1. Web IFSP Service Coordinator Presentation February 24, 2010

2. Welcome Housekeeping Introductions Agenda Objectives The Big Picture

3. Sailing through the Web IFSP We’re Here to Help! AEA 1 Web Administrators: Julie Tschirgi Sue Schulz Assisting: Mary Jo Nordheim Tiffany Kuhens Rachael Putman Procedures and Process: Joane Amick Thank you to: Our office assistants for entering the needed data to get us started AEA 8 - for piloting the web IFSP Heartland AEA and Nothwest AEA for sharing their training materials with us.

4. Morning Agenda For Service Coordinators Introduction Big Picture - Overview Navigation of the Web IFSP for Service Coordinators Break Key Forms for Service Coordination

5. Afternoon Agenda for Service Providers and Coordinators Introduction Big Picture - Overview Getting into the system Navigation of the Web IFSP Enter Real Case with your team Evaluation and Assessment Outcome Page Services Page A Quick Look at the rest of the Web IFSP

6. Objectives for the Day Participants will: Begin to learn how to use the Web IFSP Have hands on experience with the Web IFSP Provide feedback to presenters on continued needs, for improving the training, on what questions still exist

7. Big Picture - Overview Charting Our Course Joane Amick Early ACCESS Regional Coordinator

8. Service Coordinators for Region 1 AEA ECSE Teacher Consultants OT/PT when they are the only service provider Vicki Berger, SLP; Zondra Foster, hearing itinerant; Marti Andera, nurse practitioner Child Health Specialty Clinics - Drug Affected, Preemies, Medically Fragile Visiting Nurses Association - lead exposed, no developmental delays

9. Early ACCESS Partners Providing Family Training HAWC Empowerment - Howard, Allamakee, Winneshiek, and Clayton Counties Early Head Start - Allamakee and Clayton Counties Parent Share and Support - Fayette County Parents as Teachers - Delaware County Parents as Teachers - Dubuque County

10. Expectations for Learning Mastery of getting into the system Understanding navigation process Conceptual mastery of data entry versus page entry Mastery of how to add a child to the system Understanding of service coordinator role for access to others and how to set up meeting page Awareness of how to access forms

11. Let’s Get Started At the Dock: Structure of the Web IFSP System Julie Tschirgi Co-web IFSP Administrator Sue Schulz Early ACCESS Administrative Liaison Co-web IFSP Administrator

12. Similarities to Web IEP Same URL - https://iep.aeaims.org/IDEA_Apps/https://iep.aeaims.org/IDEA_Apps/ Application built for commonalities - 85-90% IowaIDEA.org Update Subscription Quick Reference Guide Passwords Bug Reports Time Out Typing not an activity Log Out Procedures

13. Browsers & Settings Browsers & Platforms Mac OS 10.4 - Firefox 3 Windows 2000, XP, Vista - IE7 or IE8, Firefox 3 Browser Setup (pp 13-19; Ref Guide) Cache, Popups, Print backgrounds Printing - similar features including incomplete data report printing only the pages you need

14. Login Screen https://iep.aeaims.org/IDEA_Apps/

15. Main Menu Permissions set up by IMS Data Entry Folks Can set default to web IFSP or web IEP Pop up Menu

16. All Hands on Deck Activity - 10 Minutes IowaIDEA.org Set up notification Find IFSP supportive documents Log In Set default

17. Caseload Red boxed area varies by the permissions you’ve been assigned. Service coordinators have additional permissions that service providers (only) do not need. Service Coordinators will see “View Caseload” Service providers will see “View Child List”

18. Intake Entered by Office Assistances at AEA, Lead by VNA - Meghan Wolfe, CHSC - Rae Miller Accuracy of Name and Birthdate are important! Ask for the name as it appears on birth certificate When calendar is provided - use it!

19. Reason for Referral Available from the Print - Preview - Intake Form

20. IMS Data Entry Staff Assign Service Coordinator

21. “You’ve got mail” Check Caseload Frequently * Denotes new case

22. “Add Child” Completed by Office Assistants “Add Child” process used for children already entered in IMS - e.g Annual Review, Periodic

23. Key Points of Caseload View Service Coordinators menu includes “view case load” Service Providers menu includes “child list” Service Coordinator providing a service will see both lists “New” indicates a new referral An email will also accompany the referral alert Don’t abandon current and common sense practices around communicating with team mates

24. Tips for Navigating the IFSP Lists! Banks! Blank line in popup to delete info

25. Navigating Tips (cont.) Unlike web IEP, shifting from one screen to the next does NOT save. SAVE often! Also, note Print option.

26. Setting Sail Raising the Sails First Steps on Forms

27. Completing Family Information

28. Key points about the family information page Much of the family information page will be filled automatically if a New Intake form is being done. If the intake page is edited/updated it will not carry forward to the family information page. If “Add Child” process is used, family info will need to be entered.

29. Family Information Page Family Tab Fields: Name/Birthdate Ethnicity District County Language in Home Adults and Siblings Use add button for lines to enter siblings

30. Provider and Insurance Tabs Same info that is required on current Family Info page Note: You don’t see the form - only the text boxes. Text will print on form template.

31. View of Completed Family Info Page Note X This deletes form from Print command only!

32. Obtaining Forms Use Print command to obtain some forms such as Consent for Evaluation and Consent for Services. Also use for viewing Intake Page (e.g. reason for referral)

33. Print - Form Key Points To select a form, click on the select tab. Choices include a blank form (Blank) or the completed form (Form) Like web IEP you can see what’s missing - Inc Data Report

34. Print Preview allow you to view any form selected If info is missing you will need to think about where you enter the info - e.g. Meeting tab - since the form itself is not available for data entry.

35. Raising the Sail Activity Activity - 15 Minutes Navigate the Family Info page tabs Family Info Providers Insurance Locate the reason for referral info on new intake - partner, if needed Print Command View the Print Menu options

36. SC Starts a Meeting Select the Meeting tab by clicking on it Choose a meeting type Enter meeting date to access other forms!

37. Meeting Popup Do NOT select the “Yes” box for initials or annuals

38. Initial IFSP Meeting Be sure to monitor dates as you go! Special population checks don’t print!

39. Transition Planning Meeting? Box appears if child is 2 yr 3 mo or older When you select Y, eligibility reasons appear

40. Meeting Tab Enter the child’s eligibility basis, IT Code, Meeting Participants and so on

41. Meeting Tab (cont.) Read the fields carefully Return to this tab as plan progresse s Info from this tab is integrated into various forms

42. Meeting Page Correct mtg date to reflect actual mtg date Enter eligibility reason and areas

43. Meeting Page If the child is not eligible, selecting N will auto-fill the case closure. If eligible AND the Parent Declined, marking eligibility choices will remove all other 'Incomplete Data Report' items. Plan needs to be electronically implemented.

44. Meeting Page Consent for EA Evaluation and Parental Rights Documentation Update the Consent and Procedural Safeguard info

45. Key Points about the meeting page One of the first pages you need to access (selecting meeting date and type of meeting) and the last page (completing meeting results) to be completed when an IFSP is developed Make sure you have the accurate date for IFSP meeting if changed from the original estimate Enter Consent for Evaluation and Parent Rights information Enter Eligibility information

46. Tab Counts Once you start a tab - a tally will be kept of how many fields still need to be completed. Based on the info so far, the meeting tab has 5 data elements yet to be completed

47. Services Tab On initials add the various providers/ team members who will assist with evaluation Once eval is done and IFSP is written, delete those who will not provide services Adding providers gives access

48. Select Service Provider Add the provider assigned to the team from the provider L - List

49. Services Service Coordination is a pre- filled service for all IFSPs Minutes are total for the ‘Expected Duration” period You cannot edit the Frequency - 1 in 6 month period - of Expected Duration This is dictated by Medicaid Example: If you SC every other month for 30 mins. then you would enter 90 minutes

50. Include All Services Provided If you SC + SP you will need a box for both services. Service Providers complete own box for services page.

51. Include All Services Provided If you SC + SP you will need a box for both services.

52. Other Services Other Services are addressed within the Services tab

53. Early Intervention Services and Other Services

54. Other Services

55. Deleting Services

56. Getting Underway Take the next 15 minutes and review Meeting Tab Service Tab

57. Service Coordinator And Team Evaluate Child Getting started with family statements

58. Family Statements Form (family assessment) Fill in the Family Statements once the evaluation is in process

59. Case Closure To Access the Case Closer options, Service Coordinators clicks on EDIT Intake. Be sure to put in date.

60. SC Key Points & Summary New Intake or Add Child - OA assists Meeting tab needs to be started so access to forms is available Services need to be assigned so others have access to child’s forms Services can only be deleted by the service coordinator Service coordinator must do the printing & submitting Service coordinator only can see everyone’s logs

61. Work on Your Own Cases In the remaining time, feel free to work on a case you brought. Your local AEA office assistant Can assist your smooth Sailing with the new web IFSP. Dubuque - Rachael Putman Oelwein - Glenda Suckow Elkader - Julie Bergan