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Tags Posts tagged with "HCSIS"

HCSIS

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Message to Supports Coordinators:
The Office of Developmental Programs (ODP) has shared the following information as part of the Annual Review Update process. It is essential to ensure each individual’s demographic information is accurate and current. Please take a few extra moments during your review to verify that all details are up-to-date and correctly documented.

HCSIS Navigation

  • Consumer Demographics: Individual > Demographics > Demo
  • Consumer Addresses: Individual > Demographics > Address
  • Contacts: Individual > Demographics > Contacts

Completion Guidelines
Please confirm that the following details are correct to the best of your knowledge:

Consumer Demographics

  • Living Situation
  • County of Residence
  • Educational and Vocational Status
    • Ensure this is consistent with the information listed under Education/Vocational and Employment/Volunteer sections within Functional Information.
  • Telephone Number (if applicable)

Consumer Addresses

  • Residential Address
  • Mailing Address (if applicable)
  • Email Address (if applicable)

Consumer Contacts

  • Contact Name
  • Relationship to Individual
  • Mailing Address (if applicable)
  • Phone Numbers (if applicable)
  • Email Address (if applicable)
  • Preferred Contact Method
  • Notes

Accurate information not only supports effective service planning and coordination — it also plays a key role in ensuring a smooth transition as we prepare for Enterprise Case Management (ECM) implementation. Thank you for your attention to detail and your continued commitment to delivering high-quality supports.

If you have any questions, please don’t hesitate to contact your ODP Regional Office.

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The Office of Developmental Programs (ODP) has shared ODPANN 25-054. This announcement provides details related to changes to the HCSIS Auto Authorization Functionality.

In alignment with the Multi-Year Program Growth Strategy, Administrative Entities (AE) require greater insight into plan changes that will have virtual budget impacts. Plans submitted for AE review after June 9, 2025, will be subject to the changes. See changes on the chart within the announcement, reflecting the categories of Individual Support Plan (ISP) updates or revisions. Plan categories where a yes appears in the chart require manual approvals. The newly-added categories are highlighted in green and will now require manual review by AEs.

Questions should be directed to the ODP Regional Office.

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The Office of Long-Term Living (OLTL) issued the following update to Service Coordination Entities of the Annual Review process in Home and Community Services Information System (HCSIS) for the Act 150 Program and OBRA Waiver. Found here are the procedures and instructions for entering these service plans in HCSIS, starting Tuesday, April 1, 2025.

The Annual Review process is a good time to review your caseloads and finalize any dis-enrollments or inactive service plans. The Waiver/Program Transfer instructions can be found here for your convenience. Please also reference the attached “OLTL Fiscal Year 2025/26 Annual Review Instructions for HCSIS” for additional information on how file closures may impact the current Annual Review process.

If you have any additional questions or wish to receive the attached forms in alternate format, please contact Brian Lester at (717) 346-0716 or via email.

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The Department of Human Services Office of Children, Youth and Families (OCYF) is supporting a specialized training effort addressing child abuse recognition as well as reporting training for residential facilities through a contract with the Pennsylvania Family Support Alliance (PFSA). This training is for child residential staff, their related purchasing entities, and local law enforcement agencies.

Register for an upcoming training:

Training Summary:

This training is for providers and other child serving entities. It will cover clarification on what allegations must be reported to ChildLine as suspected child abuse and/or HCSIS as a reportable incident, and further clarifies when an alternative plan of supervision must be put into place. This training also teaches minimal facts interviewing skills to better determine when to make a report and explains how those reports of suspected child abuse are categorized and handled at ChildLine. Lastly, internal follow-up recommendations and communication are discussed. Other entities that interact with these 3800 facilities are also welcome to attend, including OCYF Regional Office Reps, law enforcement, and MCOs.

This training mirrors the information outlined in the OCYF Bulletin # 3800-21-01 issued January 19, 2021, and is meant as additional training (not a replacement for the mandated reporter training).

Please contact RCPA COO and Mental Health Policy Director Jim Sharp or RCPA Policy Associate Emma Sharp with further questions.

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The Department of Human Services’ Office of Children, Youth and Families (OCYF) is supporting a specialized training effort addressing child abuse recognition and reporting training for residential facilities through a contract with the Pennsylvania Family Support Alliance (PFSA) to provide training child residential staff, their related purchasing entities, and local law enforcement agencies.

Title of Training: Reporting Requirements for Children Served in Residential Care Facilities
Training Hours: 3 Hours 
Format: Live, Virtual
Register for an upcoming Training:

  1. December 17: 12:00 pm – 3:00 pm
  2. December 19: 9:00 am – 12:00 pm
  3. December 20: 9:00 am – 12:00 pm

Training Summary:

This training is for providers and other child-serving entities and clarifies what allegations must be reported to ChildLine as suspected child abuse and/or HCSIS as a reportable incident, as well as further clarifies when an alternative plan of supervision must be put into place. This training also teaches minimal facts interviewing skills to better determine when to make a report and explains how those reports of suspected child abuse are categorized and handled at ChildLine. Lastly, internal follow-up recommendations and communication are discussed. Other entities that interact with these 3800 facilities are also welcome to attend – OCYF Regional Office Reps, Law Enforcement, MCOs, etc.

This training mirrors the information outlined in the OCYF Bulletin # 3800-21-01 issued January 19, 2021, and is an additional training (not a replacement for the mandated reporter training).

Please reach out to COO and Mental Health Policy Director Jim Sharp with any questions.

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Photo by Glenn Carstens-Peters on Unsplash

The Office of Long-Term Living (OLTL) recently released a reminder to ensure that all agencies have correct contact information on file with them in accordance with § 52.14 (j)(1) (related to ongoing responsibilities of providers), which states that a provider shall notify the Department of Human Services’ (DHS) OLTL at least 30-days prior to changes in the provider’s address, telephone number, fax number, email address, provider name change, or provider’s designated contact person.

Additionally, it is imperative that the participant’s designated service coordinator’s correct information is included in the Home and Community Services Information System (HCSIS). Please ensure that the correct service coordinator’s (SC) name and contact information are accurate on each Individual Service Plan (ISP) assigned to them. OLTL uses this information to contact providers for many reasons specific to your agency, and it is important that members of their team have accurate information, as some of these contacts require immediate follow-up.

Please verify that your agency and staff member contact information is accurate and correct in HCSIS and PROMISe™ no later than 30 Days from Notice. If changes are needed to the SC and/or SC Supervisor contact on the Caseload Facesheet page, work with your agency’s designated Business Partner Administrator (BPA) and SC Supervisors to make the applicable changes to your agency’s caseload. If you are unsure of how to make those changes, all training materials are located in the HCSIS Learning Management System (LMS). If you do not have access to LMS, please contact your agency’s BPA.

To update your information with OLTL, complete the Change of Information form and send the completed form and any required supporting documents electronically.

If you have any questions regarding this communication, please contact the Division of Provider Operations, Enrollment and Certification Section inbox or call 800-932-0939, Option 1, Monday through Friday, 9:00 am – 12:00 pm and 1:00 pm – 4:00 pm.

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ODP Bulletin ODPANN 24-015 provides guidance for implementing changes to Assistive Technology and Remote Supports in the amendments to the Consolidated, Community Living, Person/Family Directed Support (P/FDS), and Adult Autism Waivers. Please note that this communication is being reissued with an update to Attachment B only. The other attachments are being included for reference.

ATTACHMENTS:

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To achieve the highest tier in the Office of Developmental Program’s (ODP) new performance-based pay initiative, providers must use an EHR and an eMAR. Providers are assessed annually, and their tier determines their reimbursement rates.

Join SETWorks on Wednesday, July 31, 2024, at 12:00 pm ET for a group discussion, where they will demonstrate how they support all criteria and reporting metrics to meet the highest performance/payment tiers from ODP.

SETWorks in Pennsylvania:

  • Integrations with all funding sources, including ODP, OLTL, OVR and Ticket to Work
  • Generation of Pennsylvania-specific forms and reports
  • Importing authorizations directly from HCSIS
  • Handling of complex rules for residential services for billing to ODP
  • Completing and reviewing required monthly forms
  • Electronic visit verification (EVV) for personal care services is integrated with Sandata
  • Simplified process for Pennsylvania residential re-authorizations

Learn More Here

Register Today!

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The Office of Developmental Programs (ODP) has shared ODPANN 24-015.The purpose of this communication is to provide guidance for implementing changes to assistive technology and remote supports in the amendments to the Consolidated, Community Living, Person/Family Directed Support (P/FDS) and Adult Autism Waivers. View the announcement and the forms below for details.

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As of December 2, 2023, Residential Habilitation procedure codes that reflect Needs Group 5 (NG5) have been loaded into the Home and Community Services Information System (HCSIS). These procedure codes have not been automatically added to provider service offerings. Providers will need to add the appropriate NG5 procedure codes via the service management screens in HCSIS. The instructions for adding a service can be found on the HCSIS Provider Updates Tip Sheet.

For any future NEA NG5 requests, please contact the rate setting mailbox for guidance. Previous communication regarding NG5 can be found here.

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