The Basics - Boston College
Contents
1. CONSUMER DIRECTION MODULE The Basics Introductory Manual for Staff and Administrators Last Updated February 2010 All information in this manual referring to individuals or organizations names addresses company names telephone numbers social security numbers etc is fictitious and used strictly for illustration Any reference to an actual individual or organization is coincidental and completely unintentional Y Vine National Resource Center for Participant Directed Services WHAT YOU NEED EOIN OV TOS EA naaa 1 Introduccion and Terms Denis A A A A 1 Locaia nd iaioda 2 Lossino Outras to 2 Loone OG AI O sassesee ior 2 Forgotten Passwords a 3 Geltino TDi AA AAA AAA 3 A Si a 3 Choose Number of Rows to DiSPlayuianasia dd 3 Sort by column heads ni 3 Links 10 MOLES INTOMMVATION sist ERA Neo 4 Display Seto Sepia aa ac arcas 4 User Messages 4 GETITENSAROGUNDESTUE COM aia 5 Navigation Your Dashboatd and Tabs A A 5 Home MEA id 5 Quick Ein Ks ir TAS AR AA ENANA AAA AAA A 6 Participant QuIC Search ssmpiiad andinas A AAA 6 Homepage Tables nro AA AEE G 6 Pill ATOA Mii AAA AAA A 6 Advanced Scare Mania AAA A A 6 Participant Elena ad aa aaa a a aaae edea iasi iadesi 7 Formis REPOLtS ATCA sirrin EEE EDE ETES VEEE ETES VETEEN ETEEN 11 POS ssn E E E A ueuneatsunenonseueomeascees 11 BEDO S ian A E A E A E E E AE 11 Broadcast Arda 11 MOCION Aedo 11 Alan its 11 INGEN IC ATO S dados 11 A IAL Ay cose a A E A AA E2. handles services over time Support Broker Agency An organization that manages Support Brokers FMSA An organization that acts as the fiscal employer Financial Management agent and provides fiscal management services on Services behalf of the Participant who is the employer Agency Entity Local Program Office In some states a regional office that administers the program locally Your program may or may not have Local Program Offices Program Office The office that administers and oversees the program CDM System The person responsible for the setup customization Administrator and ongoing maintenance of the CDM CONSUMER DIRECTION MODULE THE BASICS Name in this Function Name in my program manual Self Directed Program The option through which participants may manage their own budget and services Spending Plan A document showing details of services and items to be purchased by participant as part of their care plan Logging In To begin using the CDM you must first get a username and password from the program administrator or if you are a support broker or FMS employee the administrator of your agency The user ID is usually a shortened version of your name such as your first initial and last name sometimes followed by a number Once you have received your user ID and password open your web browser preferably Internet Explorer v 7 or higher or Mozilla Firefox v 3 or higher and navigate to the C
3. File Participant Re Assessment Completed Participant s Status is Changed Spending Plan Approved Spending Plan Date Change Spending Plan Needs Modification Spending Plan Submitted for Approval This area is visible only to program administrators systems administrators and administrators of support broker and FMS agencies This is where administrators can Change the appearance of CDM Edit permissions for the user roles Upload new reports or forms and determine who can view them Configure the layout and formulas of assessments spending plans and expenditure reports Set tax rates Create or delete users or change a person s user role Edit what alerts and notifications say when they are sent out and who recetves them CONSUMER DIRECTION MODULE THE BASICS NRCPDS Boston College 314 Hammond Street Chestnut Hill MA 02467 617 552 6727 Fax 617 552 1975 www partticipantdirection org The National Resource Center for Participant Directed Services provides research based technical assistance on all aspects of designing implementing managing and evaluating participant directed programs
4. a time For instance you can find all participants whose last name starts with L that are inactive by typing L into the Last Name field and selecting inactive from the File Status dropdown menu and clicking Search After clicking Search you will see the results page Click View File to go to a participant s file The File Area is also where you can create new participant files if you have the permission to do so To create a new participant file click on the Create File tab fill out all relevant information and click Save File Participant File The participant file is where most information is kept and tasks are done It is made of nine sections that are represented as tabs The first three Personal Program and Financial are used the most Below are explanations of the information kept in each section Each page of a file has a Save or Save File button When you click Save or Save File on any of the pages all the information in the entire file is saved If you leave a page without saving you can still save from a different page and the data will be kept as long as you have not logged out or left a participant s file It is always best to save before switching pages gt Personal Tab This section contains the participant s contact and demographic information as well as their emergency contact information and file status Program administrators can add special fields to this page gt Program Tab Thi
5. currently come with the CDM include e Annual Plan of Care is due e In person monitoring visit is past due e Annual Plan of Care is past due e No notes since creation e Assessment is Due e Participant is approaching specified age e Assessment is Past Due e Spending Plan approval past due e Caseload over Limit e Spending Plan not submitted e In person monitoring visit is due CONSUMER DIRECTION MODULE THE BASICS Notifications Notifications are automatic communications tools like Alerts except that they are meant to inform you of an event rather prompt you to take an action Administrators can modify the text of the notification the number of days it is displayed who receives it and if enabled whether or not it will generate an email The notifications that currently come with the CDM include A new note in file A new response in file A response to a note has been entered in the file Account Balance Without Savings Budget Amount Underspent Employee Information Change Employee is cleared to begin working Expenditure Batch Process Complete Expenditure Batch Production Upload Complete Expenditure Batch Production Upload Errors Expenditure Batch Upload Errors File Updated Fiscal Agency is Assigned fe Admin rea Health and Safety note has been documented Monthly Statement uploaded Negative account balance New Budget Amount New file created Over spending reached threshold Participant has made a note in
6. to view more information or change the way it is displayed Choose Number of Rows to Display You can choose the number of records to display within many tables In the Display drop down menu at the upper right hand corner of the table click the arrow make your selection then click Go At the bottom left of each table is a row of linked numbers Click these numbers to navigate through all the records in the table For example the Notifications table below is displaying six rows at a time The links indicate that there are a total of two pages in the table If you choose to display more rows per page there may be fewer pages The number without an underline is the page you are viewing File Undated Barker BettyLou De 26 2009 View File Remowe File Updated View File Remove Able Thomas 00 26 2009 spending Plan Submitted for Approval soringsteen Bruce 08 25 2009 View File Remowe File Updated springsteen bruce 00 25 2009 View File Remove File Updated Bruce Springsteen 08 25 2009 View File Remove File Undated Barker BettyLou Uof25 e009 View File Remove Notifications table with six rows displayed sorted by date Sort by column headings The information in the tables can be sorted by any column headings that are blue If you would like to see the Notifications sorted alphabetically by individual instead of by date click on the Individual column head
7. DM website for your program You are now at the login page Here enter your user ID and password into the appropriate fields and press enter or click the Login button Your CDM homepage will then display Consumer Direction Module National Center for Participant Directed Services User ID lewis Password Login I forgot my password Login screen User ID Password Login button Logging Out The CDM contains personal information subject to HIPAA safeguards Before stepping away from a computer while using the CDM you should always log out To do so click the Logout link at the top of the screen Timing Out In case you forget to log out the CDM automatically logs you out if you are inactive for a period of time The length of this time period is set by your program administrator AAA a Y CONSUMER DIRECTION MODULE THE BASICS Forgotten Password If you forget your password click I forgot my password on the Login screen Your password will be emailed to the address you gave when you registered If this does not work contact the program administrator Getting Help Click on the Help link at the upper right corner of your homepage Here you are able to browse the topics discussed in this manual If needed you can keep Help open as you work If you have other questions contact your program administrator Tables A lot of information in the CDM 1s displayed in table form You can manipulate the table features
8. EE EEEIEE IEN 11 CONSUMER DIRECTION MODULE THE BASICS What You Need to Know to Start Introduction and Terms Definitions This manual provides all users with an introduction to using and navigating the Consumer Direction Module CDM The CDM is your link to the people and agencies working within your participant directed program It helps administrators manage the program enables support agencies to work with participants and maintain their records and allows participants to easily communicate with agency staff view their own files and access the tools needed to direct their own care No matter your role this manual introduces you to the basic tools and information within the CDM To begin we will clarify some terminology Different participant directed programs use different phrases and titles The following table defines these terms shows the names we use for them in the CDM manual and provides space for you to note the names used within your participant directed program Name in this Function Name in my program manual Participant The person directing their own services Participant An unpaid person selected by the Participant Helps Representative with decision making and or managing employees Legal Guardian If a Participant has a legal guardian that person can use the system instead of the Participant Support Broker The person who helps the Participant to create the spending plan Also keeps tabs on how the person
9. e gt Legal Guardian Tab If the participant has a legal guardian the name and contact information can be kept here Program administrators can add special fields to this page gt Employee Tab Names and contact information for a participant s employees can be kept here Program administrators can add special fields to this page gt Notes Tab In this part of the participant file you can create several types of notes designate who sees the note and sends a notification to those people Notes can also be responded to here The types of notes include e Appeals e Grievance e Monitoring Visit e Assessment e Health and Safety e Phone Monitoring e General e ncident gt Documents Tab Electronic documents can be added to a participant file by uploading them here You can use this tool to gather and keep completed forms waivers employee tax documents budget worksheets and assessments or any other documents that may be needed NOTE The Documents section within a participant file is where you keep documents associated with a particular participant while the Forms section accessed in the Forms Reportts area is where you can access blank forms or workbooks uploaded by program administrators such as tax forms for FMS entities and participants employees or program handbooks for support brokers and participants CONSUMER DIRECTION MODULE THE BASICS a ad J Forms Repotts Area Forms In thi
10. ing Click it again to sort in reverse alphabetical order Notice that the rows are sorted by date in the in the picture above NOTE If a column heading is not blue you cannot sort the table by that column CONSUMER DIRECTION MODULE THE BASICS Links to more information When text in a table cell not a column heading is blue it links to another page For instance clicking on View File in the table pictured above will bring you to that participant s personal file User Messages At times the CDM will display a user message to either highlight information or to tell you that an error has happened If there is an error the user message will often guide you in fixing the problem Be sure to read the message carefully and then click OK to remove it from your screen Personal Please enter a value for Telephone Number Personal Please enter a value for Emergency Contact Phone Example of user message Displa y Settings If the CDM is not displaying well in your browser there are a few things you can do First try adjusting the text size of your browser While in the browser window hold down the Ctrl key and press the key at the same time Each time you press the text will get larger To make it smaller hold down the Ctrl key and press the key If that doesn t work you can adjust the resolution of your computer screen A monitor resolution of 1024 x 768 is best for the CDM especially if your monitor is larger tha
11. istrator ignore the Standard Upload dropdown menu gt gt Get Expenditure Reports Sub tab Here is where you begin the individual expenditure reporting process From the dropdown menu select the spending plan period for which you want to enter expenditures and click Download gt gt History Sub tab The table in this tab gives you a quick comparison of spending plan budget and expenditure amounts gt gt Affirmations Sub tab This is a checklist of affirmations set by the program administrator gt FMSA Admin Tab This is where you can find the contact information for or person or organization that provides fiscal management services for a participant If you have the proper permissions this is also where you assign or change which FMS the participant employs CONSUMER DIRECTION MODULE THE BASICS gt Support Broker Tab This is where you can find the contact information for a participant s support broker and when applicable support broker agency If you have the proper permissions this is also where you assign or change which support broker is assioned to the participant gt Medical Provider Tab The name and contact information of a participant s medical provider can be kept here Program administrators can add special fields to this page gt Participant Rep Tab If the participant has a representative the name and contact information can be kept here Program administrators can add special fields to this pag
12. ks give you one click access to information and tools frequently used by you and others in your user role It displays only on your home page Your Quick Links may have different links than the ones pictured here Participant Quick Search Use this box to find a participant s file quickly Begin typing all or part of a participant s last name and it will display all names that match your criteria For example if you enter ab then all participants with a last name beginning with ab will display Scroll down to the correct name and hit enter to go to that participant s file Homepage Tables The rest of your homepage is made up of tables The program administrator decides which tables are displayed here Click on the table heading to expand the accordion display to see the information in the table Clicking on the header again or clicking on another table header will collapse the table File Area Advanced Search This is where you land when you click on the File icon You can use any of the fields to search for a participant For instance you can search by name by entering all or part of a participant s first or last name and clicking Search Or AAAAMMMT7 7 gt A e Y CONSUMER DIRECTION MODULE THE BASICS you can search for all participants with a particular status e g enrolled or active by making the appropriate selection in the File Status field You can also search using more than one field at
13. n 15 inches Some larger flat panel monitors may use higher screen resolutions and it may be best to use the factory settings To adjust screen resolution in Windows 1 Open the Control Panel Select Display Click the Settings tab Under Screen area drag the slider to select screen resolution 1024 x 768 oF Click Apply CONSUMER DIRECTION MODULE THE BASICS Getting Around in the CDM Navigation Your Dashboard and Tabs Personal Program Financial FSA Admin Support Broker Medical Provider Participant Rep Legal Guardian Employee Notes Documents Budget History Affirmations Dashboard with tabs and sub tabs View Spending Spending Get Spending View Expenditure Submit Expenditure Get Expenditure Plan Plans Plan Reports Reports Reports The dashboard is your key to getting around the CDM quickly It is at the top of your page and has icons that link to the main areas of the CDM For example the File icon takes you to the area where you can search for edit and create participant files The dashboard stays at the top of your page so you can get to any of these areas with one click at any time The main areas are explained in following sections NOTE You may not see all of the dashboard icons This is because some areas are only used by certain user roles so if you don t see an icon you don t need to access that area In some areas of the CDM tabs appear below the dashboard You may wo
14. rk on tabs in any order Some screens have sub tabs which display as a second row below the tabs The picture above paragraph shows the tabs Personal Program Financial etc and sub tabs Budget View Spending Plan Spending Plan etc below the dashboard The tab for the page you are viewing at any time is shown in bold such as the Financial tab and the View Spending Plan sub tab pictured here Home rea The first page you see after logging in is your home page This is customized to your user role to conveniently present the information most useful to you CONSUMER DIRECTION MODULE THE BASICS Consumer Direction Module GN 3S Q Help Logout National Center for Participant Directed Services Y Change Password Dashboard ee ew coos ne Advanced Search lia Broadcast Message Notifications Participant List Support Brokers Go Expenditure Batch Processing Data Load Tool File Updated Able Thomas 08 26 2009 View File Remove od File Updated Able Thomas 06 26 2009 View File Remove Participant Quick Search File Updated Able Thomas 08 25 2009 View File Remove New Budget Amount Felino Daniel 06 1 7 2009 View File Remove New Budget Amount Felino Daniel 08 1 7 2009 View File Remove Tables Pending Spending Plans oe Reports Cash and Counseling Application Yersion Click here with bugs or feedback Homepage with Dashboard Quick Links Participant Quick Search and Tables labeled Quick Links Quick Lin
15. s section contains information regarding enrollment and the dates that the last assessments plans of care and phone and in home monitoring took place Program administrators can add special fields to this page gt Financial Tab This section contains information regarding a participant s budgets spending plans and expenditures The Financial section is divided into nine subsections represented by a second row of tabs at the top of your screen View Spending Plan is the first subsection that will display after clicking on the Financial tab Each subsection is described below gt gt Budget Sub tab In this table you will find the participant s past and current budgets with the most recent budget at the top Here budgets can be created viewed edited and deleted depending on your permissions Effective Date and Expiration Date show the time period covered by each budget The Budget Period tells you which time unit into which a given budget is broken down e g yearly monthly weekly etc The Budget Amount shows the amount the participant was approved to receive per budget period gt gt View Spending Plan Sub tab Here you will find a participant s current spending plan and its associated start and end dates approval date and budget amount Each spending plan category is displayed along with the aggregate budget amount for AAA Y YAA CONSUMER DIRECTION MODULE THE BASICS that category Click on the Details button to
16. s table you can download blank forms uploaded by the program administrator You will only see forms here 1f the administrator has uploaded them and adjusted designated your user role as able to see this form Reports The CDM comes with 20 30 reports that give appropriate users a high level view of enrollment financial information monitoring activities and other data that help ensure quality and safety in participant directed programs A description of each report is available in the Reports Documentation manual As with forms you need to have been given permission by an administrator to view a report New reports can be created by program administrators using any tool that can create Crystal Reports Broadcast rea From here some users are able to send mass email messages to all users of a certain role For example you can email all support brokers about a new policy or you can email all FMS admins that an updated tax form has been uploaded to the Forms section Simply enter the subject the message and choose which user roles should recetve your message w Notifications Area Alerts Alerts tell you when you need to act in response to an event that has happened or a deadline that is approaching or has passed Administrators are able to modify the text that each alerts displays the time at which an alert should display e g 10 days before an assessment deadline and who receives an alert The alerts that
17. view all information for a spending plan category Click the button again to collapse the detailed information gt gt Spending Plans Sub tab Here you can view all past and current spending plans for a participant Users with appropriate permissions can also edit the start and end dates and status of a spending plan This is also where you upload spending plans once they have been filled out Click Browse to open the upload dialog box Find the saved spending plan you want to upload and click Open Enter comments if you need to and then click Submit gt gt Get Spending Plan Sub tab This is where you download spending plans in order to create a new one or to view or print an old one gt gt View Expenditure Reports Sub tab In this tab you can view a participants actual recorded expenditures First from the Available Spending Plans dropdown menu choose the spending plan period that contains the expenditures you want to see If you want to view all expenditures for the spending plan period check the box and click Go Or if you want to only view expenditures that took place during a shorter period such as a particular month enter a date range and click Go gt gt Submit Expenditure Reports Sub tab Once an individual expenditure report has been filled out this is where you upload it back into the CDM Simply click Browse locate the file click Open and then Submit Unless you receive special instructions from the program admin
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