the hospital system. If at any point in time the client does not show up or comply, outreach is done to work with the client to attend and complete the Phase II consult. Phase I Doctor requests a Phase II exam which creates form that goes to PCS at clinic. Phase II form stays in the Specialty Group Inbox until the appointment date and time. Group Inbox Phase II Doctor Moves the Phase II form to personal Inbox. Reviews the BPS Summary and attachments. Does the consult and enters information on Phase II form Routes the record appropriately to complete the Phase II. IF CLIENT ATTENDS APPOINTMENT Phase I Doctor reviews the Phase II form and makes a final disposition. IF CLIENT FAILS TO REPORT Service Coordination Unit Reschedules the appointment and enters the appointment date and time. Routes the form back to the Phase II Specialty Group Inbox APPOINTMENT RESCHEDULED Phase II Form flow in the WeCARE system – cont’d Page 6 of 13

Access to client records To access client records you need to use the Case Management menu. Using your mouse, choose Inbox. Your personal Inbox displays with your name on it. The specialty Group Inbox displays below your personal Inbox. You can sort the Group Inbox based on any of the fields. To group them in alphabetical order click on HRACaseName. Page 7 of 13

Click on the track # when you are ready to work with the client’s record. Click on “Yes” to bring the client’s specialty exam form into your personal Inbox. How to move a Phase II form to your Personal Inbox You may ONLY work on cases in your Inbox, so make sure to move the cases into your inbox before meeting the client. Page 8 of 13

The client’s Phase II form is in your personal Inbox. Now click on the track # again to open the page. Click on the BPS Summary Report to review. Important sections to review include Mental Health Status and Physicians View. Click Attachment Index to access medical documentation scanned into the system. (Ex: EKG and past medical records.) How to move a Phase II form to your Personal Inbox – cont’d Page 9 of 13

Click on the drop-down and select your name. * After selecting your name, the system will automatically fill out your location, address, telephone number and organization. Click on the calendar icon to select the date of contact with the client. BPS II Exam Completed: Complete the form, and if successful, mark completed. Return to Phase II Group Inbox: Move back to Phase II group in-box. This can be used for reassigning to another BPS II physician or for rescheduling an appointment. OTHER ROUTING OPTIONS (Phase II Doctors don’t use the other options) Fail To Cooperate/ Comply (FTC): Enter fail to cooperate/comply when the client fails to cooperate with the doctor’s examination. Fail to Report (FTR): Enter fail to report when the client fails to report to the appointment. The record goes back to Coordination Unit to outreach the client. Cancel BPS II: Removes the form from the routing system. A Phase I doctor makes this determination. Return to On Site Patient Care Coordinator – Sent in Error: Moves the Phase II form back to the Patient Care Specialist when the form was accidentally moved to the group Inbox. This is an Administrative option that Phase II doctors don’t use. Routing Page 10 of 13

New BPS II Appointment: The Patient Care Specialist uses this reason to send the form to the group Inbox. Doctors do not use this option. BPS II Completed: Once the Phase II consult is successfully completed, select BPS II Completed on the Routing options. The routing options Failed to Cooperate and Failed to Comply are not currently used and will be removed from the options. Click Save/Submit to save the information you have entered on the form and move the Phase II form out of your Inbox. Routing – Cont’d Page 11 of 13

This training and many other trainings can be found in the “Staff Supports” section of the FEGS/WeCARE web site: It contains important tools in assisting you help your client. WeCARE Staff Supports Clicking Here will get you here You will find: PowerPoint trainings Procedures/Instructions HRA-approved documents Scripts Tools And many more These modules are maintained by the WeCARE Operations Unit. Please feel free to them at: to schedule a training or share ideas. Page 12 of 13

Where to Get Help For problems with computer equipment, telephones, computer and access, immediately call or the ALLSector Helpdesk at: 212 – The Helpdesk group is located in FEGS directory: System problems should also be reported immediately to the ALLSector Helpdesk such as: No save/submit button on form, tracking form with no routing options, tracking form stuck in Inbox, slow or no system response time, and problems with user access NYCWAY Helpdesk For access problems in the NYCWAY system, call the NYCWAY Helpdesk at: If your screen is missing functionality, codes not registering and the like, call the NYCWAY software Helpdesk at: Page 13 of 13 Helpdesk HRA Resources WeCARE has HRA Out Stationed Workers (OSWs) located at all sites. OSWs act as a liaison between HRA and WeCARE by clarifying program questions to help staff serve the needs of their clients. Also refer to the WeCARE Vendor Guidelines published by HRA to get program support.