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SA-5700 - NC Department of Health and Human Services

1. Back and the Next buttons Point and click on these buttons to page through the screens 15 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Moving Around in the System To move from one field to the next press the Tab key To move back one field press Shift Tab To move between lettered tabs at the top of each Assessment form click on the tab you wish to access To move from one page to another within the same tab click on the Back or the Next text fields as shown above To move from the Assessment portion of the system to Demographics CAPS or PRINT ASSESSMENT click on the appropriate heading at the top of the screen Printing the Assessment and CAPs Reports You may print a hard copy of the assessment by pointing and clicking on the PRINT ASSESSMENT tab at the top right of the assessment screen You may print a copy of the CAPS report by pointing and clicking on the PRINT CAPS tab at the top right of the CAPS screen You must be connected to a printer for the reports to print It will print to the printer that is set as your computer s default printer PENDING RECORD Most of the time you will not be able to complete an assessment on the day of the interview Therefore Pending is left in the Assessment Status field When the assessment status is Pending the system allows you to make modifications to the record In order to complete the as
2. Last Family Name First Name Gender Birth Date Race Ethnicity Once all the required fields are populated with information the Required Fields text disappears and the Assessment CAPS and PRINT ASSESSMENT tabs are visible and selectable at the top portion of the form Telia Assessment CAPS PRINT ASSESSMENT After all the required fields Case Record are populated with data the Assessment CAPS and PRINT ASSESSMENT tabs are now visible and selectable 12 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 B Keying the Assessment To begin the assessment click on the Assessment tab This brings up the first Assessment form with the A B tab highlighted SA Demo BEI x Case Record The first Assessment screen that Demographics SESS TT ie CAPS PRINT ASSESSMENT displays after clicking on the CETELE SECTION A ASSESSMENT INFORMATION SECTION B COGNITIVE PATTERNS Assessment tab 1 ASSESS Date of assessment 1 MEMORY Short term memory OK seems appears to MENT zosmoo amp recall after 5 minutes REFERENCE DATE p SS 2 REASONS TYPE OF ASSESSMENT FOR ASSESS MENT initia Assessment COGNITIVE How well client makes decisions about Existing Client Check the Date of assessment If incorrect update your computer clock s calendar and also key today s date into this field Ut
3. SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Copy the file named SA Demo Data mdb or SA Demo Data by clicking the right mouse button on the file and selecting the Copy command E23 Exploring C 45A Demo M T File Edit View Go Favorites Tools Help Back Address _ C5 Demo OSS E E71 Desktop a 0 Archive Disk 1 1 File Folder E g My Computer New Folder File Folder E 34 Floppy 5 S ActD ata mdb J3g4KB Microsoft Access Database E s Ibm preload C 8 County mdb BBKB Microsoft Access Database 1 _webcache_ M screate dir ORB DIR File EC Caliber SA Demo Data 4h KH Micrnentt access Database E ae ag 54 Demo Secs Open ess Workgroup Informatio oo gt D Documents E y pt suolo a ess Database sa det amp Update010 me I Netware Copy ess Database H 1386 tSijAdd to Zip H Ibm Add to SA Demo Data zip H Ibmtoals til zip and E Mail SA Demo Data zip H insight PESE E LADD ALIS a aOUIDD aD Mouse Send To HE MMsinput Pul LM Huet be iL My Download Files be My Music Create Shortcut Pe oof NALCache Delete E Novell Rename s 1 Program Files be C Quarantine Properties ti zr Recycled EC 5A Demo 26 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Navigate Explorer to the drive or disk where you wish to copy the file to For most of you this will be the A drive Right mouse
4. you can press the Submit button This action brings up all the existing clients in the system B Performing a Wildcard Search If you know only partial information to enter in a field a helpful option is to perform a wildcard search To begin the wildcard search click on the text Click here for help with wildcard searches on the Client Search screen The following screen displays amp Help With Wildcards x Using wildcard characters as placeholders when searching for values You use wildcard characters as placeholders for other characters when you are specifying a value you want to find and you r dish The Help with Wildcards lt Know only part of the value or you z d d Want to find values that start with a specific letter or match a certain pattern SCI een p r O VI es tip S ar You can use the following characters to find such things as client names social security numbers etc sh Or t cu ts on Character Usage Example combinations that SERUAN a a a RR ER RR RE Matches any number of characters It can pe Finds personnel and permits pp mp fo ve yo Ur Se a rch be used as the first or last character in the Finds application appear character string resu Its Matches any single alphabetic B ll Finds ball bell and bill character Matches any single character within the B ae l Finds ball and bell but not bill brackets I Matches any character not in the b ae ll Finds bill and bull but not bell brac
5. 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 hh Click once on this text field to New Applicant Ej start a case p record on a new Existing Client client Litilities Exit After clicking once on the New Applicant text field the Demographics screen displays BME x Case Record Demographics The following fields are required Authorization Number County First Name Gender Birth Date Rac New Applicant Authorization Number _ EET E Assessment Status m OE E Worker ID yc N Utilities EIS Individual ID 1 T Exit SECTION AA NAME AND IDENTIFICATION NUMBERS NAME OF ja Last Family Name CLIENT Pesessment Status Last Family Name e Ethnicity 4 MARITAL a STATUS b First c Middle Initial i EDUCATION RECORD NO 7 RESPONSE a Client has a legal guardian H 3 GOWERN Pension Social Security Number BILITY MENT i 1 ADVANCE b Client has advance medical z PENSION DIRECTIVES directives in place for example a do not hospitalize order RSONAL ITEMS SECTION BB PE SECTION CC LIVING ARRANGEMENT Coo Hel WITH ETHNICITY PLACEMENT during 5 years prior to case opening Form Demographics a er o a pet 1 11 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL A Keying the Demographics Screen 12 01 06 There a
6. a case Is closed or determined ineligible for in home services the client may reapply In order to reapply for in home services the client must be eligible for SA and the most recent assessment status must be ineligible Completing a Reapply e Conduct a search to display the Case Information screen for your client See the screen shot below e Highlight the most recent assessment The status must be Ineligible e Point and click on the Reapply Action button at the bottom of the screen e Acopy of the most recent assessment record is brought forward All of the fields on the Demographics form should be blank except for the following AA1 3 BB1 3 5 6 EIS Individual ID and SIS ID 8 x Case Information Name SSN Birthdate Gender Race County Doe Wiliam 85 89 1029 01 31 1953 Double click any item to view the case record New Applicant Existing Client Utilities The Ineligible case record is highlighted Exit 07 05 2000 Initial Assessment Eligible Assessment Annual SA In Home Change Reassessment Closure Form Case al The Reapply action button is clicked Pending The assessment shows as Pending on the Case Information screen until an Assessment Status other than Pending is selected on the Demographics screen To access a pending Reapply you must highlight 22 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANU
7. click on the right hand panel of Windows Explorer and select the command Paste The SA Demo Data file should then copy to the selected drive or disk EX Exploring A 4 7 File Edit View Go Favorites Tools Help Back Address E AM All Folders x E 7 Desktop B bly Computer Reg 34 Floppy amp Eg Ibm preload C l ci _Wwebcache_ EH Caliber EHE Cfasafe 2 H Cool EH 1386 EC Ibm E 3 Ibmtanls E 3 Insight EC Mouse E 3 Msinput 2 Multimedia Files A hy Music 1 MALCache E 3 Novell EH Program Files 7 Quarantine se n Recycled EC 54 Dema View Customize this Folder Arrange Icons k bine Uplcaone Refresh Paste Shortcut Undo Copy Hew k Properties 2 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Double check your disk or drive to insure the file copied properly X Exploring A 4 File Edit View Go Favorites Tools Help a Address a A All Folders L4 Desktop S44 Demo Drata mdb BB KB Microsoft Access Databa EL B My Computer OE 3 Floppy A Te Ibm prelaad C H Cool i g Documents t BHL insight E Mouse zn Meinput 1 Multimedia Files 4 My Download Files 5 Mu Music C NALCache J Novell Hg Mid Files c aO Sp4 Label the disks used with SA In Home Data and the date you backed up the file Place
8. the disk in a securely locked location for emergency situations Please remember this is confidential information and must be treated appropriately This procedure should be repeated at least every week or whenever you input large quantities of data It is also highly recommended you back up prior to preparing and sending export disks to the SA Demo program administrator 28 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 XVI USER S MANUAL 12 01 06 CONTACTS If you have policy questions regarding the RAI HC Assessment tool please contact your Adult Programs Representative If that person is not available call Brenda Porter SA Program Coordinator at 919 733 3818 Technical questions regarding the SA In Home software should be sent in writing by e mail to Brenda Porter ncmail net or by mail to the above address Technical questions will generally require research with the programmers 29
9. you can recreate and resubmit the information on the diskette by clicking on the drop down box and selecting the date of the previous export e Click on Export text button All records added or changed on your system since the last export are downloaded onto the diskette Pending records are not added to the diskette e Press the eject button on the disk drive to remove the diskette from the laptop after receiving a message telling you that the download was successful e Label diskette as indicated in SA 5600 II H Place the diskette in a padded mailing envelope made specifically for diskettes and mail to Monica Nealous Division of Aging and Adult Services 2101 Mail Service Center Raleigh NC 27699 2101 BACKUP The SA In Home Program data should be backed up on a regular basis The RAI HC assessment data on your laptop is not connected to any other computer and may be lost in the case of hard drive or catastrophic computer failure The data can be recovered if it is copied to a network server If you are connected to a network or to an external disk Begin by preparing a disk to copy the file to Insert a blank 3 5 floppy disk The data may also be copied to a directory on a network server if one is available to you It is important to note that the data must be copied to a drive other than the drive the file is currently located on Be sure not to copy the data to a partition located on the same hard drive your data is currently l
10. 0 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 S x Case Information Name Birthdate Gender County Doe William 265 89 1029 01 31 1953 Male New Applicant Double click any itern to view the case record Existing Client Utilities n 07 05 2000 Initial Assessment Eligible The Eligible case record is highlighted Assessment SA In Home Reanni Change Closure Pp y Pending Form Case a I The Annual Reassessment action button Is clicked The assessment shows as Pending on the Case Information screen until an Assessment Status other pending is selected on the Demographics screen To access a pending Annual Assessment you must highlight the record and point and click on the Pending action button Once you change the assessment status to eligible or ineligible the case record is locked so that no further changes can be made to it XII SAIN HOME CLOSURE When the SA caseworker notifies you that the SA eligibility has terminated you must close the In Home services case In order to close a case record the most recent assessment must be eligible Closing a Case e Conduct a search to display the Case Information screen for your client See the screen shot below e Highlight the most recent assessment The status must be Eligible e Point and click on the SA In Home Closure action button at the bottom of the screen 20 STATE COUNTY SPECIAL ASSISTAN
11. AL 12 01 06 the record and point and click on Pending Once you change the assessment status to eligible or ineligible the case record is locked so that no further changes can be made to it XIV UTILITIES Each month you must download information from your laptop onto a diskette and mail it to the State Office Refer to Figure 5 in SA 5600 Case Management Policy and Procedures for the data export log and schedule Exporting Records to a Diskette Take the following steps to create a diskette e Insert the diskette into the disk drive on the side of your laptop e Click on the Utilities text within the blue panel on the left hand side of the screen dis Hew Applicant Click once on this Existing Client text field to download your Utilities lt n case records to a diskette Exit e After clicking once on the Utilities text field the Utilities screen displays BE ES System Utilities Select Current to export all completed entries since the last export or select an export date if you would like to re issue a previous export Current m Export 23 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 XV USER S MANUAL 12 01 06 e Select either current or the date of a previous export Current exports all completed entries since the last export date The system tracks the dates of all exports you have performed If a diskette is lost in the mail or damaged
12. CE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 MEE Case Information Name SSN Birthdate Gender Race County Doe Wiliam 265 89 1029 01 31 1953 Double click any item to view the case record Status New Applicant Existing Client igi The Eligible case Assessment Change Eligible record is highlighted 07 05 2000 Initial Assessment Eligible Utilities Exit Assessment Annual Change Reassessment Pending Reapply Form Case a a s rs The SA In Home Closure action button is clicked e The Demographics screen is brought forward with all fields pre populated Before you can proceed you are prompted with the following alert box asking you to select an assessment closure status 54 Demo i Please select the appropriate Assessment Closure Status e The Assessment Status field drop down box is already open and you must select an ineligible assessment status type The only available choices in the drop down box are ineligible assessment status types e Once you select an ineligible status type the words SA In Home Closure show in the Type column of the Case Information screen and Ineligible shows in the Status column The case record is locked so that no further changes can be made to it 21 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 XIII REAPPLY Any time
13. H the computer or on your person while you are with the computer Do not loan out your laptop to someone else Never leave your laptop unattended When you are not using it secure it in a proper location Don t leave the laptop in open view while it is in use Attempt to position the screen so that others would not be able to see potentially sensitive information Do not place your laptop near exterior windows where it can be subjected to a smash and grab type of theft Do not leave your laptop in a car While it may appear safe it is STILL unattended Furthermore excessive temperatures can damage the equipment Keep track of any diskettes used with the laptop Extra copies of data kept at home should be considered a security risk V CARE FOR THE LAPTOP You are responsible for caring for your laptop Below are some general guidelines you should follow NN S NN The laptop must not be used for personal use Do not run your laptop through magnetic scanners Keep your laptop dry and away from heat sources or heavy dust areas Don t overcharge the battery Avoid using any batteries not specifically designed for your system When using the AC adapter use a surge protector if possible Only use the accessories provided with the laptop Other accessories especially other AC Adapters can damage the hardware While driving store the laptop to reduce the risk of injuring the equipment in the event of a sudden stop or acci
14. North Carolina Department of Health and Human Services Division of Aging and Adult Services Adult Services Section STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 SA 5700 User s Manual VI w gt VII OW gt VIN mOC Ug2 X x U gt Xl XII XIII XIV XVI ITO GUC HOM ET H c 1 System OVE VIC LEM 1 Be a1 0 iac he MR RUNE ape RAE ee EE 2 oecurity OF The ESDIOD sieiiumideneden edens un o debsg en dene deb ede tue bi re e recs 2 are or The EdploD issdaee ote ete ipte tet erede nts edm mei 3 Logon Ata LOGON FP FOCC CU CS reinsi a u genet aa 4 Log OmProcedUl 6S ssec tecti dedu E A cases ieee eee ees 4 LOG OM difere io lI NE ooo o 5 EXISTING CNM EE T T EDT 6 xzaeeri e gea tc 6 Performing A Wildcard Search cccccscccecseececeeeceeeeeeeeeeeeeseeeeeseeeesaeeeesaaes 9 Viewing An Assessment Record cccccccsccceeeceeeeceeeseeeceeeesseeseeeseeeseeeens 9 NOW ADDIICaFPLssdecdecexipiehecdivcoe tux tcd dde cei duo dup sueldo un ea eoa uaa 10 Keying The Demographics SCIreen cccccccseeccsececeeeeceuseceueesueessusensaees 12 Ie vim ENG ASSeSSImObb ence ica ations enia dh Lada ice E chia s nein ddr 13 ASsessmellt oTaU si sass tortas tase ie saben tse e Se LIO A stoen lg einen tat 13 Client Assessment Protocols CAPS ccccseeceseeeeseeeeseeeeeeeeeaeeeeaeeeas 14 General INSIUCTONS ss
15. Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Case Information Screen If there is only one case that matches the search information entered the Case Information screen appears for that client This screen shows all actions keyed for that case SA Demo Brel Eg MS New Applicant Case Information Name SSN Birthdate Gender Race Cr unty P Doe Wiliam eses02 oa1n93 Mae Oer Client Information Double click any item to view the case record Status Client s Case Information 07 05 2000 Assessment Change Double click on any case 07 05 2000 Initial Assessment Eligible Existing Client Utilities Exit to view It canang oO Se casket UR om Action Buttons Form Case TF FF OF STA Fe Client Results Screen If there is more than one case that matches the search information entered the Client Results screen appears showing all cases in the system that match the information keyed SA Demo mE x Client Results Double click the correct client for case information ors a a ETA Wat Tet Poa ae To view read Existing Client only a client s case inmties information point to Exit highlight and double click on that record Form Rests FT TT TT F STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 If you do not know how to spell the client s last name or you have no information to enter in the other five fields
16. am The system allows entering and retrieving assessment information on a laptop The system tracks all assessments entered on a case creating a historical view of the client s situation and medical condition over time STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Once an assessment is completed the automated system generates a list of client assessment protocols CAPs These CAPs assist in determining eligibility for in home services and preparing the client s plan of care Approved cases must be re assessed annually and anytime there is a significant change in the client s circumstances that would affect his her care and needs This system allows you to view current and historical assessment information for each client in the county s system You may not view another county s information Periodically you must export data to a diskette and mail the disk to the otate Office which then loads each county s information onto a State database This allows the State to view assessment information on all clients in the program CONFIDENTIALITY Client assessments are confidential North Carolina General Statute 108A 80 provides for the protection of the client s right to the confidentiality of personal information The same right to confidentiality that applies to written records applies to automated records County departments are responsible for enforcing these policies an
17. d procedures to ensure that unauthorized individuals do not gain access to our systems and that data is not used for unauthorized purposes This is the reason for the security procedures If a particular system or function is needed by a case manager to carry out his job responsibilities he is assigned secured access to that system or function Once you are assigned system access it is imperative you keep in mind that the data secured through this system is to be used ONLY for purposes of conducting job responsibilities Each user must follow the policy and procedures of confidentiality and security SECURITY OF THE LAPTOP You have been provided a laptop to use for completing assessments on your clients You are responsible for the security of this laptop There are two levels of security e The first level is the NT Novell security You must enter your User ID and password each time you sign onto your laptop e The second layer is the SA In Home Program System security You must enter your User ID and password in order to log into the STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Assessment System This information is provided to you by DAAS during the software installation procedure Below are the security guidelines you must follow v DO NOT write down User IDs and Passwords and store such information with the computer in ANY of the information you carry WIT
18. dent preferably in a secured position in the rear passenger area Do not leave it unsecured on the front passenger s seat Keep the computer s clock and calendar set correctly The RAI HC software reads this information to pre populate the Date of Assessment field see VIII B Incorrect assessment date assignment can cause problems with data exports See XIV When the laptop STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 Vi USER S MANUAL 12 01 06 battery runs out it is likely that the computer clock and calendar will not stay current LOGON AND LOGOFF PROCEDURES A Log On Procedures Once the Novell logon is complete the Desktop screen appears The SA Demo icon is one of the icons displayed on the Desktop Double click on the SA Demo icon to open the Assessment System To start working in the Assessment System double click on the on the SA Demo icon This brings up the Assessment System Log In screen On the Log In screen enter your furnished User ID and password as shown below The Login screen is designed to only allow participating Social Workers entry into the system Once you are logged into the system the Main Screen displays STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 PAI ES SA Demonstration Assessment System This is the Assessment System s Main Screen Ut
19. ec iare daxrEexrt aider Cotevr Ponte edipi beri deri eor dash 15 Fee SMMC OG Olesen sas aane t ae oe a A Gu a OD an t ul pe Eo erue ua 16 ASSESSMENT Gange scuro er bro ee ibat oM e padre ate Au e mediis 17 Completing An Assessment Change seeeeeeeseeenene 17 Changing The Assessment ccccccseececseeeeceeeeeseeeeeseeeeesseeeeseaeeesaaeeesaaes 18 Annual ledssessielilbseon die d Rars eode cS a Ses EA Eas RAE ios a a tie TPT RN Tacit 19 SalmM HOMme CIOSU E T T 20 mists 6 6 I eee HR 22 MOUNT See TC 23 EOo uxo tees E mU dada Ie fdrd ade re E PDA 24 AG MR TREE E RERO REPE 29 North Carolina Department of Health and Human Services Division of Aging and Adult Services Adult Services Section STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 INTRODUCTION Since 1974 NC has elected to make State County Special Assistance SA payments to cover the cost of care in Adult Care Homes ACH for eligible clients The rising cost of ACH care and the emerging individual preference to home and community based services has prompted the State to consider alternate living arrangements for individuals eligible for adult care home placement A special provision was included in Session Law 1999 237 HB 168 that authorized the NC Department of Health and Human Services to initiate a program that allows State Co
20. ent and care planning for client s who have problematic trigger conditions CAPs are automatically generated from answers keyed to trigger questions on the assessment This information is used to develop a plan of care for clients who have problematic trigger conditions For more information on CAPs refer to the RAl Home Care Assessment Manual You may view the CAP report anytime during the assessment process by pointing and clicking on the CAPS tab Even if the assessment is incomplete CAPS and the associated trigger question for any questions answered on the assessment are displayed If the assessment is complete and eligible for services you may print the CAPS report by pointing and clicking on PRINT CAPS tab If you determine the client is ineligible for services you may not print the CAPs report STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 The CAPs information is kept with the assessment as a part of the permanent record SA Demo BE x Case Record PRINT CAPS New Applicant CAPS QUESTION TRIGGER ANSWER Existing Client BOWEL MANAGEMENT I3 Fecal bowel incontinence INCONTINENT Utilities d BRITTLE SUPPORT SYSTEM Glet Absence of identified primary caregiver who provides No such helper Exit care on a regular basis G1eB Secondary caregiver unable to increase care in l DLs or Mo such helper ADLs should the need arise COGNITION B1 Short term memory appears t
21. ilities Exit SKILLS FOR organizing the day e g when to get up or DAILY have meals which clothes to wear or DECISION activities to do MAKING C 3 INDICATORS a Sudden or new onset ichange in OF DELIRIUM mental function including ability to pay attention awareness of surroundings being coherent z unpredictable variation over Point to a letter to see a course of day 1 Inthe last 90 days or sincelast Ff description of the screen assessment if less than 90 days client has become agitated or disoriented such that his or her safety is endangered or client Point and click on a letter to requires protection by others open the screen You do not have to open the screens in any order Form AB ps Es pes ess ee The letters at the top of the Assessment screen refer to sections of the RAI HC Point to a letter to see a description of the Section For example when you point to Tab F a text box displays SOCIAL FUNCTIONING which are the questions found in Section F Point and click on a letter to display the questions for that section You may open the sections in any order When the tabs are yellow it means that not all questions have been answered yet on that screen Once all of the questions for a tab have been answered the tab turns white C Assessment Status The assessment status field on the Demographics screen reflects the status of the case record It shows whether a client is e
22. ilities 74 Jos PS aL You can click on New Exi AOy FP AS Applicant Existing tl Az 4 PSY Client Utilities or Exit depending upon which process you will be performing Existing Client The blue left panel appears on all of the screens throughout the system B Log Off Procedures To log off the Assessment System point and click on Exit on the blue left panel Any actions you keyed are automatically saved rm Hew Applicant Existing Client Litilties Click once on this Exit e text field to exit the assessment system STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 VII USER S MANUAL 12 01 06 When exiting the system the following message appears Click Yes to log off the system All data keyed is automatically saved in each field when you exit that field 54 Demo 9 J Do pou wish to exit the 5 4 Demo database EXISTING CLIENT An existing client is someone who already has a Case Record in the system Before completing an assessment on a client you must first search the system to see if a Case Record already exists for the client e fa record already exists then an assessment must have been started on the client before You will not be able to alter the previous assessment unless it is still pending An assessment change an annual reassessment a case closure or reapply must take place See sections X through XIII for instructions on entering ac
23. kets Matches any one of a range of characters b a c d finds bad bbd and bcd Y ou must specify the range in ascending order A to Z not Z to Matches any single numeric character 1 3 finds 103 113 123 C Viewing an Assessment Record Once you have keyed in the client s information if any into the Client Search screen and pressed the Submit button if multiple matches are found the Client Results screen displays This screen lists all clients that match the criteria entered Once you determine which is the client you are searching for point to the client s record and double click on that record This brings up the client s Case Information a screen If your search criteria is very detailed and only one match is found the system bypasses the Client Results screen and brings up the Case Information screen for the client that matches the search criteria The Case Information screen provides a history of all actions and assessments completed on a client Each time you perform an action on the client the system brings forward a copy of the assessment for you to make changes and updates to the record The original record is saved An assessment entered into the system can never be overwritten or deleted Thus another permanent assessment action is added to the STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 VIII USER S MANUAL 12 01 06 selected client s case information Theref
24. ligible or ineligible for in home services based upon the assessment Pending If the case manager is unable to complete the assessment and make a determination regarding eligibility for services the assessment is left pending Since the default is pending you do not need to enter anything into the assessment status field 13 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Eligible When a client is found eligible to receive services the Assessment Status field on the Demographics screen must be changed to eligible The system will not allow this field to be changed to eligible unless all required fields have been entered When all tabs have turned from yellow to white you know that all required fields have been answered All required fields must be completed to make a case eligible All fields are required except for the following EIS Individual ID AA3 Government Pension J2 Disease Diagnoses K4b through d if K4a is no pain Q5 Medications and any shaded boxes Ineligible When a client is found ineligible to receive in home services the Assessment Status field on the Demographics screen must be changed to ineligible The system will allow this field to be changed to ineligible at any time The assessment does not have to be complete D Client Assessment Protocols CAPs Client Assessment Protocols CAPs are general guidelines for further assessm
25. o be a problem Memory problern B2 Has some ability to make decisions MODERATELY IMPAIRED B3a Sudden or new onset or change in mental function Yes B3b In the last 90 days client has become agitated or Yes disoriented such that his or her safety is endangered or client requires protection by others COMMUNICATION DISORDERS c1 Hearing difficulty HIGHLY IMPAIRED Form CAPS Fun ES eg een pe eee E General Instructions Some of the questions contain answer fields other than text fields These field types are shown below along with the action to take to populate or enable the field This is a drop down box By clicking on the down arrow on the right hand side of a field the drop down box displays the available choices for that field The highlighted choice then populates the field Another way to populate the field is to key the first letters of the answer a Some of the Assessment screens contain check boxes To check the box simply click b W inside the box If you want to uncheck the box click inside the box again If None of above is checked the system will not allow any other blocks for that question to be checked Te o NIMM Some screens have more than one page When there is more than one page there will be text Hack Hext buttons reading Back and or Next in the top right hand area of the screen For instance tab P contains four pages If you were on the 2 or the 3 page you would see both the
26. ocated on Open Windows Explorer or Windows NT Explorer not to be confused with Internet Explorer Determine where your SA In Home program files are located on your computer In most cases they should be located in the default CASA Demo directory Navigate Explorer to the directory containing your SA In Home files 24 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 Exploring C 454 Demo File Edit View Go Favorites Tools Help PT Address J CASA Demo All Folders x Desktop a Archive Disk 1 1 File Falder E B My Computer New Folder File Folder ag 34 Floppy A JAcfData mdb Jd4KB Microsoft Access Database E L Ibm prelnad L County mdb BBKB Microsoft Access Database 0L _webcache_ Mscreate dir OKB DIR File EJ Caliber amp 5A Demo Data mdb 452KB Microsoft Access Database EC Lfgsafe ag 5A Demo Security MDW 130KB Microsoft Access Workgroup Information E a Cool e 5A D emo ico JKE Icon P J Documents amp 54 Demo MDE FO UKB Microsoft Access Database O eae al UpdateQ1 O mdb b2eRKB Microsoft Access Database J 1386 H Ibm ag Ibmtaols E Insight ag Mouse mg Msinput Bl Z3 Multimedia Files ben pf J My Download Files be ool hy Music be O NALCache B Novell mg Program Files Quarantine pe gy Recycled H E Spa EHC Temp 25 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM
27. ore there may be several actions listed for a client on the Case Information screen To view an assessment highlight and click on the assessment action you would like to view This brings up the client s assessment in read only You may view the assessment but you may not make any changes to tt To make changes to an assessment you must highlight the most recent record and click on an Action button at the bottom of the Case Information screen See sections X XIII below Case Information Name SSN Birthdate Gender County Doe William 2655 89 1028 01 31 1953 Male Other Wake New Applicant Existing Client Utilities Client s Case Information 07 05 2000 Initial Assessment Eligible Double click on any item to view the case record Exit Assessment Annual SA In Home Change Reassessment Closure Pending Reapply Form Case SES NEW APPLICANT Before adding a New Applicant to the system you must perform an Existing Client search to ensure that the client does not already have a record in the system See VII above If the client already has an existing record in the system follow instructions in VII above If the client does not already exist in the system follow the process below to add a New Applicant To create a new record in the system click on the New Applicant text within the blue panel on the left hand side of the screen 10 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA
28. re certain fields on this screen that require information before the system will allow you to open the assessment screens The required fields on this form are Authorization number County Assessment Status this field is pre populated as Pending Last Family Name First Name Gender Birth Date and Race Ethnicity The burgundy banner at the top of the Demographics screen lists the required fields Ea The fields required on this form Case Record before the system will allow you Tener to advance to the assessment irst Name Gender Birth A eds d ce ee forms are N SET MEM Authorization Number sso ENT xisting Clien oul E orker endin F MEME z were ET e Authorization Number Utilities EIS Individual ID 7 Exit SECTION AA NAME AND IDENTIFICATION NUMBERS 1 NAME OF fa Last Family Name CLIENT b First c Middle Initial 2 CASE ___ sd RECORD NO 3 GOVERN Pension Social Security Number MENT PENSION RSONAL ITEMS 4 MARITAL COC STATUS EDUCATION Highest Level Completed RESPONSI a Client has a legal guardian E b Client has advance medical m DIRECTIVES directives in place for example e a do not hospitalize order SECTION BB PE SECTION CC LIVING ARRANGEMENT e OCO me WITH ETHNICITY PLACEMENT during 5 years prior to case opening Form Demographics Em T Im C ES m County Assessment Status pre populated with Pending
29. sessment you must access the pending case record Only case records with a Pending Assessment Status can be opened when clicking on the Pending Action button at the bottom of the Case Information screen The record remains in pending status until you change the Assessment Status field on the Demographics screen to Eligible or Ineligible Accessing a Pending Record e Conduct a search to display the Case Information screen for your client See the screen shot below e Highlight the most recent assessment The status must be Pending e Point and click on the Pending Action button at the bottom of the screen e heclient s incomplete assessment is brought forward and allows changes to be made to it STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 8 x Case Information Name SSN Birthdate Gender Race County Doe Wiliam 28589 1029 01 31 1953 Double click any item to view the case record Status 07 05 2000 Annual Reassessment Pendine J 072000 Assessment Change Eligi d The Pending case 07 05 2000 Initial Assessment Eligible record IS highlighted New Applicant Existing Client Utilities Exit Assessment Annual SA In Home Reanni Change Reassessment Closure Pp y Form Case The Pending Assessment Action button is clicked X ASSESSMENT CHANGE When a client has a change in his situation you must en
30. ssessment Change DAILY have meals which clothes to wear or DECISION activities to do MAKING INDEPENDENT 3 INDICATORS a Sudden or new onsetichange in No D OF DELIRIUM mental function including ability to pay attention awareness of surroundings being coherent unpredictable variation over course of day In the last 90 days or since last No assessment if less than 90 days client has become agitated or disoriented such that his or her safety is endangered or client requires protection by others Form AB jas jest pes XI ANNUAL REASSESSMENT All clients eligible to receive In Home services must have their case record re assessed annually to ensure that they continue to be eligible to receive services When keying an Annual Reassessment the status of the most recent assessment must be Eligible Performing an Annual Reassessment e Conduct a search to display the Case Information screen for your client See the screen shot below e Highlight the most recent assessment The status must be Eligible e Point and click on the Annual Reassessment Action button at the bottom of the screen e Acopy of the most recent assessment record is brought forward All of the fields on the screens should be blank except for the following Assessment status AA 1 3 BB1 6 County Worker ID EIS Individual ID SIS ID and Authorization Number 19 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 570
31. ter an Assessment Change You may also enter an Assessment Change if you determine that you have entered incorrect data on an assessment In order to complete an assessment change the most recent assessment must have an eligible status A Completing an Assessment Change e Conduct a search to display the Case Information screen for your client See the screen shot below e Highlight the most recent assessment The status must be Eligible e Point and click on the Assessment Change Action button at the bottom of the screen 17 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 e Acopy of the most recent assessment record is brought forward All answers are brought forward The Assessment Status field is changed to Pending the Assessment Date is changed to the current date and Type Assessment shows assessment change 8 x Case Information Name Birthdate Gender County Doe William 265 689 1029 01 31 1953 Male Other Wake lt 4 The Eligible case record is highlighted New Applicant Double click any item to view the case record Existing Client Utilities Exit 07 05 2000 Initial Assessment Eligible Annual SA In Home Reassessment Closure Form Case lli a sex Pending Reapply The Assessment Change action button is clicked The assessment shows as Pending on the Case Information screen
32. tions on existing records e fa record does not exist enter the client as a new applicant See VIII below for instructions on entering a new applicant A Performing a Search To perform a search for an existing client you must e Click on the Existing Client text within the blue panel on the left hand side of the screen You may begin a search from any screen by clicking on Existing Client STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 New Applicant Click once on this M text field to Existing Client umm search for a case en record on an Utilities existing client Exit After clicking once on the Existing Client text field on the left blue panel the Client Search screen displays FIEIE ars The system can perform a client search with anywhere from zero to LR LA all six fields being ties Midi napi did populated with valid Utilities County l Exit FistNome data by pressing the Middle Initial Submit text button or LastName Enter SSN EIS Individual ID TEON If you only know partial information to enter in a field another option could be performing a wildcard search E ETTFET FT T Enter as much identifying information as you know about the client One of two screens will appear the Case Information screen or the Client Results screen STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700
33. until an Assessment Status other than Pending is selected on the Demographics screen To access a pending Assessment Change you must highlight the record and point and click on the Pending action button Once you change the assessment status to eligible or ineligible the case record is locked so that no further changes can be made to it B Changing the Assessment When beginning an assessment change all tabs are white When you key a change on a screen the tab changes to green If all questions are complete the letter is white If you leave a question blank the letter is yellow and the tab is green The tab stays green to let you know what screen s changed When you view an assessment change you can identify the area of change by the green tab 18 STATE COUNTY SPECIAL ASSISTANCE IN HOME PROGRAM SA 5700 Transmitted by Change No 02 06 USER S MANUAL 12 01 06 SA Demo BME EJ Eile Edit Case Record The tabs Q and P are For Joanna J Smith CAPS PRINT ASSESSMENT green to mark that they were changed during an ITUNES SECTION A ASSESSMENT INFORMATION T B COGNITIVE PATTERNS ASSESS Date of assessment bus Short term memory OK seems appears to Ass essment Cha nge Existing Client MENT ymmo 1 706 2000 recall after 5 minutes Utilities ees an E OK COGNITIVE How well client makes decisions about i m 2 F E TYPE OF ASSESSMENT SKILLS FOR organizing the day e g when to get up or assessment Change a
34. unty Special Assistance funds to be used for payments to eligible individuals in in home living arrangements The 2003 2005 and 2006 General Assembly authorized continuation and expansion of the SA In Home Program SA payments may now be made to up to 1500 eligible individuals residing in in home living arrangements The Process An assessment is completed to determine the client s needs and prepare a plan of care for providing the services the client needs to remain in his home When a client applies for SA the SA caseworker asks the client if he she is interested in receiving in home services instead of entering an ACH If the client is interested he she is referred to an Adult Services case manager The social worker visits the client and begins the assessment process using a laptop It may take several days to complete the assessment Once the assessment is completed the social worker determines whether the client can receive in home services and approves the case The Adult Services case manager notifies the Special Assistance caseworker that a SA payment is authorized for the in home living arrangement Because the State must have access to this assessment information for program evaluation and reporting to the General Assembly the counties will submit periodic diskettes with new information SYSTEM OVERVIEW The Assessment System provides an automated Resident Assessment Instrument for Home Care RAI HC for use in the SA In Home Progr

SA-5700 - NC Department of Health and Human Services

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