SHIP Program User Manual - Texas Department of Aging and
Contents
1. o Y Or Mm Yu User s Guide Harmony for Aging SHIP Data Collection and Reporting 1 0 September 2010 Harmony Information Systems Inc 12120 Sunset Hills Road Suite 500 Reston VA 20190 703 674 5100 703 674 5151 wwww harmonyis com Contents Contents Overview General Workflow IC CS Um ary sites pace dud ms PAM Summary Required Configuration 4 1 Data Reporting Individual Batch Reporting 4 Generating a Batch _ sss suisse SAVING tA AVON ec e LEO we eder Ead eoe Submitting a Batch to CMS SHIPtalk Completing a ew wus eoo dee Viewing and Correcting Editing or Deleting a Editing a Batch eee neni Deleting a Re exporting a Successfully Submitted Automated Service Delivery Creation Required 2010 Harmony Information Systems Inc ERR 21 Validation Table Definitions an ICC Data Validation ERR ERES 2010 Harmony Information Systems Inc Overview 4 Overvi2. The export could not be created one or more records has incorrect data Please Select an action Continue Generate the export excluding the problematic records 21 View errors Abort the export and view the problematic records Cancel Abort the export without viewing the problematic records 3 Anerrorlog screen will be presented which displays all of the errors in the batch a If an assessment has more than one error it will appear multiple times in the error log screen with a single row per error b The datain the first 4 columns can be used to identify the specific assessment that needs to be corrected while the 5th column describes the problem i ID The client s ID number this will only be populated for ICC exports Name The client s name this will only be populated for ICC exports Creation Assessment Date The date the assessment was created iv Last Updated The date and time the assessment was last updated v LastUpdated By The person that last saved the assessment vi Error A description of the error and an associated error code 2010 Harmony Information Systems Inc Editing or Deleting Batch 22 xi The following records could not be included due to the reason listed ID Name Creation Assessment Last Updated Last Updated By Error The Agency Code is not entered correctly 323369653 James Abernathy 9 1 2010 9 28 2010 11 28 59 Claasen
3. raud and Abuse Issues N N N N N N N N Quality of Care N 0 mm gm 5 9 322 Z e o Sg 5 5 A o 35 21515 2 8 018 3 JHE Q 5 v 9 5 5 3 D 5 a NE N 8 m o D e m m 2 rm m E 52 S o mi lt 3 3 0 2 21815 6 5 5 5 2010 Harmony Information Systems Inc 33 SHIP Data Collection and Reporting v 1 0 User s Guide Field name Required Data Max Additional Validation Type Length FraudandAbuse No Bon 5 Issues No Plan Non Renewal No Topic MEDICAID m Medicare Savings Programs MSP Screening No Boolean 5 QMB SLMB QI MSP Application Assistance No Boen 5 Medicaid SSI Nursing Home MEPD Elderly Waiver Screen No Boolean 5 ing tance Medicaid QMB Claims Boolean raud and Abuse _ Boolean Topic OTHER Long Term Care LTC Insur 5 ance TC Partnership Military Health Benefits 5 1 No No TC Other Employer Federal Employer Health Benefits FEHB No Boolean es 5 Nationwide and CMS Special Use Fields ield 01 ield 02 ield 03 ield 04 Other mt 510 5 p 060 I o 9 ce gt 5 ct 2 a c
4. Aging 2010 Harmony Information Systems Inc SHIP Data Collection and Reporting v 1 0 User s Guide General Workflow ICC Data Service Delivery Select the ICC generated for 1 lt o s Is client Add Client to HfA Open Client record unit of Legal Services Tepic aet censa marius s mai iue AE O Mgr eei sieur aer epp a years old system Bulomatically generates Print a Assessment s lt Complete r D Assessment o SHIP Assessment lt Export Assessment s gt x Transfer Data to CMS via 73 SHIPTalk org web port 2010 Harmony Information Systems Inc PAM Data PAM Data Service Delivery generated for 1 Open PAM Entry Screen unit of Legal System automatically Awareness generates Ec c 9 Print gt 5 Assessment s Creat PAM reate a new Activity Complete Activity Export Assessment s o Transfer Data to 5 SHIPTalk org web portal o 2010 Harmony Information Systems Inc 7 SHIP Data Collection and Reporting 1 0 User s Guide Data Collection SHIP related data is collected in Harmony for Aging through the use of assessments SHIP assessments do not behave any differently than any other assessments but have been designed to capture all required reporting elements ICC data is collected using the ICC assessment which is accessed through a specific
5. DRUG ASSISTANCE Eligibility Screening Boolean Benefit Explanation Plans Comparison Plans Enroll ment Disenrollment Boolean Boolean Boolean raud and Abuse Marketing Sales Complaints or 5 BIS O H nls UJ OE gt Q lt 5 o D N Ola cio zo gt 2010 Harmony Information Systems Inc ICC Data Validation 32 Field name Required Data Max Additional Validation Type Length PlanNon Renewal No Boolean 5 TopeParDLowIncomeSubsidy J O EigbiySoemng No Bon 5 Benefit Explanation No Boolean 5 Application Assistance No Boen 8 Claims Billing d gt o 9 lt e 2 Other Prescription Assistance Boolean Boolean Boolean Qoizizic e 5 aoa 95 lt im 5 215 3 5 615 lt ovS O3 3535 5 gt Boolean tance Programs No No No No Other e 2 gt D gt a gt Qo Boolean Boolean Boolean Boolean Claims Billing raud and Abuse Quality of Care JAHE 5 JEBE o m E S 2 Q 5 5 V m 9 S gt D fn gt S m Boolean Boolean Boolean Boolean 5 Boolean 5 5 Plan Enrollment Disenrollment Claims Billing
6. Interactive Presentation to Public Face to FaceIm Person _ EstimatedNumberofAttendses No Numero 3 Estimated Persons Provided Enroll 1 No Numeric 3 ment Assistance 2 Booth or Exhibit At Heath Fair Senior Fair or Special Event Estimated Number of Direct Inter No Numene 4 actions with Attendees Estimated Persons Provided Enroll No Numeric 4 ment Assistance 3 Dedicated Enrollment Event Sponsored By SHIP or in Part nership 2010 Harmony Information Systems Inc PAM Data Validation 36 Field name Required Data Max Additional Validation Type Length Estimated Number Persons Reached at Event Regardless of Enroll Assis No Numeric 3 tance Estimated Number Persons Provided Numeric 3 Any Enrollment Assistance Estimated Number Provided Enroll No 3 ment Assistance with Part D Estimated Number Provided Enroll No 3 ment Assistance with LIS Estimated Number Provided Enroll No Rumania 3 ment Assistance with MSP Estimated Number Provided Enroll No 3 ment Assist Other Medicare Program 4 Radio Show Live or Taped Not a Public Service Announce or Ad Estimated Number of Listeners Numeric Reached 5 TV or Cable Show Live or Taped Not a Public Service Announce or Ad Estimated Number of Viewers Numeric Reached 6 Electronic Other Activity PSAs Electronic Ads Crawls Video Conf Web Conf Web Chat Est Persons Viewing or Listen
7. PAM Data PAM data is not tied to a specific consumer and is recorded as aggregate data This data is recorded using the PAM Activity entry feature 1 In Harmony for Aging navigate to the PAM Activity list screen a Tools gt SHIP Enter Public and Media Activity nado Social Assistance Management System Eile Edit view di Dashboard New call Rosters Ry Routes f Reports Enter Public and Media Assign Madify Associations Delivery Confirmation Wizard Departments Manage Folders Enrollment Wizard Generate Service Orders 2 Create a new activity 2010 Harmony Information Systems Inc SHIP Data Collection and Reporting v 1 0 User s Guide Social Assistance Management System Public and Media Events State Health Kx Fie Edit View Tools Window Help dip Dashboard GB consumers Q Activities amp Referrals Z Rosters Routes Reports g New Call CallLog Search for Services Public and Media Events State Health Insurance Program Public and Media Events State Health Insurance Program Date of Entry Last Updated Updated 06 02 2010 06 02 2010 01 18 HARMON Public and Media Activity S 05 25 2010 05 25 2010 x u AAATRAINING Public and Media Activity amp h Print List Refresh 05 12 2010 05 17 2010 01 47 0
8. affect the data on the report 5 Savethe assessment 2010 Harmony Information Systems Inc PAM Data 10 Social Assistance Management System Assessment Abernathy James 6 2 2010 C Edit Assessment Tools Window Help dij Dashboard GF Consumers Activities amp Referrals Z Rosters Routes 8 Reports 8 Custom Searches Cl Contract new CallLog M Search for Services Public and Media Events State Health Insurance Program Consumers Abernathy Sr James Consumer Assessment Abernathy James 6 2 gt Save and cose j Print 98 5 History 3 Notes 9 Properties Previous m Next amp et 3 Find Question S Go to Narrative Choose Font Refresh Assessment Abernathy James 6 2 2010 E Client Contact Form i State Health Insurance E Program E Contact Information Topics Discussed P Narrative X Close Assessment Sav Topics Discussed 9 Was consumer counseled regarding any of the Following Medicare Prescription Drug Coverage Part D topics 9 Was consumer counseled regarding any of the Following Part D Low Income Subsidy topics 9 Was consumer counseled regarding any of the Following Other sources of Prescription Drug Coverage Assistance topics 9 If the consumer was counseled on another Part D Low Income
9. and click print KITE Management System Abernathy Sr James Consumer Ele Edit View Tools Window Help mi di Dashboard GB Consumers Activities amp Referrals Z Rosters GR Routes 8 Reports 8 Custom Searches h Contracts Unit Distribution B New CallLog Search For Services Public and Media Events State Health Insurance Program Consumers Abernathy 5r James Consumer d Gompare 2 5 NE Summary H 12 02 2010 TX DADS 2060 zm 11 28 2010 Individual Client Contact Form 11 25 2010 De TX DADS Intake and Service Details 05 11 2011 What do you want Eo print TX DADS Intake and Service v Selected assessment gt List of assessments Assessments IS Care Management 3 Usethe printed copy to transfer the data to CMS a Login to SHIPtalk 2010 Harmony Information Systems Inc Batch Reporting 16 b Enter the data through the web portal Batch Reporting When large numbers of records or contacts need to be reported to CMS for example the quarterly reports for an agency batch reporting is the preferred method An export is generated which auto matically validates that all required data is present and in the correct format to be processed by CMS The file is uploaded through the SHIPtalk web portal Generating a Batch The first step in reporting a large number of records to CMS is the creation of a b
10. o 5 2 2 1 2010 Harmony Information Systems Inc ICC Data Validation 34 Field name Required Data Max Additional Validation Type Length Fed Ne Te 19 Fed mw Te 9 ield 07 ield 08 ield 09 ield 10 tate and Local Special Use Fields ield 01 ield 02 ield 03 ield 04 ield 05 ield 06 ield 07 ield 08 ield 09 ield 10 o 2 2 2 2 2 2 2 2 2 No Fido No Field No Fiedo4 Feld No Field No Field No Field No FieldiO No Comments 2010 Harmony Information Systems Inc 35 SHIP Data Collection and Reporting v 1 0 User s Guide PAM Data Validation Field name Required Data Max Additional Validation Type Length 2 40 Ye Te 2 UnueRecordip Yes Tex 40 Ye Tex 6 Presenters Up to 25 presenters may be recorded Ue ad Presenter 1 Presenter 1 must be pop ulated Numeric 6 PresenterFirstName _ Yes Tet S8 PreemerLastName Yes Tet 99 SS WWaon S No Tet 5 Total Hours Spent on Activity Yes j Dedmad 7 Presenter 2 25 PresenterSHIP UserID Conditional Numeric 6 PresenterFirstName Conditional Tex 0 PresenterLastName Tex 50 WWeon No Tet 5 TotaHousSpenonAdMy _ Yes Decimal 7 1
11. service delivery record for the consumer group SHIP PAM Legal Awareness based on the data in the assessment The service will be listed as Legal Awareness and can be mapped if desired to the appropriate field s on a NAPIS export The system will increment the Units by 1 and Number of Consumers Served by the sum of the answers 1 for each of the 7 topic areas to the Total number of attendees fields in the service delivery record for each assessment that meets the criteria The service for the PAM report cannot be changed Legal Awareness is the only valid service The criteria for creating a service delivery based on the PAM assessment cannot be changed 2010 Harmony Information Systems Inc 27 SHIP Data Collection and Reporting v 1 0 User s Guide The system will create ICC delivery records in association with the ICC consumer group not in association with specific consumers Assessments can be edited and updated as desired but the service delivery record will be created once during the overnight hours and will not be updated based on a change within a single assessment Due to the nature of consumer groups the number of units and number of consumers served will be incremented with the service deliv ery record associated with each month of service as assessments are added If an assessment is deleted e g created in error or in duplicate and the matching service delivery record has already been creat
12. Betsy expected Format numeric with leading 0 s to a length of 6 ICC 14 323369653 James Abernathy 9 1 2010 9 28 2010 11 28 59 AM Claasen Betsy id must No F ciant is 65 or older Make a note of any errors or use the Print button to generate a paper copy ofthe errors Navigate to the appropriate assessment Open and edit the assessment as needed Save and close the assessment op wm Generate a new batch using the corrected assessment See Generating a Batch on page 16 Editing or Deleting a Batch Batches that have been started but have not yet been marked as successfully submitted to CMS may be edited or deleted Editing a Batch To edit or modify an existing batch 1 In Harmony for Aging navigate to the SHIP Export screen a Tools gt SHIP Export Data 2 Highlight the batch to be modified by clicking on it 3 Click on the Open button 2010 Harmony Information Systems Inc 23 SHIP Data Collection and Reporting v 1 0 User s Guide Social Assistance Management System SHIP Exports Public and M File Edit View Tools Window Help dij Dashboard Q3 Consumers Activities amp Referrals ZE Rosters Route New Call CallLog Search for Services Public and Media Events State Health Insurance Program SHIP Exports Public and Med Public and Media Events Y Filter Y Clear Filter 8 E uu Exports Public and Media Events Filtere
13. Public and Media Activity Recor 5 Omn 05 11 2010 05 17 2010 01 43 5 AAATRAINING Public and Media Activity Recor 5 Omn 04 06 2010 04 06 2010 07 38 2 Sysadmin Public and Media Activity Recor S Omn 04 06 2010 04 06 2010 07 37 4 Sysadmin Public and Media Activity Recor S YOomn 3 Complete the activity a All required fields will have a red exclamation point next to them If required data is missing when the user attempts to save the assessment a message will be dis played prompting the user to complete the missing data While up to 25 presenters can be included at least one must be included More specifically the data for Presenter 1 must be com pleted in order to save the assessment 4 Savethe activity Kr Social Assistance Management System Assessment Anonymous 6 2 2010 C3 Edit Assessment Tools Window Help 1 xl dip Dashboard Q9 Consumers XQ Activities amp Referrals AE Rosters Routes 81 Reports Custom Searches fC Contracts 28 Unit Distribution New call dy CallLog Search for Services Public and Media Events State Health Insurance Program Assessment Anonymous 6 2 2010 X Close Assessment 33 Edit Save E Print 98 1 Notes Sj Properties 4e Previous Next 9 af 3 3 Find Question Go to Narrative A Choose Font Refresh Assessment Anonymous 6 2 2010 e PAM Event Act
14. ULL HCPCS Code NULL iii SAMScan ID NULL iv Service Category Other Services v Unit Type Contact vi Napis Service NAPIS Other vii Active Yes viii Local No ix Requires Contract No c Associate the services to the applicable existing Care Program d Associate the services to the applicable Agency Provider record s 2 Create SHIP specific consumer groups one each for the ICC and PAM assessments a Create 2 consumer groups with the following names Note that the descriptions must be entered EXACTLY as below or the feature will not work i SHIP ICC Legal Assistance ii SHIP Legal Awareness b Harmony recommends the following additional attributes though these may be adjusted as needed i Date Registered Date group is created ii Status Active Yes All other fields on the General tab and all data on other tabs can be left at system defaults c Each group should be enrolled with one and only one service program i The group s care enrollment will be used to determine the care program on the service delivery record 3 Install the ICC PAM assessment forms and ensure that they are accessible a Besurethatthe details add new section of each assessment is configured so that the following fields are required If these fields are not completed then the system will not created a service delivery record for that assessment i Agency ii Provider 4 Ensure that the Summary Report is functio
15. Validation 30 ICC Data Validation Field name Action tate FIPS Code Unique Record ID Agency or State Client First Name Client Last Name Client Phone Number Representative First Name Representative Last Name How Did Client Learn About the SHIP Residence Client Race Ethnicity Hispanic Latino or Spanish Origin White Non Hispanic Black African American Native Required Data ax jAdditional Validation Type Length Yes Text IER _ Tet 50 oe po a H O M 2 4 es 5 Use 99999 if a client s zip code can not be determined E d Cannot be 99999 Yes Numeric 1 em f No Booean 8 5 O oid At least one field must be set to Yes No Boolean No Boolean 2010 Harmony Information Systems Inc 31 SHIP Data Collection and Reporting v 1 0 User s Guide Field name Required Data Max Additional Validation Type Length o 0 005050505 5 ej Asanwdas 5 _ No 5 iino No Boem 5 apanese ome Other Race Ethnicity Native Hawaiian Numeric Numeric Numeric Native Hawaiian Than English Receiving or Applying for Social Security Disability or Medicare Disability Dual Eligible with Mental Illness Mental Disability Must be No if client is 65 or older At least one item from the topics TOPICS below must be populated all topics cannot be blank Topic PRESCRIPTION
16. an Medicare Advantage QMB SLMB Volunteer Recruitment Partnership Recruitment Other Topics Describe Target Audiences _5_ E 65 NND 5 EE E No Boolean 5 No Bootean 5 Oner Mediaa Booea 5 General SHIP Program Information Boolean 5 Medicare Preventive Services _ Booean 5 Low Income Assistance Boolean 5 Dual Eligible with Mental Illness Mental N Bool Disability No Boolean 5 _ No Bodea 5 _ No Tex 255 E END At least one target audience must be selected Medicare Pre Enrollees Age 45 64 Medicare Beneficiaries Boolean Family Members Caregivers of Med Boolean icare Beneficiaries 2010 Harmony Information Systems Inc 0 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 55 5 5 5 PAM Data Validation 38 Field name Required Data Max Additional Validation Type Length Hispanic Latino or Spanish Origin No Boolean 5 White Non Hispanic No Black African American American indian orAlaskaNatve No Booean 5 Wsamdas No Boen 5 Cms Boolean 5 Fio feon 5 Japaneses No 5 Keen _ Ne Been 5 Vietnamese Boolean 5 Native Hawan 5 GuamamanorChamor Boolean 5 Samon Ne Been 5 OWeAdm No Boen 5 OterPadicida
17. atch or export file that contains the desired data This is done from the SHIP screen accessed via the Tools menu 1 In Harmony for Aging navigate to the SHIP Export screen a Tools gt SHIP Export Data 5 Social Assistance Management System File Edit Vie Cools X indow Help dip Dashboard Assessments Rosters Routes 2 Reports Bnew B Generate Export Files Assign Madify Associations Delivery Confirmation Wizard Man vernm 2 Selectthe type of export or batch to be created The choices are ICC Data or PAM Data Social Assistance Management System SHIP Exports Individual Client Contacts File Edit View Tools Window Help dip Dashboard Consumers Activities amp Referrals Rosters Routes Reports New Call Bp CallLog Search for Services SHIP Exports Individual Client Contacts Close New Export gt Open 2X Delete 3f Mark Submitted Individual Client Contacts Public and Media Events 2010 Harmony Information Systems Inc SHIP Data Collection and Reporting v 1 0 User s Guide Itis not possible to create and export that contains both ICC and PAM data 3 Select New Export Social Assistance Management System SHIP Exports Individual Client Contacts File Edit View Tools Window Help dip Dashboard Q3 Consumers Activities amp Referrals ZE Roster
18. cluded in the original export the regenerated export will not contain the data from the deleted assessments If assessments have been entered in the system that meet the original selec tion criteria but were not part of the original export they will NOT be included in the regenerated export The can be exported by creating a new export Regenerated file names will contain the current date and time not the date and time of the original file 2010 Harmony Information Systems Inc Automated Service Delivery Creation 26 Automated Service Delivery Creation The creation of service delivery records is an optional feature and may not be active in all imple mentations 1 ICC Assessment a If the consumer is 60 years old or older Harmony for Aging will automatically create a service delivery record for the consumer group SHIP ICC Legal Assis tance The service will be listed as Legal Services and can be mapped if desired to the appropriate field s on a NAPIS export The system will increment the Units and Number of Consumers Served fields in the service delivery record by 1 for each assessment that meets the criteria The service for the ICC report cannot be changed Legal Services is the only valid service The criteria for creating a service delivery based on the ICC assessment cannot be changed 2 PAM Assessment a When the PAM assessment is saved Harmony for Aging will automatically create a
19. consumer s record PAM data is collected using the PAM assessment which is located under the Tools SHIP Enter PAM Activity menu These assessments should not be changed by the System Admin istrator if batch reporting is to be used The batch generation is coded to look for specific question IDs and adding or deleting questions may IMPORTANT NOTE affect the performance of this feature Changes to question prompts are permissible e g Client s DOB can be changed to Consumer s DOB ICC Data ICC data is specific to a single consumer and is collected using a consumer assessment The assessment behaves like all other Harmony for Aging assessments and requires no special training 1 In Harmony for Aging navigate to the consumer s record If the consumer is not already in the system add them to the system in the usual manner 2 Select the Assessments option from within the consumer s record 3 Select the ICC assessment from the list of available assessments 2010 Harmony Information Systems Inc ICC Data Social Assistance Management System Abernathy Sr James Consumer Edit View Tools Window Help i Dashboard consumers Activities amp Referrals Z Rosters Ry Routes 8 Reports 8 Custom Searches Contracts 2 Unit Dis d New CallLog 8 Search for Services Consumers Abernathy Sr James Consumer X Close Consumer la Save Lil save and Clo
20. d by s Last Boos PAM Export 444 Bexar County 4 The selection screen will open and the date range and or agency can be modified Export 722 Open Delete 7f Mark Submitted Export 4 Agency Area Agency on Aging of Bexar County n Description 3 PAM Export Bexar County 1 Start Date 09 01 2010 Clear EndDate 09 29 2010 5 When modifications are complete select Generate and proceed using the same steps out lined in Generating a Batch page 16 Deleting a Batch To delete an existing batch 1 In Harmony for Aging navigate to the SHIP Export screen a Tools gt SHIP Export Data 2 Selectthe batch to be deleted by clicking on it 3 Clickon the Delete button 2010 Harmony Information Systems Inc Re exporting a Successfully Submitted Batch 24 Social Assistance Management System SHIP Exports Public and M File Edit View Tools Window Help Dashboard Q3 Consumers Activities amp Referrals ZE Rosters Route Q amp New Call Bp CallLog Search for Services Public and Media Events State Health Insurance Program SHIP Exports Public and Med X Close New Export CS Open XX Delete Mark Submitted Public and Media Events Y Filter Y Clear Filter 52 Export ID Description No of Records Last Updated 33 Q3 PAM Export 444 Bexar County 2 09 29 2010 05 51 07 4 The batch will be d
21. e transfer of data from Harmony to CMS 1 In Harmony for Aging navigate to the reports chapter 2 Select Assessments from the categories in the left hand pane 3 Highlight Public and Media Activities KU Social Assistance Management System Reports gk vew Tools window Hee dip Dashboard Q3 Consumers lt Activities amp Referrals Rosters amp Routes amp Q amp New Call Ey CallLog 4 Search for Services Reports Public and Media Events State Health Insurance Program X Close Reports C New Report E Open Report Definition lt Delete Report Definition Category 5 Assessment Reports Report Title Blank Consumer Assessment Assessments Consumer Reassessment Report Blank Consumer Assessment 4 report showing all consumers due Fr f Public and Media Activities list of consumers and assessments Consumers SHIP Export Summary 4 Select New Report from the menu options or if available select the appropriate report def inition 5 Runthe PAM Summary report from within Harmony using one or more of the available filters 2010 Harmony Information Systems Inc Required Configuration 14 Date of Assessment Assessor Name Counselor NPR ID SHIP ID Assessment Agency Assessment Provider gt Assessment Subprovider Assessment Care Program 2 Assessment Site i Counseling Location Zip Code j Ben
22. ed the user will need to manually delete the service delivery record The sys tem will not automatically delete the matching service delivery records The system will create service delivery records regardless of the whether or not the assessment is complete The system only con siders whether or not a service delivery record was previously created for the assessment or not Ifthe appropriate SHIP service codes and or consumer groups are not present the system will not create any service delivery records The system will not create a service delivery record for any assess ment that does not have the agency and provider specified The sys tem will not provide the end user with any notification that a record was not created Required Configuration In order for service delivery records to be properly created the following configuration is required This task should be done by Harmony Implementation staff or a Harmony for Aging system admin istrator 1 Create SHIP specific services one each for the ICC and PAM assessments a Create services with the following names Note that the service descriptions must be entered EXACTLY as below or the feature will not work i SHIP Legal Assistance Age 60 and Over ii SHIP Legal Awareness b Harmony recommends the following additional attributes though these may be adjusted as needed 2010 Harmony Information Systems Inc Required Configuration 28 i Service Code N
23. eficiary Zip Code k Beneficiary County Note It is critical that the SHIPtalk report and the Harmony report are both created with the same filters if the data is to be compared Required Configuration Before using the standard SHIP assessments please contact Customer Support so that they can perform the following tasks 1 Install the ICC PAM assessment forms and ensure that they are accessible 2 Ensure that the Summary Reports are functional 2010 Harmony Information Systems Inc 15 SHIP Data Collection and Reporting v 1 0 User s Guide Data Reporting Reporting data to CMS can be done using one of two methods 1 Printthe saved assessment s and manual key the data in using the SHIPtalk web portal 2 Exportthe saved assessment s and upload the file using the SHIPtalk web portal Individual reporting via manual entry is preferable when only a few records need to be added or when corrections or deletions of previously entered data needs to be made Batch reporting via export and upload is preferable when a large number of records needs to be reported Individual Reporting When only a few activities or contacts need to be reported to CMS the most efficient method is to print the assessment s and key data directly into the the SHIPtalk web portal 1 Navigate to the appropriate assessment in the consumer s record ICC or the PAM Activity area PAM 2 Printthe assessment a Highlight the assessment
24. eleted and removed from the data list 15 not possible to delete a batch that has been marked as suc cessfully submitted to CMS IMPORTANT NOTE Deleting a batch that has not yet been marked as successfully submitted to CMS does allow the assessments associated with the deleted batch to be available for inclusion in a subsequent batch Re exporting a Successfully Submitted Batch It is possible to re export a batch that has already been marked as successfully submitted 1 In Harmony for Aging navigate to the SHIP Export screen a Tools gt SHIP Export Data 2 Selectthe batch to be re exported by clicking on it 3 Click on the Open button 4 The selection screen will be presented but the criteria will not be editable and the Clear but ton will be disabled APAM Export Successful Submit Date 9 29 2010 Items 1 Agency Area Agency on Aging of North Texas Description TEST Start Date 09 29 2010 Cancel End Date 09 29 2010 5 Select Generate and save the file to the appropriate folder when prompted 2010 Harmony Information Systems Inc 25 SHIP Data Collection and Reporting v 1 0 User s Guide If an underlying assessment has been modified since the export was orig inally generated e g a consumer s zip code was updated the regenerated export will contain the current not the historical data the new zip code will be present not the old If one or more assessments which were in
25. ew SHIP State Health Insurance Assistance Program programs provide free counseling to Medicare eligible consumers and their families Counseling includes information on Medicare Medicaid Medi gap long term care insurance claims and billing resolution and information and referral for public benefit programs Counseling services are available via phone face to face sessions public education events and media events Most counseling is done by volunteers with a nationwide net work of 12 000 counselors serving 2 5 million people per year SHIPs are funded through grants 31 7 million in FYO5 from Centers for Medicare and Medicaid Services CMS The grant awards require regular reporting from each state to CMS Reporting is done through data collection forms Individual Client Contact ICC Public and Media PAM and Resource Report Forms Harmony for Aging allows users to Easily record all required data elements for the ICC and PAM reports via assessments Review all data entered via summary level reconciliation reports Transfer data to SHIPtalk via manual entry from printed assessments the summary reports or by exporting the data to a file which can be uploaded at the SHIPtalk web portal a Automatically create service delivery records based on SHIP assessments which can easily be included on NAPIS reports This guide assumes that the user has a basic understanding of using and printing assessments in Harmony for
26. for Services Reports Public and Media Events State Health Insurance Program X Close Reports L New Report Open Report Definition lt Delete Report Definition Assessment Reports Description Blank Consumer Assessment Blank Consumer Assessment Consumer Reassessment A report showing all consumers c Individual Client Contact Summary Report 4 JO 9 ZO fs SAMS Assessment Report list of consumers and assessme SHIP Export Summary 4 Select New Report from the menu options or if available select the appropriate report def inition 5 Runthe report using one or more of the available filters Date of Assessment Assessor Name Counselor NPR ID SHIP ID Assessment Agency 0 c0909 Assessment Provider 2010 Harmony Information Systems Inc 13 SHIP Data Collection and Reporting v 1 0 User s Guide Assessment Subprovider Assessment Care Program 7 Q a Assessment Site i Counseling Location Zip Code j Beneficiary Zip Code k Beneficiary County Note It is critical that the SHIPtalk report and the Harmony report are both created with the same filters if the data is to be compared PAMSummary Data Administrators can run a summary report that shows all of the PAM data captured in Harmony for Aging This data can be used to monitor the number and types of events being delivered and when compared to reports generated from SHIPtalk in monitoring th
27. ing to PSA Electronic Ad Crawl Across Numere Entire Campaign Video Conf Web Conf Web Chat 7 Print Other Activity Newspaper Newsletter Pamphlets Fliers Posters Targeted Mailings Est Persons Reading Article News letter Ad or Pieces of Targeted Mail or No Numeric 7 Other Printed Across Entire Campaign SlartDate OfAciviy ve Date 0 EmDaeOrAdwy ves Date i0 EvmtrGmupName Yes Tet 259 ContactFirstName No Tet 0 CowelasNam No Te 9 _ CowePhme _ Ne Te 2 State Ye Te 20 o CodeotEven Ye Tm 5 Ss 2010 Harmony Information Systems Inc 37 SHIP Data Collection and Reporting v 1 0 User s Guide Field name Required Data Max Additional Validation Type Length This is automatically set using the zip code and county provided If an error message occurs indicating Tos Text x the city could not be deter mined please check that the zip code and county information is correct Street Address of Event Te Focus Atleast one topic focus must be selected 2 Medicare Parts A and B Boolean Plan Issues Non Renewal Ter mination Employer COBRA Long Term Care Medigap Medicare Supplements Medicare Fraud and Abuse Medicare Prescription Drug Coverage PDP MA PD Other Prescription Drug Coverage Assistance Boolean Boolean Boolean Boole
28. it or by selecting Mark Submit from the menu options am DMF Media Events Cf Mark Submitted T Filter Ve Clear Filter 2p Find Events Filtered by d Area on Aging of Bexar County lo of Records Submitted ae 2 09 2 9 2010 05 51 07 PM e sclaassen Refresh amp Print O New Export Ctrl N C Open Ctrl O X Delete Ctrl D Print Ctrl P Mark Submitted Once an export has been marked as successfully submitted the export file IMPORTANT NOTE be converted to a read only status and will no longer be editable To prevent duplicate submissions any assessment included in an export that 2010 Harmony Information Systems Inc 21 SHIP Data Collection and Reporting v 1 0 User s Guide has been marked in this way will not be able to be included in any other export Viewing and Correcting Errors Harmony for Aging s SHIP assessments are designed to ensure that all required data is entered and is in the correct format during data entry However should data be missing or in an incorrrect format it will be caught during the creation of a batch for export When error occur batch creation is halted and the user is presented with three options One of those is to view the errors 1 Follow the steps to create a batch See Generating a Batch on page 16 2 When the dialog box is presented select View Errors
29. ivity Information EE Activity or Event Start Date of Public or Media Event ld Activity 9 End Date of Public or Media Event Stoner Event or Group Name 1 Interactive 2 SHIP Event Contact First to Pubic 9 SHIP Event Contact Last Face to Face In personi m SHIP Fvent Contact Phone 2010 Harmony Information Systems Inc Administrative Review Administrative Review Administrators have the ability to run summary reports on reported ICC and PAM data The sum mary reports can be used to monitor reporting to CMS especially when used in conjunction with sim ilar reports available via SHIPtalk ICC Summary Data Administrators can run a summary report that shows all ICC data captured in Harmony for Aging This data can be used to monitor the number of clients receiving SHIP services and when com pared to reports generated from SHIPtalk in monitoring the transfer of data from Harmony to CMS 1 In Harmony for Aging navigate to the reports chapter 2 Select Assessments from the categories in the left hand pane 3 Higlight Individual Client Contact Summary Report x Social Assistance Management System Reports ica File Edit View Tools Window Help dij Dashboard n Consumers D Activities amp Referrals ZE Rosters amp Routes New Call Bp CallLog amp Search
30. nal 2010 Harmony Information Systems Inc SHIP Data Collection and Reporting v 1 0 User s Guide Validation When a user saves an ICC Assessment or PAM Activity Harmony will automatically validate the data in each field as indicated in the tables below If response fails the validation check the user will be prompted to correct the data and then save Harmony also validates the data when generating an export If a response fails the validation check the export will not generate and the user will be prompted to continue the export excluding the prob lematic records or to abort the export Table Definitions and Layout Field Name The question response on the assessment or activity Required Y indicates that the field cannot be left blank and will have a red exclamation point next to it on the input screen indicates that the field can be left blank Data Type Boolean The user must enter one of two possible choices This is typical for Yes No and True False questions Date The user must enter a date using the mm dd yyyy format Decimal The user may enter only numbers but can include decimals Numeric The user may only enter numbers Text The user may enter letters numbers and special characters Max Length The maximum number of characters that can be entered in to the field Additional Validation Any additional criteria a response must meet 2010 Harmony Information Systems Inc ICC Data
31. nde 5 Some Other Race Ethrisly Boolean 5 Dsbed __ No Boen 5 Boolean 5 Employer Related Groups No 5 _ Mentai Health Professonas No Boen 5 Social WorkProfessionals No 5 DuaigbeGrups No Boen 5 Partnership Ourea No 5 Presentations to Groups in Languages Other Than English Mes 2 Other Audiences Describe Nationwide and CMS Special Use Fields 555 2010 Harmony Information Systems Inc 39 SHIP Data Collection and Reporting v 1 0 User s Guide Field name Required Data Max Additional Validation Type Length mu cc Eua ur Ne Te Fed No Tm 1 o Ne Te 1 Fed mw Te Fed Ne Te 4 Fed N Te 1 Fed Ne Te 1 Fed re 3 o Ne Te 2010 Harmony Information Systems Inc
32. nted a Continue Generate the export automatically excluding the problematic records The records which are excluded would be available for future exports 2010 Harmony Information Systems Inc Saving a Batch 18 b View Errors Abort the export and view the problematic records See Viewing and Cor recting Errors on page 21 c Cancel Abort the export without viewing the problematic records The export could not be created one or more records has incorrect data Please Select an action m Continue Generate the export excluding the problematic records tel 21 View errors Abort the export and view the problematic records Bf Cancel Abort the export without viewing the problematic records View Errors 8 Ifthe data passes validation an export file will be created and the user will be prompted to save the file a Current export functionality only accommodates the reporting of new contacts and or activities Once a contact activity is reported to CMS IMPORTANT NOTE either through the use of an earlier export or by keying in through SHIPtalk any changes corrections or deletions must be done through the SHIPtalk web portal Saving a Batch When an export is generated the user will be prompted to save the file 1 Select Save 2 Browse to the appropriate folder 3 Save the file The system will automatically save the file using one of the formats belo
33. r Va NUN n mI Dmm Dm Dn TT Search Users Use the search feature to find Users by their first name last name or both The results are filtered based on your role and search criteria User List Add a New User 3 Browse for the appropriate file 4 Click Validate a Ifthe file passes validation a new Process button will appear Click this to complete the upload 5 a Ifthe file does not pass validation a list of errors will be displayed These errors can be 2010 Harmony Information Systems Inc Completing a Batch 20 downloaded using the Download invalid records link Th N SHIP Advanced Search Nationa Resource Center search ship Sone 7 0 Q Welcome TIPtal Upload or Pam File Upload CC or Pam data file for processing Files will be uploaded validated and processed View recent activities If a file does not pass validation none of the records the file will be uploaded 6 Logout of SHIPtalk Completing a Batch Once an export has been successfully uploaded to SHIPtalk the user must update the status in Har mony for Aging so that those records are marked as having been reported 1 In Harmony for Aging navigate to the PAM Activity list screen 2 Tools gt SHIP Export Data 3 Highlight the appropriate export 4 Markthe export as Submitted Successfully be right clicking and selecting Mark Subm
34. s Routes Reports New Call Bp CallLog Search for Services SHIP Exports Individual Client Contacts New Export Open Delete Ei Mark Submitted Individual Client Contacts VY Filter Y Clear Filter B5 Find Refn SHIP Exports Individual Client Contacts ExportID Description 4 Aselection screen will be presented Specify the assessment date range and agency to be included in the file a The dates reflect the assessment dates NOT the contact or activity dates 5 Click the Generate Export button a lf another export has been created that has not been marked as Submitted Suc cessfully and has the same or overlapping selection criteria the system will not gen erate a file A message will be displayed instructing the user to complete the existing export or to revise the agency or date range on the current export Agency Area Agency on Aging of North Texas Generate Description September 2010 Export Start Date 09 01 2010 Clear End Date 09 30 2010 The same criteria can be used for multiple exports as long as all the exports except the one currently being created are marked as Suc cessfully submitted 6 Harmony for Aging will automatically review and validate that all of the required data is present and in the correct format 7 Ifanyerrors are found the file will not be created and dialog box with 3 options will be pre se
35. se Assessment Edit Assessment Reassess Delete Assessment amp Print Q pam 1383704775 01 01 1940 1 1213120 3eff Benjamin Abernathy Sr Tames Asgesex g Date of Assessment 4 Alext Assessment New Assessment x oy 06 010 12 02 2010 Details Summary Ej Assessment Form Ok 12 02 2010 cem Li a2 j 11 28 2010 vom AER 11 25 2010 55 5 FORMSIICC afm un Details 85 11 2010 05 11 2011 Eres Last Updated Version g gt Organization Assessments Cecelhrogran Agency 4rea Agency on Aging of North Texas Provider E Subprovider 4 Complete the assessment a All required fields will have a red exclamation point next to them If required data is missing when the user attempts to save the assessment a message will be dis played prompting the user to complete the missing data b Some questions permit multiple answers to be recorded check as many boxes asare applicable 2010 Harmony Information Systems Inc 9 SHIP Data Collection and Reporting v 1 0 User s Guide X Social Assistance Management System Assessment Abernathy James 6 2 2010 B File Edit View Assessment Tools Window Help dij Dashboard ZB Consumers 2 activities amp Referrals Z Rosters Routes Reports M Custom Searches Cl Contracts 43 New Call CallLog 8 Search for Services P
36. ublic and Media Events State Health Insurance Program Consumers Abernathy Sr James Consumer Assessment Abernathy James 6 2 2 X Close Assessment Save gi Save and Close amp bPrint 98 7 History 7 Notes ES Properties Previous Next at t ae Find Question Goto Narrative AX Choose Font Refresh Assessment Abernathy James 6 2 2010 El e Client Contact Form Topics Discussed State Health Insurance 9 Was consumer counseled regarding any of the Following Medicare o p P tA eal fas gram i Contact Medicare Advantage Multiple Choice Information Topics Discussed Inc Description ans Comparison Pfan Enrollment Disenrollment Claims Billing Appeals Grievances Fraud and Abuse arketing Sales Complaints or Issues Quality of Care an Non Renewal E Narrative Eligibility Screening Benefit Explanation Cancel IEE m Select All Deselect All Some fields have additional validation For example the Counselor User ID field will not allow a user to save the assessment if more than 6 digits are entered into the field They system will prompt the user to correct fields that have invalid data when saving the assessment d Note The Minutes Spent field will automatically display two decimal places This is a limitation of the display and will not
37. w Please do not alter the filename prior to submission CMS SHIPtalk require that the filename be in this specific format in order to be processed CC_mmddyyyy_hhmmss txt PAM_mmddyyyy_hhmmss txt where ICC PAM are the assessment type mmddyyyy is the date the file was created and hhmmss is the time the file was created 2010 Harmony Information Systems Inc 19 SHIP Data Collection and Reporting v 1 0 User s Guide Submitting a Batch to CMS SHIPtalk The final step in reporting to CMS is to upload the file s using the SHIPtalk web portal The following information describes the use of a non Harmony product and is provided as an informational courtesy only Harmony is not responsible for changes in pro cedure process or functionality on this website All questions and support issues related to this website should be submitted to the appropriate person at each state agency or directly to SHIPtalk Harmony does not provide support for this web site 1 Login to SHIPtalk The National SHIP Resource Center A Find SHIP Find a Counselor REGISTER Enter User Name and Password What is SHIPtalk The State Health Insurance Assistance Program or SHIP is a national program that offers one on one counseling and assistance to people with Medicare and their families Log On Username email Forgot password 2 Selectthe Upload tab The National SHIP Resource Cente
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