Service Tracker Demo
Contents
1. Add to Bulk Services Delivery Queue Bulk Deliver Services 0 Total Total Minutes Delivered Aguilar 330 Specialized Academic 06 04 2015 30 min x 1 Sessions 1560 Deanna Instruction IlG 30 min Weekly mins yr Aguilar 520 College awareness 06 04 2014 06 04 2015 60 minx 1 Sessions Deanna 60 min Yearly Aguilar 830 Vocational assessment 06 04 2014 06 04 2015 60 min x 1 Sessions Deanna counseling guidance and 60 min Yearly Career assessment Anderson 330 Specialized Academic 04 08 2013 O4 08 2014 90 min Weekly 4680 300 4680 Lana Instruction G min yr Allows users to find students and services based on the selected cntena Tracking Assessments Reports Rostertabs allow usersto flip between the different features A Zbarallows users to filter results based on student s last name amp Student Record icon takesthe userto the Student Record View IEPs Listtakes the userto the Student IEPs list page Ey A Edit icon allows users to record delivery forthe selected service List of Delivered Services Clicking the Edit icon on the screen above will pull up a list of all previous delivenes for that service ee BESTER vows usersto add a new delivery DOB 11 08 1999 Di a Z Edit icon allows usersto edit an existing delivery SIS Diermantary District FS Ween De De2. be logged on just like the service provider Reports C Type of Report Provider Service Totals Start Date te Download Service Tracking List And Childers Teacher Spec Ed Academic Instruction Special Ed Teacher 215 Cristy Castellanos Teacher Spec Ed Academic Instruction Special Ed Teacher 660 Nikki Thomas Teacher Autism Autism Specialist 458 Admin Reports There are three reports available to Admin Level Users NOT marked asservice providers Provider Service Totals This report will pullin all providers and what assessments and services their providers have entered within a certain time frame Thisreport isonly avaialble to download Complete Export This report will pull in all information entered for student and servicesto give to an outside Medi Cal Agency Duplicate Services This report will pullin all duplicate services listed on the future IEP To run any report 1 Go to Students then to Service Tracking 2 Selecta Startand End Date forthe time penod wanted 3 Click Download Attendance Code Options For Delivery These are the available options for Attendance in the Service Delivery Screen The option selected will determine which attendance code showson the Roster Delivered Allowsa providerto mark that the service wasdelivered to the student on the date s selected The total Minutes provided to the student foreach date selected will be entered Date Student Enrolled Allow
3. the delivery of services erroneously and will wam providers of delivery over the total minutes wntten into the IEP A few of the error checks include e Users will not be allowed to deliver services after the Exit Date of the student e Users will not be allowed to exit a student with an Exit Date before the date of the last delivered service e Users will not be allowed to Discontinue a service with an End Date before the last delivered date e Providerscannot deliver past the End Date ofa service e Total Minutes billed will tum red on the delivery page once they go past the total minutes written into the IEP User Types and Permissions Teachers are automatically providers in the system and will see the provider version of the Service Tracking feature School Site Distict SELPA level users will vary depending on a few options If they are marked as Yes Providing Services on their user profile they will see the provider version of the Service Tracking Feature and will be listed asthe providertype chosen in their user profile If they are marked No Not Providing Services they will need the Service Delivery permission in orderto see the admin side of the service tracking feature Logging In AsAn Admin A SELPA Distnct Site level usercan log in asany providerto deliver services for any service provider in the distncts the userhasaccessto To log in asa provider click the edit icon next to the name of the provderand the user will
4. the selected cntena Tracking Assessments Reports Rostertabs allow users to flip between the different features A Zbarallows users to filter results based on student s last name amp Student Record icon takesthe userto the Student Record View IEPs Listtakes the userto the Student IEPs list page Z Editicon allows usersto record the assessment forthe selected student How To Record Delivery 1 LA Click the Editicon next to the student that was assessed This will bring the list of all previously delivered assessments 2 Clickthe Add button to add a new assessment nformation listed Assessment Date Delivery Individual Date Group Consult Plan Type Diagnostic Code NA Assessment 5e One District of SEIS High School District T Service School of SEIS Elementary Preschool Attendance Comments Add New Claim Cancel 3 Select the Assessment Date 4 Select the Plan Type Add Students to Register Get Roster Schoot EEE Sort Print Certification Print Blank previous 1 20 of 457 next 4 29 2013 SEIS High School District 11 8 1999 SEIS Elementary District 5 25 2010 SEIS High School District 6 Select the Delivery Please Note This will default to what is selected in the service on the IEP but is editable 7 Selectthe Diagnostic Code 8 Select the District of Service For Assessments that get billed to Medi Cal the distnct needsto b
5. CEDR 2015 Conference May 21 22 2015 Service Tracker Demo SEIS Special Education Information System Service Tracking The Service Tracking feature allows users to document the delivery of services and assessments to students All pertinent information such as IEP services Caseloads Provider Types and Service Frequency Duration is automatically populated from the IEP The Service Tracking feature will monitor the total amount of minutes provided to the student and can report to districts when services are being over delivered or under delivered Total Total Sessions Frequen Minutes Delivered Deliver aeroplan 330 Specialized Academic 12 01 2013 12 01 2014 200 minx 1 Sessions 17 Gil 35 57600 Fi jimmy Instruction G 200 min Daily i aeroplan 450 Occupational therapy G 12 01 2013 12 01 2014 75 min Weekly 900 4760 3900 F jimmy i Carranza 340 Intensive Individual Services 02 04 2014 02 04 2015 20 min x 4 Sessions 292 2000 29200 Fi Daniel Il 80 min Daily i Cauldwell 330 Specialized Academic 02 04 2014 02 04 2015 60 min x 3 Sessions 9360 561 9360 Fi Owen Instruction 1 5 180 min Weekly i Roster A Service Tracking Roster can be created to show all services and assessments delivered by the provider along with the service code delivered against the students attendance code and the minutes delivered Attendance Register Register Period 10 1 2013 10 31 2013 D Delivered X Nons
6. attendance register Please Note Thiscode willbe applied to ALL selected students 3 Choose the Plan Type 4 Enterthe Total minutes provided p Select the District of Service For Services that get billed to Medi Cal the district needs to be the one who will be billing forthe service delivery Select if there isa Prescription on file if applicable Select the diagnostic code if applicable Enterany comments asapplicable Oo oN Q Click the Add New Claims button Service Tracking Provider Nikki Thomas Last Name First Name E previous 1 20 of 457 next Ze ee School of Attendance Eligibility A E D E E amp H I E L M N O FPE BS R 5 F U E W X SF Referral Last Last District of Service Attendance School Date Last IEP Annual Evaluation Assess TCM Aguilar SEIS High School SEIS Elementary 04 10 2001 06 04 2014 06 04 2014 06 04 2014 Deanna Anderson Lana District SEIS Elementary District Preschool RCP 03 01 2014 04 08 2013 04 08 2013 04 16 2012 Assessment Deliveries Student Deanna Aguilar DOB 04 29 2013 School of Attendance S amp 06 04 2014 3 Trienniel Individual SEIS High School SEIS Elementary Nikki Thomas Assessment District Preschool How Io Deliver Assessments Assessments can be tracked and the time spent can be recorded forall assessments that the providerisa part of Allows users to find students and services based on
7. cheduled time Teacher Name Severus Snape A Excused absence U Unexcused absence E Date student enrolled L Last date of student s enrollment a E mL 212131812 818 Lioli lza 15 16l z iolz 22 23 12ul25 zu 20130 nl _ Residence 14 17 21 23 28 service as fastas asf faisans Harry Potter 7 31 2005 1049169 Code Do A asias _ asl fars mse j Tot t ot a tests Owen Cauldwell 4 4 2004 918526 code D D mautes Tao Lao ao Lael ao aot aol so tao ao tae ao tas Lael ao tae L aot aot ao Lao bae bao Se Reports Service Tracking has multiple reports available including e Deliveries shows all of the services and assessments delivered for the student by any provider e Over Delivered shows any student service where the total minutes delivered is above the number of minutes written into the IEP e Single Provider shows all services and assessments delivered by one user e Absences shows all service deliveries that were not delivered due to a student s absence e Unscheduled Time Shows all deliveries marked as unscheduled time e Provider Service Totals shows the total number of minutes a provider has delivered against each service code and the total number of assessments they have completed e Complete Export will pull everything entered into the service tracking feature in SEIS e Assessments will pull Assessments entered Each Delivery of a service requires the following information e The Total Amount of time Delivered
8. e The Delivery Setting Independent Group or Consult e The student s Plan Type IEP or IFSP e The Attendance Code Delivered Absent Non Participatory etc e The District providing the service e Date s of Delivery This information is input on an easy to use data entry Screen jimmy aeroplan x 330 Specialized Academic Instruction 200 min x 1 Sessions 200 min Daily Visit date s Attendance Code Select One Y Do February 2014 P IEP IFSP Su Mo Tu We Th Fr Sa lan Type Delivery Individual Group Consult 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 More than one date can be selected Total Minutes Provided Diagnostic Code V57 3 SLP RegisterTreatment Written prescription on file Yes G No District of Service Select One Y School of Attendance Gryffindor Comments Add New Claim Cancel And can be easily verified by viewing the deliveries right from the delivery screen Student jimmy aeroplan DOB 10 15 2003 ie Attendance Minutes District of School of Date Code Delivered Service Attendance Billed Delivery Ej 2 02 06 2014 Delivered Individual 20 Hogwarts Gryffindor x Fi z 02 06 2014 Date student enrolled Individual Hogwarts Gryffindor x Faj 2 01 28 2014 Delivered Group 20 Hogwarts Gryffindor x Fi 01 28 2014 Delivered Group 15 Hogwarts Gryff
9. e group s pera meters Gc Edit Students icon allows users to edit the students in an established group Delete icon allows users to delete the group LEIJ Allows usersto add a new group name ETEF slows users to close the Manage Groupsdialog box How to Set Up a Group Click the Manage Group button Click the Add Group button to name picka service code and choose delivery of the group Fill out the pera meters of the group NE Click the Add New Group to save the perameters Delivery 6 Individual Group Add New Group Cancel Click Close Check the check box next to the students with the comesponding services Select the correct group in the drop down next to the Bulk Delivery to Group button Click Add to Group botton oO NO u Bulk Delivenng Services to a Group Gin Manin pooch Mon Service 415 Language and speech Select the group name from the drop down menu and then click Bulk Delivery to Group Unlike the individual delivery only one day can be delivered for the group ata time Thisisdue to the nature of the bulk delivery Since users are delivering to a group of students they can only deliver one date ata time Any student who wasnot in attendance for that date willneed to be managed on the individual delivery to the student Delivery Dale Diagnostic Code N A 1 Selectthe date the service was delivered on the calendar 2 Enteran Attendance Code this willbe used on the
10. e the one who will be billing forthe assessment 9 Enterany Commentsasapplicable 10 Click the Add New Claim button Attendance Rosters The roster will pullin all the services reported by a providerto provide an attendance register Attendance Register Register Period S014 id D Delivered X Nonecheduled time A Excused absence U Unexoused absence E Date student enrole L Last date of student s enrollment en maaie tae H School Holiday T F T T Total ifa 2 i u ir 48 21 25 a7 28 330 salle JAANE TO THE BEST oF My KNOWLEDGE AND BELIEF THIS STATE SCHOOL REGISTER PAGE HAS BEEN KEPT AS REQUIRED BY LAW AND IN ACCORDANCE WITH THE INSTRUCTION OF THE SUPERINTENDENT OF PUBLIC INSTRUCTION Ananas 30 I Signature Administrator signature Check boxallows users to select multiple students at once Drop Downs Allow users to select options for the register that will be generated Month Year previous 1 20 of 457 next Aguilar Deanna 4 29 2013 SEIS High School District Anderson Lana 1178 1999 SEIS Elementary District Archer Lashawn 5 25 2010 SEIS High School District Yes No Radio buttons allows users to have all students or selected students print on the register ee le eS Button allows users to add selected studentsto the register SSSR SEN Button allows users to print the roster with all selected criteria When the Attendance Roster is printed it will show a line foreach stud
11. ent and show all the servicesthe provider has entered into the Service Tracker listing the Service Code Attendance Code and minutes provided if applicable Reports The reports tab allows users to run different types of reports on the data entered into the Service Tracking feature Check box allows users to select multiple students at once Button allows users to download the data to Excel Report Types Deliveries Report Shows all information entered fora student through the Service Tracking feature forall providers This allows users to see all delivenes for selected students Overbilled Services Shows any services where the time entered into SEIS as delivered isoverthe amount of minutes written into the IEP Single Provider Report Shows all delivenes forthe provider logged into the system orthe provider the user is logged in as if the userisan Admin user Absences Report Shows all service delivenes entered fora student through the Service Tracking feature where the Attendance Code is Unexcused or Excused Absence Unscheduled Time Report Shows all service delivenes entered fora student through the Service Tracking feature where the Attendance Code is Non Scheduled Time
12. indor x orz Delivered Group 20 Hogwarts Gryffindor x vnarzo a Delivered Individual 15 Hogwarts Gryffindor x Close Add ppendix A Service Tracking The Service Tracking feature in SEIS allows users to document the delivery of servicesto students Delivery isdocumented along with the amount of time each service isdelivered to students the service setting independent or group the student s plan type IEP or IFSP and the District providing the service Since this is done within SEIS all pertinent information such asserviceson the IEP Case Loads Provider Types and Service Frequency Duration information ts already in place The Service Tracking feature will monitor the total amount of minutes provided to the student and can be used to report when services are being over provided or under provided A Service Tracking Registercan also be created based on what is entered into this feature which prevents teachers from having to do double entry Assessment Trac king The Assessment Tracking feature in SEIS allows providersto record the amount of time they soend onan Assessments for students Reports can be pulled from this data aswell Medi Cal Billing All data entered into the Service Tracking feature in SEIS can be exported and sent to the distnct s Medi Cal Billing Agency Error Checks The Service Tracking feature in SEIShasemorchecksto help prevent the user from recording
13. lete icon allows users to delete a delivery Info icon displaysany commentsaboutthe delivery SEIS Fliersarbary Doiiiii i SEIS Flesveshary oitti SEIS Ehrrratary Gia How To Record Delivery L 2 3 A Click the Editicon next to the service to be delivered Clickthe Add button to add a new delivery AA Orclick the Editicon to edit an existing delivery and change any of the information listed below Select the date s the service wasdelivered on the calendar 330 Specialized Academic Instruction 90 min Weekly 9 Rn Attendance Code Select One 4 March 2014 Su Mo Tu We Th Fr Sa 1 Plan Type J 6 7 a 10 11 15 i7 18 22 Consult a E Delivery 31 Total Minutes Provided Individual More than one date can be selected Diagnostic Code WA Written prescription on Yee No File District of Service SEIS County Programs Alt Ed School of Attendance ROCF Comments Add New Claim Cancel Enteran Attendance code this will be used on the attendance register Please Note Thiscode will be applied to ALLselected dates Choose the Plan Type Choose the Delivery Please Note This will default to what is selected in the service on the IEP but is editable Select the diagnostic code only applicable to Nurses Select the District of Service ForServicesthat get billed to Medi Cal the district needsto be the one who will be billing forthe service delivery Enterany comme
14. nts asapplicable 10 Click the Add New Claim button How To Bulk Deliver Services Servicescan be marked asdelivered to a group of students all at once so long asthe same service code is selected foreach student to deliver against Service Tracking Provider Cristy Castellanos Last Name I First Name Service Code School of Attendance Efigibiity Minutes Session Don t include Ended Services Delivoary Assessment TcCH Graph Hoster Reports iS Manage Groups Add to Group Bulk Delivery bo Group previous 1 20 of 238 next nen S E Total Tatal Minutes Delvered Deliver Acewedo 415 Language and speech 115 D6 O1 2014 0601 2015 30 min 10 Sessions 300 Thelma 300 min Yearly Prin YT Check box allows users to select multiple students at once URIEL Allows userto manage the groupsof students that have been created LKLI Allows users to add the selected students to the bulk queue Please Note Only 1 service code can be bulk delivered against at one time A waming will appear if more than one service code is attempted to be delivered against in the group SESS INARI Allows users to deliver against all students added to the group the user set up TL ttowethe user will select the group to deliverto students Manage Groups Manage Groups Group Name Delmwery Speech Monday at Zpm 4415 Language and speech Ind vidual Close Add Group 2 Edit Group icon allows users to edit th
15. on on xx xx xxxx date Delivery Options These are the available options for Delivery in the Service Delivery Screen Individual Allows providers to mark that the service was delivered individually to a student Group Allows providers to mark that the service was delivered in a group setting Consult Allows providers to mark that the service was delivered asa consultation Please Note When the Consult option isselected the minutes entered will not count against the total minutes delivered forthe service This is so the total will reflect only the direct billed minutes yet providers can still track their Consult time without consequence to the total minutes If the Consult service is wntten asa direct service it is listed asa service in the service gnd for consult purposes then providers should enter an Attendance Code of Delivery and a Delivery Code of Individual This will tally the total minutes they provided Consult services If the Consult service isnot written asa direct service it is listed asthe Supplemental Aides section or not listed atall yet still provided then providers should enter an Attendance Code of Delivery and a Delivery Code of Consult This will not tally the minutes they provided Consult services since the total minutes should be forthe direct services only Service Tracking Provider View Service Tracking Provider Nikki Thomas Minutes Session Don t Include Ended Services previous 1 20 of 567 next
16. sa providerto mark the first date the student began with that provider Last Date of Students Enrollment Allowsa providerto mark the last date the student is enrolled in Special Education Unexcused Absence Allowsa providerto mark that the service wasnot delivered to the student on the date s selected due to the student s unexcused absence The total Minutes that would have been provided to the student foreach date selected will be entered NonScheduled Time Allowsa providerto mark that the service was delivered to the student above and beyond the time written into the IEP on the date s selected The total Minutes provided to the student for each date selected will be entered Excused Absence Allowsa providerto mark that the service wasnot delivered to the student on the date s selected due to the student s excused absence The total Minutes that would have been provided to the student foreach date selected will be entered Non Participatory Allowsa providerto mark that the service wasnot delivered to the student on the date s selected due to the student electing to not participate The total Minutes that would have been provided to the student foreach date selected will be entered Holiday Allows providers to mark a school holiday or school closure Please Note If the provider is absent and is making up time they should use the Delivered code and in the comments they can choose to explain that they are making up fora missed sessi
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