Sign Iowa RFP Computer

Document type sign rfp iowa computer

hi there this is Amy Johnson along with Cassie McAllister from the see Wes help desk today we will be providing a demonstration of the provider portal before we actually get directly into the provider portal I want to give some basics about using and logging into the system the Jarvis program is a DHS system that requires certain browsers so you need to be using Google Chrome or Firefox and within those browsers you need to have your pop-ups allowed for the Jarvis site there are functions in the provider portals that generate a pop-up window that requires entry and so if you have your system set to disallow pop-ups you're gonna run into trouble straight away when you first get access to the provider portal you're gonna get an email from the COS help desk that gives you your user ID the password a hyperlink into the Jarvis system and a user guide so when you click that hyperlink this is the screen you're gonna see the first time you log in enter your account ID and password and then click account details doing this will display an account management page where you need to click the change baseline button and then identify the baseline questions this is a function of Jarvis security so if you're ever on the phone with someone and need to unlock your Jarvis system because your password is failing these are the questions that they will ask you so once that's done you can go back and login as you normally would and the forgot password function will then be usable so if you click your forgot password you can enter your account ID and then an email will come to you with a temporary replacement password so that allows a little bit of self-service around some of the common issues in Jarvis once you log into the provider portal you're going to see a screen that looks like this and this is within the Jarvis system for demonstration purposes today we are logged in as a contractor user your name once you're set up as a user will display in this section next to this grand white silhouette so when you log in based on the username and password that you enter you're identified as this person in the system it's very important that each user have their own login because there are certain activities that the system tracks as having occurred that are attributed to a user so when you first get into the system if you need to utilize the provider portal guidance document it can be found by clicking the my links button on the toolbar at the top of the screen provider portal user guide clicking that pops open a new window and you'll see that document appears so if you're out and about somewhere away from your hard copy of this you always have yeah your fingertips for reference we're gonna be working through this document through this presentation today so if everybody has a copy of that they can take some notes during the presentation as we go through it so we're gonna start at you covered page one we're gonna start on page two with so in order to work within the system the first thing you need to do is load a child so click the provider portal icon on the far left hand side of the screen and then click the Search tab when both of those are blue your search screen will appear so you enter the first and last name of the child for scissored contractors that are viewing this presentation you might be used to entering and searching by a state ID but based on some database murderuss that have occurred in the background the most efficient way to search is going to be by first and last name and then identify the child through the date of birth identified so today for demonstration our is John Jones and when I click search all I need to do is find the John Jones with the correct date of birth so this is our test system and even in our test system we have 70 John Jones's if you have a very common name you're gonna have greater search results now note as I clicked search the search results appeared in a pop up window so this is going to be your first indicator that your pop-up blocker might be on if you don't see this pop up window come up and if that's the case in Google Chrome there's going to be a little indicator there this has a pop up block if you click that it'll take you right to settings and you can disable that so make sure pop-ups are enabled so we're looking for John Jones with the date of birth a 2500 - and there he is in order to load him click the select button and once you've done that you'll be transported into John Jones's case in the provider portal the placement and services list is the first thing that appears and we are at the bottom of page two where it starts adding a new placement or service in order to do that click the new entry button on the to the screen the common functions in the provider portal will be any time you need to add a new entry into a selection it's always on the black toolbar on the right hand side so for demonstration purposes today and we're gonna slip onto page three click the new entry button and the pop up will display requiring entry into the system I'm going to go to full screen here to see the whole pop up we're going to add a safety plan service these drop-down selections are dynamic based on what is selected so for our provider agency you're gonna see several display when I do the drop down but when you use it only your agency will display so today I'm going to be for Oaks the site that I'm going to select for scissor placements you're going to identify the physical location of the child so it's usually going to be indicated by city so Cedar Rapids Iowa City Marion you'll see those are listed for our RTS provider is going to be the specific foster home and as you scroll down you'll see those and for safety plan services and F SRP services you're going to select the contract area that you're serving so for our demonstration we're gonna pick Cedar Rapids service area north and then that's indicated here by making that entry the service type that's going to be available for selection is going to be limited only to safety plan and F SRP services so you see when we've selected for Oaks it shows what for Oaks provides under the site location and then once you select a site the service type only displays what's available at that site I want you to watch the screen as I add safety plan service as a service type because what you're gonna see are these three questions and these are applicable only to placements they're going to Sapir when I select safety plan services so those three questions aren't answered for FS RP or safety plans so they're gone and not required to be answered the referral source when you select this is going to be DHS or JCS the other two selections of the screen are applicable only to other situations so for scissor and MSRP and safety plan services only select DHS or JCS I'm gonna pick DHS and myself and then my service start date when you do this you're gonna be entering real time so you got a safety plan service referral yesterday maybe you're gonna come in the next day and do the entry but for demonstration today I'm gonna pick April I'm sorry March 1st the service is ongoing at this point in the scenario so I'm not gonna enter a service and gate and my miscellaneous notes I can enter anything that might be applicable this placement quite often there's nothing there but if there is something needs to be under feel free to do so when I click Save I'm going to get the green success ribbon at the top of the page and then I'm going to see populated to the grid the entries that I just made so at this point in time do a quick visual assessment make sure everything is correct for Oaks Cedar Rapids service area and North CMT plan services dhhs 3 1 2019 is the start date and there's currently no end date if I realize I've made an error now's the time to change it I can click the blue paper and pencil icon to view that pop-up again and make any changes so I'll give an example I've selected the cedar rapids-- service area in North oh dear that's wrong I need to select south I can go in and I can change it to South by changing that selection so this is correct you're done on page four there are descriptors of errors that are present in the system to inform users if something is trying to overlap something else so this system is set up so that services cannot overlap services and placements cannot overlap placements so at this point in time I have open safety plan services that started 3-1 of 19 if I try to enter an F is our P case I'm gonna throw it in an error so I'm going to select for Oaks again and Cedar Rapids North and I'm gonna put in FS RP this time DHS myself as the worker and a start date of four one and this could legitimately be true no notes are applicable so I'm going to click Save but because I haven't entered the end date for the safety plan service the system is gonna generate an error and this says Cedar Rapids service area north safety plan services are open with four Oaks so this is my guide to be able to identify which agency I might need to contact to close that service so I can make my FS RP entry now in this scenario I'm trying to enter four Oaks and four Oaks is showing on the screen what you may not be able to see is anything outside your agency that's already present on the screen so if families first did this safety plan service I'm not gonna be able to see it if I'm four Oaks so this is gonna tell me I need to contact familiesfirst ask them to close that so I can do my entry so at the bottom of page four and into page five are all the contact numbers for FS RP and San C plan services if you run into an error and need to communicate with another agency about making entries if placements overlap placements errors are just a little bit different on page four number four you can see the two errors that are generated they are dynamic based on it's an RTS placement or whether it's a scissor placement our RTS placements have a number designated in the alert for scissor placements you need to look in the care managed system in order to identify who to contact to make that change so moving on in our demonstration I'm going to enter an exit date for the safety plan service here and the last day of service was 329 and I click Save and that appears in the grid you see my success ribbon populates between my error ribbon the error ribbon persisted because it needs to give you an opportunity to read it once you're done with it you can click X in the corner to get rid of it and the same with the success ribbon so now we're ready to really enter RF SRP so I'm going to pick 4 Oaks and I'm gonna pick Cedar Rapids North s SRP referral sources DHHS assigned worker is myself and the date is April first no miscellaneous notes this time so when I click Save that entry is going to populate to the placement and services list and I can do a visual assessment to make sure everything's correct to demonstrate adding a placement we're gonna do another new entry the provider is going to be four oaks the site this time is Iowa City and the services shelter care so you see I picked four Oaks and I picked the Iowa City site Iowa City only provides diversion or shelter care so those are the only two selections that display the referral sources DHS the assigned worker is myself and the start day for the shelter placement is April 4th the questions that previously disappeared when we selected safety plan service or F SRP service continue to remain on this screen because they are applicable to a placement so we need to answer those does a child's parent or guardian live more than 50 miles away in this example no does a child sibling live for more than 50 miles away that answer is no and his contract is contact restricted by DHS JCS or a court order and that answer is no if there are notes around any of this feel free to add those and when you click Save it populates the placement to the grid PC for Oaks you see Iowa City service type of shelter care and the service start date is four four okay so we're moving forward to page five of the guide and we are going to talk about entering some of the new elements that have been added to the prior provider portal to access those you can click the select button next to the applicable service so if I have information that I need to add related to shelter care I would click the select button on the shelter care line when I do that the screen appears that contain the four sections pertinent to a shelter care placement and those include life skills assessments family connection notes critical incidents and documents now you notice as we change tabs the child information at the top identifies the child you're working with it they're always going to want to do a visual assessment of this to make sure you're on the child you think you're on because this is a scissor placement all four of these sections appear the two sections that scissor contractors are already familiar with our present and remain unchanged and those are the family connections notes and the critical incidents the two new sections are life skills assessments and documents so we're going to jump right in to adding a life skills assessment turning to page six in the guide I'm going to click the add new life skills assessment button on the right side of the header and a pop-up will appear to add a new life skills assessment the first section is adding the date it was completed and the date is added using a two-digit month two-digit day and a four-digit year so for our example we're going to use for one 2019 our scores 3.25 and the type of assessment is selected from the drop-down the applicable types are admission discharge age 14 age 16 age 18 and an additional assessment and for demonstration today I'm going to select age 16 there is a section for miscellaneous notes that you may type anything applicable into and then click Save that will populate to the grid beneath the life skills assessments header and you can take a look at that to make sure everything's correct as you typed it if you made a mistake remember you can always click the blue paper and pencil icon to bring the pop-up back and make any Corrections halfway down page 6 word to family connections notes and this remains the same as it was prior to this addition of additional fields these are monthly summaries Simon an or January of 2019 I'm going to enter the frequency of non face-to-face contacts with the parent or guardian the frequency of face-to-face contacts with a parent or guardian and the frequency of contacts with the sibling I'm also going to enter any miscellaneous notes applicable and then click Save that's summary that I've just added will appear into the grid you can do a check make sure everything's ok if it's not click the blue paper and pencil icon critical incidents continue to function the same way and we are flipping now to page 7 of the guide enter the date and time of the incident I'm going to select for 1 of 2019 at 8 o'clock a.m. and then the date and time reported to the assigned worker 9 o'clock a.m. and then the day time created is something that the system generates based on the time you create this critical incident and then you would select the type of critical incident and these four are the applicable types I'm gonna select a police call and then this is where you add a detailed narrative description of the incident or agency response when you click the Save button the system will automatically generate an alert via email to the assigned DHS or JCS worker and that is the worker that was identified on the drop down when you entered the case so that information is discussed on the top of page 8 once your entries are complete click Save that email will fire and when I get back to my desk because I was in identified as the worker I will have an email that I can click a link within and go into Jarvis and read about that critical incident the fourth section is the documents section to add a document click upload document beginning with the use of this portal any document that needs to be submitted to DHS needs to be submitted through the portal currently you're using email or US mail to submit those documents and now because the portal is in place this is the only acceptable way to upload that document this is only applicable to DHS JCS workers need t continue to receive documents through the traditional methods of email or u.s. mail there's no estimate that JCS will be added to this portal so keep in mind this is only for submission to the DHS worker for this section with the pop above we're going to look at the next couple of pages at the same time so it starts on the middle of page 8 and continues on page 9 and 10 on page 10 there is a charge for standardized naming and that needs to be used when adding documents to the portal so that we can view these in an organized way so this is a shelter care placement that we're working under and we are going to type the display name of service plan and the date of the document for 119 the next document type field is a drop-down where you can select service plan from that so if you know page 10 under shelter care you're going to submit a service plan you types of display name as indicated and service plans indicated the other types of documents that are submitted for both scissor and F SRP and safety plan services are indicated with what should be selected there's a spot for comments where you can add any comments about the document that you're uploading and then the drop files box you can drag and drop documents onto that or you can click it to pick a document from your computer the types of documents that can be uploaded are limited to PDF TIFF and JPEG they also must be smaller than 50 megabytes if you try to enter a document that's not one of those file types are going to get an error and that's shown on the bottom of page 9 that will warn you that you haven't used one of the selected file types and your upload won't be successful so keep an eye on that so before today I'm going to click this to bring up a file that I can select from my computer so you can select where it's located and then select the document that you wish to just select and then click open that document will populate to that drive files box and so you can do an assessment make sure everything you type is correct is this the right document is it beneath 50 megabits in size it'll show you right there the size of it and then if you've got the wrong one you can click remove file and you can click it again to pick a different one once you're sure and you're to go you're gonna click the upload documents button when you do that you're gonna see a quick progress indicator here and then it's gonna flash to the grid and there it is in the grid you see the username and the uploaded data system generated so the username is going to pull from whoever was logged in and the uploaded date is going to be generated by the data system registered the upload document type is what you selected from the drop-down and the name is what you selected from it's what you typed in from the naming conventions on page 10 so there are your four sections in order to navigate back to the service list you can click the placement service tab and once that's blue the placement services list will appear if you have a document to upload under a different line so for instance the family safety risk and permanency services line say I've got a report ready to upload for that you can click select and it will display those sections for the F SRP case only life skills assessments and documents are applicable to F SRP and safety plan cases so those are the only two that will appear when you upload that document keep in mind the chaser the DHS worker is going to receive an email notification the last page of the guide talks about see West Legacy reports see West legacy reports are applicable only for critical incidents and family connections notes entered prior to seven one of seventeen if you click that if your child's been involved in a placement prior to that and you click that button you'll be able to see anything in the system for that and for our John Jones there's there's no notes or critical incidents applicable but that is where to find those if you notice as we went through here there's there are lots of opportunities for modification so the paper and pencil icon allows you to make modifications within a line there are paper and pencil icons on each section if you have entered something completely erroneous so if you entered a life skills assessment and that was really something else and you weren't understanding what you were entering and you need to have something deleted you can contact the CMAs help desk and we have the ability to delete anything from any of those four sections so that's applicable to documents family connections critical incidents and life skills assessments our email address is on the bottom of page 11 and if you drop us a note we can assist with any of the functions of this system so on behalf of the CMAs help desk that is the provider portal please contact us if you have any questions at all thank you