Service Plans

Overview

Service Plans are created for individuals in order to obtain State authorization to provide services to him/her.  An individual’s Service Plan is actually a set of service requests.  The set is made up of different service records.  An individual typically will have a residential service, a day service, a support coordination service, and a transportation service.   Some individuals will have ancillary services or other miscellaneous services. 

Typically, a service plan also contains documentation to support the services needed.  InfoServ DDSM allows you attach or scan in this documentation to a specific service plan record, or to all service plan records in the service plan year.  The service plan year begins on the individual’s Individual Support Plan (ISP) effective Date.  In order for the system to automatically attach the ISP to the service plan record to be emailed to the State, the annual ISP or ISP amendment must be entered in the system first.

“Provider agencies” provide the direct services such as residential, day, and transportation services while Independent Support Coordination or Case Management agencies provide a support coordination (administrative) service.  Provider agencies see only the services they provide for the individual, while Independent Support Coordinator Agencies or government agencies see all the services for the individuals they serve. 

 

 

Pre-requisites

  1. Employees must be in the system (with correct email addresses).
  2. Individuals must be loaded into the system.
  3. Individuals should have ISCs assigned (assign caseloads).
  4. State Services must be loaded for the current fiscal year (PHS).
  5. Current agencies and agency sites must be loaded (PHS).
  6. ISP effective dates and documents should be entered into the system.

* Select an individual

* Click on the ISP menu

* Click on Add ISP

* Click on Part B

* Change the date to the ISP effective date (or amendment date if an amendment)

* Click on Finish

* Click on Upload to the right of the top ISP record listed

* Click on Browse

* Locate the ISP file – in My Documents

* Click Open

* Click OK

* If this ISP was an Annual, then we’re done for this one

* If this ISP was an Amendment, then we Edit and change the type to Amendment (click on link)

* Repeat steps above for next ISP

* When finished, validate that all plans are in the system by running the ISPs Due report under Maintenance, General Reports.

  1. Employees should be trained on this service plan module.

 

“Viewing an Individual…” Mode

  1. Adding a Service Plan Record

*   Choose the correct individual from the pull-down at the top of the screen.

*   Click on the “Add Service Plan” button at the bottom left of the screen.

*   Choose the ISP or ISP amendment to associate with this service plan record.

*   Choose the ISP type (1.Initial, 2. Annual continuation, 3. Annual continuation with modifications,

and 4. Amendment to current annual plan).

*   Choose the request type.

*   Enter the start date or estimated start date for the service plan record.

*   Click on the “Save and Continue” button.

*   Choose the service.

*   If the service needed is not shown, choose the “Unlisted” choice and then enter the requested rate (i.e. 10.00 – no dollar sign).  If the service is shown, choose it and skip the requested rate.

*   Enter any notes you wish to communicate with the State in the “Notes to State” text box.  This may include the “M-Code”.

*   Enter the units requested.

*   Enter the end date or estimated end date.

  1. Renewing a Service Plan Record

*   Choose the “Renew” link (under the “Options” heading) on the record from last year’s plan that should be continued/renewed.

*   Choose the “Edit” link and change the start or end dates and other information as necessary.

*   Click on the “Save” button at the bottom of the screen.

  1. Editing a Service Plan Record

*   Choose the “Edit” link (under the “Options” heading) on the record you wish to edit.

*   Change the information as needed.

*   Click on the “Save” button at the bottom of the screen.

  1. Attaching a document or spreadsheet to a Service Plan Record

*   Choose the “Attach” link (under the “Options” heading) on the record you wish to attach a document or spreadsheet (or other file type) to.

*   Click on the “Browse” button and locate the file you wish to attach.  (Usually this file is stored under the “My Documents” folder on your “C:” drive.

*   Click on “Open”.

*   Click on “OK”.

  1. Changing the Disposition from “Draft” to “In-House Review”

*   Click on the “Draft” link under the Disposition heading on the record you wish to change.

*   Change the pull-down entry from “Draft” to “In-House Review”.

*   Choose the “Change Disposition” button to save the change.

 

“View All…” Mode

  1. Submitting a Service Plan Record

            * Click on the “Submit” link next to the record you wish to submit.

* The disposition is automatically changed to “Pending DMRS…”.

* The Service Plan Report is attached to the email.

* The ISP or ISP amendment is automatically attached.

* The attachment or scan to the Service Plan are attached to the email.

* The email is sent to the submitter for verification (and can optionally be sent directly to the State).

  1. Printing a Service Plan Report

*  Click on the “Print” link (under the “Options” heading) on the record you wish to print.

*  After the report appears, simply click on your browser’s “Print” button.

  1. Deleting a Service Plan record

*  You are only able to delete a service plan that has a draft or in-house review disposition.

*  Click on the “Del” link (under the “Options” heading) for the record you wish to delete.

*  Click on the “Yes” button if you really want to delete the record.

 

“New (unapproved) Format”

The unapproved format is just another way to present the service plan information.

 

Related Reports

(From Maintenance, General Reports)

  1. Master Caseload Report
  2. Caseload Weighting
  3. Re-certifications
  4. ISP Dates Due