eWiSACWIS Providers PAW-TAW November 2009

Provider Changes – Part I Ability to close provider records –Provider records are no longer active and inactive –No longer requires assignment to default workers Ability to restrict provider records –Providers will automatically be restricted when an eWiSACWIS worker is a member

Home Provider

Home Inquiries The ability to link multiple home inquires to one provider record The ability to document more than one referral source

Referral Sources

Home Provider Page-Training Tab Added the ability to document specific courses Allows the training to be associated with a specific provider member Added the ability to send training letters to more than one provider member

Provider Training

Outliner Changes Added the license status Added direct access to the Person Management page for a provider member

Provider Outliner Changes

Provider Changes Coming in February

Provider Changes – Part II Changing the Designated County will no longer create a Pending License Provider references to “County” will be updated to “County of Residence” –Home Inquiry –Maintain and Create Physical Address –Home Provider –Private Provider

Home Provider Page Changes Reorganization of the Home tab –Moved Designated County from Create Physical Address page to Home Provider page –Parent Agency hyperlink to CPA provider –Moved the Payee Information from the Members tab to the Home tab

Home Provider Page

Home Provider Page Changes Reorganization of County Provider ID Old - New - To

Home Provider Page Changes Reorganization of Payee Name structure Old - New - To

Home Provider Page Changes Things for you to consider – Payee Change –Conversion of existing Payee Names –Will your changes affect your Financial Interface? –Will your changes affect your reports displays? –Will your changes affect your check output? –Whose signature(s) will be required to deposit the check.

Home Provider Page Changes Members tab –Added a Role of “Licensee” to accommodate additional licensees In Addition to Parent 1 and Parent 2 Will pre-fill to License –Added an age column to identify the age of each household member

Home Provider Page Changes Members tab continued… –Children in Placement group box Removed Role Added Placement Service and Age Will include Voluntary Kinship –Moved Clients Under Age 2 from the Services tab

Members Tab

Home Provider Page Changes Services tab –Modified Provider Preferences –Modified logic for “Bed Capacity” tracking

Services Tab

Edit Unlicensed Services Page Accessed from the Services tab, the page no longer requires a capacity to be added

Home Provider Page Changes Addition of new License Activity tab –Summary of application activity (discussed later) –Summary of licensure

License Activity Tab

Private Provider Page Changes Payee Information Parent Agency hyperlink to CPA provider Modified Provider Preferences (Services tab) Modified logic for “Bed Capacity” tracking (Services tab)

Private Provider Page

License Page Changes Provider’s name links to Home Provider page The Licensing page will incorporate pre- licensing/application activity –Includes license withdrawals and denials without having to create a 2 year license

Licensing Page Accessed via the Create Provider Work page

License Page Changes

Application Status –Initial –Renewal –Reapply following denial revocation –Reapply following revocation Application Types –Adoption –Adoption/Foster Care –Adoption/Treatment Foster Care –Foster Care –Treatment Foster Care

License Page Changes Decisions –Create License –Denied –Withdrawn

License Denials

License Withdrawals

Approved Applications Allows a license to be created Adds the License Information and Services tabs Removed the Characteristics tab from the License page –This information will continue to remain on the Home Provider page

Approved Applications

Provider Changes – Part II Ability to identify others as Licensees –Role of “Licensee” from Home Provider page –Will pre-fill to License Addition of Certification Levels from Levels of Care –Includes only Levels 1 and 2 –Changes to the Out of Home Placement (Service types) –Changes to the Payment Request page for clothing allowance

Licensing Page

Services Tab

Provider Changes – Part II Ability to document exceptions for a provider –Exceptions to Foster or Treatment Foster Care licensing requirements –Authority to grant if agency determines the exception will not jeopardize the health, safety, or welfare of the foster children

Exceptions Types of Exceptions –Licensing Agency Authority –Department (DCF) Exceptions Panel Neither the licensing agency nor the Department can grant exceptions to statutory citations that are licensing requirements

Exceptions DCF 56.02(2)(a)(3) Admin. Code (Agency Response) –The Licensing Agency must make a determination regarding the request –Any Exception granted shall be specifically cited on the license and shall be in effect only as long as the conditions under which the exception was granted remain but no longer than 2 years from the date on which the exception was granted or the date the license terminates, whichever occurs first, by which time the licensing agency shall determine if there is a continued justification for the exception

Exceptions DCF 56.02(2)(a)(3) Admin. Code (Agency Response) - Continued –In addition, the licensing agency may impose conditions to be met within a specified period of time by the licensee as an alternative to compliance with the requirement for which an exception was granted

Exceptions DCF 56.02(2)(a)(2) Admin. Code (Applicant or Licensee) –The applicant or licensee must submit a request for an exception in writing stating: The specific provision of DCF 56 or 38 Admin. Code of the request, The justification for the request, and An explanation of any alternative provision planned to meet the intent of the requirement

Exceptions DCF 56.02(2)(b) Admin Code (DCF Exceptions Panel) –With approval of the licensing agency an exception request can be made to the DCF Exceptions Panel –Any request must include: Name of the applicant or licensee Address Citation Rationale for request An explanation of alternative to meet the intent of the requirement The signature of the applicant or licensee and the date they signed the request

Exceptions DCF 56.02(2)(b) Admin Code (DCF Exceptions Panel) – Continued –The licensing agency shall indicate whether they support or do not support the exceptions request or support some alternative to the request, shall justify that position and shall sign and date the request form –If the licensing agency approves the request or some alternative to the request, the licensing agency shall submit the completed request form to the department within 10 working days after the agency’s receipt of the request form from the applicant or licensee. The licensing agency does not need to submit any request that it does not support.

DCF Exceptions Panel Response The DCF Panel shall, in writing, indicate its approval or disapproval of the request within 10 working days after the department receives the request form from the licensing agency. Note: 10 days begins when the Department has sufficient information to make a decision. If additional information is required, the 10- day time limit begins upon the receipt of the additional information.

Exceptions in eWiSACWIS Ability to document both licensing agency and DCF exceptions Allows DCF exceptions to be approved in eWiSACWIS –The Application for Exceptions template will be added –The Second License Application template will be added Will pre-fill to License template

Exceptions

Licensing Agency Decisions for Exceptions Approve Approve Licensing Agency Alternative Deny

DCF Decisions for Exceptions Approve Application As Is Approve Licensing Agency Alternative Does Not Require DCF Exception Panel Approval Approve Application With Changes Specified Below Deny Request

Exceptions

Additional Licensing Actions Page Now shows the approval history for each action The reason(s) for the additional licensing action are now chosen on a pop-up page

Additional Licensing Actions

Provider Changes – Part II License Modifications –A licensing agency may modify a foster home license, and an applicant for a license at the time of the initial or a licensee at any time during the effective period of the license may request modification of the license –The licensing agency has 60 days to make a decision –Any modifications require an updated license with an approved license with the same end date

License Modifications Additional Licensing Action will create a pending license that copies over all existing information, except the begin date –Will retain original end date –Will retain original services and exceptions –Begin date will be the day after date on Additional Licensing Actions page –Can be used when changing from one level in the Levels of Care to another level

Additional Licensing Actions

Outliner Pending Home Inquiries will appear under a new expando Home Inquiries will be removed from the License icon and placed under a new Home Inquiries icon Licenses icon will display link to stage in licensing process (application activity or license)

Outliner

Tickler Will be added for Provider Background Checks –For DOJ and IBIS –Will calculate 4 years from the Effective From date on Imaging page

Contacts Policy Jonelle Brom Out-of-Home Care Specialist eWiSACWIS Jenny Weber