1. Data Sharing Strategies and Benefits

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Examples of Data Sharing Successes

12. 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)

13. 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

14. 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

15. 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

16. Conclusions

17. 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.