BCPSS Encounter Tracking System

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					BCPSS Encounter
Tracking System

An electronic solution for tracking the delivery of special
               education related services
Project Objectives
 Immediate   access to all billing and
  encounter information to verify provision
  of related services.
 Reduction of paperwork and time spent
  performing manual reviews.
 Improved documentation of provider
SY 05/06 Interruptions Audit

                         # Services    # Services with
       Related Service      Reviewed       interruption   % Services with interruption
Speech/Language             414             105                     25.40%

Audiology                   38                8                     21.10%

Occupational Therapy        129              49                     38.00%
Physical Therapy            20                7                     35.00%

Psychology                  41               12                     29.30%

Counseling                  393             105                     26.70%

Social Work                 237              79                     33.30%

All Services Audited
                           1272             365                     28.70%
Universal contact log sample
Challenges of Current System
(UCLs, Bi-Weekly Verification)
   Difficulties in filling out UCLs clearly
   Difficulties in reading UCLs and interpreting what they say
   Bi-weekly verification meetings with principals were tedious,
   Hard to quickly determine at student, provider, and school level
    whether all services had been provided, which services are
    regularly scheduled IEP services versus make-up, which services
    constitute interruptions, etc.
Features of the Encounter Tracking Database

   Easy to use Tablet PCs that can be used as traditional laptop or as a
    “notebook” with electronic handwriting technology

   Ability to enter/save data locally on Tablets and sync data to central server via
    the internet.

   Ability to enter/store clinical notes so that each encounter matches
    description of therapy

   “At-a-glance” compliance reports measuring encounters against up to date
    IEP data, alerting providers and managers of pending or missed services.

   Back-up web application to enter/store data should tablets in cases of loss or
    damage to hardware.
Main Encounter Screen
Encounter Tracking Reports
   Provider Sync Report – tracks daily use for each provider using
    the system

   Encounter Log – displays all encounters provided to a child,
    including dates, type of service, case notes.

   Compliance Report – measures actual encounters against IEP
    requirements. Allows providers to immediately identify missed
    services and prevent compensable violations.

   Caseload Report – displays up-to-date student caseload per
    provider, amount of IEP services required for each student.
Encounter Tracking Implementation
   Start of Pilot Program – School Psychologists - Sept 25, 2006
      Hands-On training took place on Sept 21, 2006
      Additional Training and a Feedback Session will take place on
       Thursday, Oct 19, 2006. This is required for all school

   Target Implementation for OT/PT and Speech Therapists –
    Jan/Feb 2007
      Initial Testing to begin Dec 2006
      Hands-On Training and Set-Up to begin Jan 2007.
Impact on School Principals
   Psychologists are no longer to submit Universal Contact Logs
   Psychologists must maintain paper Encounter Log forms as
    back-up for first 2 months of implementation or until they have
    demonstrated compliance with using new system.
   Principals must continue to review SETS report #8 to ensure
    that every student has an assigned provider for each service.
   The Office of Related Services will monitor service delivery for
    psychologists centrally.
   Principals must continue to review/sign UCLs for Speech
    Therapists, Occupational and Physical Therapists, and Social
Impact on School Principals
   Users can work on the Tablet PCs in a “disconnected
    environment” but must have the ability to plug into the internet
    at a school site regularly (at least once/week, sometimes daily
    depending on caseload) to „sync‟ their data.
      Sync process takes approximately 5 minutes.
      If jacks in CST rooms are not available, users are instructed
        to seek available jacks in other rooms, such as in the
        principal‟s office.
   Psychologists have been instructed to call the ITD Helpdesk to
    set-up Printers and Email.
      Users have been instructed to identify 2 printers, if possible.
        First is the Lanier Printer in CST room, and a 2nd network
        printer as back-up, if available.
Impact on School Principals
SETS/IEP Writer Data Issues
   SETS/IEP Writer data is fed into the Encounter Tracking
    system once a week to ensure providers are working from the
    most updated and accurate IEP.
   Data discrepancies are inevitable.
   Staff from Related Services and the SETS Office are working
    together to identify data discrepancies as they reveal themselves
    in Encounter Tracker.
   In cases where SETS/IEP Writer data is incorrect (or missing
    entirely), the SETS Office will work with the ITA to correct
    these issues at the source.
   It is imperative that ITAs are responsive to addressing data
    errors in the source data as soon as they are notified. Encounter
    Tracker is not the cause of these errors, they are simply one
    vehicle to shed light on problems with SETS/Writer that must
    be resolved immediately.

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