Provider Portal Guidedodd.ohio.gov/ImagineIS/Documents/imagineIS_Provider_Portal_Guide... · imagineIS Implementation and Change Management Project Provider Portal Guide Work Request

imagineIS Implementation and

Change Management Project

Provider Portal Guide

Work Request Numbers: DMR01-0000018510

Version 4.0 – Final November 8, 2016

Department of Developmental Disabilities Division of Information Technology Services 30 East Broad St, 12th floor Columbus, Ohio 43215

imagineIS: Implementation and Change Management Project

imagineIS_Provider_Portal_Guide_Final

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Division of Information Technology Services

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Table of Contents IMAGINEIS ......................................................................................................................................... 2

WHAT IS IMAGINEIS? ......................................................................................................................................... 2 WHY USE IMAGINEIS? ........................................................................................................................................ 3

TYPES OF PROVIDERS ......................................................................................................................... 4

INDEPENDENT PROVIDER ..................................................................................................................................... 4 AGENCY PROVIDER ............................................................................................................................................. 4

ROLES ................................................................................................................................................ 5

IF THE PROVIDER IS A LOCAL PROVIDER THEN THE FOLLOWING STEPS APPLY FOR THE CEO: ............................................ 5 CEO/ACTIVE AGENT .......................................................................................................................................... 5 IF THE PROVIDER IS A WAVIER PROVIDER THEN THE FOLLOWING STEPS APPLY FOR THE CEO: .......................................... 5 CEO/ACTIVE AGENT .......................................................................................................................................... 5 DELEGATOR ...................................................................................................................................................... 5 PROGRAM MANAGER ......................................................................................................................................... 5 WORKER .......................................................................................................................................................... 5

PROVIDER SETUP ............................................................................................................................... 7

SIGN ON TO THE PROVIDER PORTAL ...................................................................................................................... 7 PROVIDER SETUP – CREATE DELEGATOR ................................................................................................................ 8 PROVIDER SETUP – CREATE PROGRAM MANAGER ................................................................................................. 10 PROVIDER SETUP – CREATE WORKER .................................................................................................................. 11 DELEGATOR-ASSIGN INDIVIDUALS TO A PROGRAM MANAGER ................................................................................. 12

INDIVIDUAL ..................................................................................................................................... 16

INDIVIDUAL PROFILE ......................................................................................................................................... 16 PICTURES ........................................................................................................................................................ 16 DOCUMENTS ................................................................................................................................................... 17 NOTIFICATIONS ................................................................................................................................................ 18 DISCOVERY ..................................................................................................................................................... 20 CREATE ACTION STEPS ...................................................................................................................................... 22 OUTCOME FEEDBACK........................................................................................................................................ 23 AGREE TO A PLAN ............................................................................................................................................ 25 CREATE LEARNING LOG ..................................................................................................................................... 27 UPLOADING, REVIEWING AND APPROVING DOCUMENTS ON THE PROVIDER PORTAL..…………………..…...29



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imagineIS

What is imagineIS? The imagine Information System (imagineIS) is a tool built to support person-centered work and streamline administrative processes while creating opportunities to engage the person accessing supportive services, their family and their entire team.* – see Figure 1

* http://dodd.ohio.gov/ImagineIS/Pages/default.aspx

The imagineIS platform will allow Providers to view and update information about an Individual in one location. For example, Action Steps and Learning Logs. The availability of this data is dependent upon the imagineIS role assigned to Provider personnel. The list is summarized below:

CEO/Agent

Dashboard view lists by Delegator

Learning Logs

Action Plans

Agree to Plans

Delegator

Dashboard view lists by tasks not by Individual

See all individuals served

Learning Logs

Action Plans

Agree to Plans

Program Manager

Dashboard view lists by Individual not tasks

See individuals assigned to them

Learning Logs

Action Plans

Agree to Plans

Notifications

Alerts

Worker

Can update action steps

Updates to the imagineIS system, by the Provider, will be available to the Individual, the Individual’s Team Members and County Board personnel to facilitate active and effective communications.

http://dodd.ohio.gov/ImagineIS/Pages/default.aspx



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Why use imagineIS? imagineIS offers real-time access to information available to the Individual, Providers, Circle of Support, County Board personnel and State personnel. This collaborative structure makes it easier to discover information regarding the Individual’s needs (Important For) and wants (Important To), discuss outcomes, communicate needed supports and implement or revise action plans while integrating with state business applications eliminating the need to enter data into multiple systems.*

* http://dodd.ohio.gov/ImagineIS/Pages/default.aspx

Figure 1 – Circle of Support

http://dodd.ohio.gov/ImagineIS/Pages/default.aspx



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Types of Providers “Providers of services to people with developmental disabilities may be self-employed individuals or agencies. An individual or organization may become certified as a Supported Living provider to provide Medicaid and/or non-Medicaid funded services to individuals with developmental disabilities living in their own homes or as a provider of waiver services.

Because the health and safety of people receiving these services is of the utmost importance, the Ohio Department of Developmental Disabilities (DODD) must certify agencies and or individuals that provide services. Applications are carefully reviewed on an individual basis, and must include documentation that the applicant meets all qualifications and standards to become certified. An individual or agency is prohibited from providing any service until certification is obtained from the DODD.” *

*http://dodd.ohio.gov/Providers/Pages/default.aspx

DODD Help Desk

Department of Developmental Disabilities 30 E Broad Street Columbus, OH 43215-3434 Phone: 800.617.6733, option 4 Email: [email protected]

Independent Provider “An independent provider is a self-employed person who provides services to individuals with developmental disabilities. Independent providers must be certified by the Ohio Department of Developmental Disabilities. Independent providers must be the provider of the services and cannot employ, either directly or through contract, anyone else to provide the services.” *

*http://dodd.ohio.gov/Providers/BecomeAProvider/Pages/Independent.aspx

Agency Provider “An agency provider is an entity that employs one or more persons for the purpose of providing services to individuals with developmental disabilities.” *

*http://dodd.ohio.gov/Providers/BecomeAProvider/Pages/Agency.aspx

http://dodd.ohio.gov/Providers/Pages/default.aspx

mailto:[email protected]

http://dodd.ohio.gov/Providers/BecomeAProvider/Pages/Independent.aspx

http://dodd.ohio.gov/Providers/BecomeAProvider/Pages/Agency.aspx



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Roles

If the Provider is a Local Provider then the following steps apply for the CEO:

CEO/Active Agent The Provider staff member assigned to this role, by an imagineIS Finance Manager, receives the initial invitation from the imagineIS system and is the point of contact listed for the imagineIS users. A person assigned this role can complete Learning Logs, Action Steps, and agrees to the Individual Service Plan (ISP). This is the only role that can add a Delegator. If other roles need to be created, such as a Program Manager, then a Delegator role is required. Only one CEO/Active Agent can exist per Provider.

If the Provider is a Wavier Provider then the following steps apply for the CEO:

CEO/Active Agent The Provider staff member assigned to this role inherits their Provider Login when wavier providers are imported from the PCW system. They access imagineIS using their same log in as the DODD log in. A person assigned this role can complete Learning Logs, Action Steps, and agrees to the Individual Service Plan (ISP). This is the only role that can add a Delegator and must add at least one, but cannot assign personnel to other roles. Only one CEO/Active Agent can exist per Provider.

Delegator The Provider staff member assigned to the Delegator role, by the CEO/Active Agent, will manage both Program Managers and Workers and is the only role that can assign imagineIS “Individuals” to Program Managers. There may be multiple Delegators assigned by the CEO/Active Agent and this role assigns Action Steps to Workers. A person assigned this role can complete Learning Logs, Action Steps, and agrees to the Individual Service Plan (ISP). Any Program Manager can work for any Delegator and any Worker can work for any Program Manager.

Program Manager The Provider staff member assigned to the Program Manager role, by the Delegator, manages the services provided to the imagineIS “Individual”. A person assigned this role can complete Learning Logs, create and complete Action Steps, enter feedback for draft Discovery Results, draft Service Summaries, draft Outcomes and agrees to the Individual Service Plan (ISP). A Program Manager can work for any Delegator.

Worker The Provider staff member assigned to the Worker role, by the Delegator, will facilitate the imagineIS “Individual’s” Action Plan by updating the Action Steps assigned to them by the Delegator. This role can update action steps, but cannot add new steps. A Worker can work for any Program Manager.



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Figure 2 – Sample Role Setup – Example A

Sample Role Setup

Figure 3 – Sample Role Setup – Example B



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Provider Setup

Sign On to the Provider Portal Provider Portal Link: https://doddportal.dodd.ohio.gov

1. If you are “Signing On” for the first time using an invitation code you received within an email, then Click on the “Have access to an invitation code? Redeem it here”. You will then establish your User name and Password.

Figure 4 – User Account Registration

2. Once you have a User name and Password –Click on the ‘Single Sign On’ button.

https://doddportal.dodd.ohio.gov/



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Figure 5 – Invitation Code and Sign-On Button Screenshot

3. On the Login Screen enter your User name and Password.

Figure 6 – Login Screenshot

Provider Setup – Create Delegator From the CEO/Active Agent Dashboard:

1. Select the ‘Create Delegator’ button.



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Figure 7 – Create Delegator Button Screenshot

2. Enter the First Name, Last Name and Email address of the Delegator and click the ‘Create’ button

Figure 8 – Create Delegator Entry Screenshot

3. A ‘Welcome’ email from [email protected] will be sent to the email address with a temporary PIN

number. You will be asked to complete the registration process by clicking on the attached link in the email.

This will take you to a screen where you will enter the temporary PIN number and establish your own

password. (See Figure 4 – User Account Registration).

“Plan of Correction”. The new Review Data System being used by the State of Ohio Provider Compliance Department is integrated with imagineIS. Check this box if the Delegator is the one who will submit the POC.




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4. Once the password has been setup you will be able to log on to the imagineIS portal at Provider Portal Link: https://doddportal.dodd.ohio.gov and Click on the ‘Single Sign On’ button (see Figure 5 - Invitation Code and Sign On Button Screenshot).

5. On the Login Screen enter your User name and Password (see Figure 6 – Login Screenshot).

Provider Setup – Create Program Manager From the Delegator Dashboard:

1. Click the ‘Program Managers’ tab (on the Blue Ribbon).

2. Select the ‘Create Program Manager’ button.

Figure 9 – Create Program Manager Button Screenshot

3. Enter the First Name, Last Name and Email address of the Program Manager and click the ‘Create’ button.

Figure 10 – Create Program Manager Entry Screenshot

When setting up the Program Manager the email address that is used cannot have been used previously in the imagine application for another role. It MUST be unique.

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5. Once the password has been setup you will be able to log on to the imagineIS portal at Provider Portal Link: https://doddportal.dodd.ohio.gov and Click on the ‘Single Sign On’ button (see Figure 5 - Invitation Code and Sign On Button Screenshot).

6. On the Login Screen please enter your User name and Password (see Figure 6 – Login Screenshot).

Provider Setup – Create Worker From the Delegator Dashboard:

1. Click the ‘Workers’ tab (on the Blue Ribbon).

2. Select the ‘Create Worker’ button.

Figure 11 – Create Worker Button Screenshot

3. Enter the First Name, Last Name and Email address of the Program Manager and click ‘Create’ button.

Figure 12 – Create Worker Entry Screenshot

When setting up the Worker the email address that is used cannot have been used previously in the imagine application for another role. It MUST be unique.

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5. Once the password has been setup you will be able to log on to the imagineIS portal at Provider Portal Link: https://doddportal.dodd.ohio.gov and Click on the Single Sign On button (see Figure 5 - Invitation Code and Sign on Button Screenshot)

6. On the Login Screen please enter your User name and Password (see Figure 6 – Login Screenshot)

Delegator-Assign Individuals to a Program Manager From Delegator Dashboard.

1. Click the ‘Program Managers’ tab (on the Blue Ribbon). 2. Select ‘Edit’ for the specific Program Manager. 3. From the List of ‘Unassigned Individuals’ select the Individual you want to assign and Click the ‘Assign’

button.

Figure 13 – Assign Individual to Program Manager Screenshot





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4. The Individual appears in the ‘Currently Assigned Individuals’ list.



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Figure 14 – Individual Assigned to Program Manager Screenshot

5. To reassign an Individual to another Program manager, Click on ‘Unassigned’ and repeat Steps 1 – 3 above for the new Program Manager.



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From Program Manager Dashboard 1. Under “Connected Individuals”, you will see the Individual you just assigned to the Program Manager. 2. Under “Notifications” you will see that the Program Manager has been added to the Individual as a New Team

Member. a. Select “Mark as Complete” to accept the action.

Figure 15 - Program Manager Dashboard



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Individual

Individual Profile From Program Manager Dashboard.

1. Select the Individual you want from your list, click on the Individual’s name; the Individual’s Front Page screen will display.

Figure 16 – Individual Profile Screenshot

Pictures 1. From the Individual’s Front Page click on the ‘Pictures’ menu option. 2. Click ‘Add Image’.

Figure 17 – Add Image Screenshot



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3. Browse your computer for the image you want and select it. 4. Add Description. 5. If this image is to be added as the Individual’s profile picture, check the ‘Profile Picture’ box. 6. Click the ‘Add Image’ button.

Figure 18 – Add Image Entry Screenshot

Documents 1. From the Individual’s Front Page, click on the ‘Documents’ menu option; the Pinned Documents box will

display. 2. Click ‘Search’ to look for an existing document or Click ‘+’ to add a new document.

Figure 19 – Pinned Documents Screenshot

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3. Enter Title. 4. Enter Comments. 5. Browse for document if new document. 6. Click the ‘Upload Selected File’ button; document will display in document list.

Figure 20 – Upload Selected File

Notifications

1. From Individual Front Page, click on the ‘Notifications’ menu option; list of Notifications will display.

Figure 21 – List of Notifications Screenshot

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2. A list of notifications for the Individual displays; click on ‘Subject’ for the specific notification to open the Notification Details.

Figure 22 – Notification Details Screenshot

3. Click on the ‘Regarding’ column of the specific Notification for details of the change/revision.

Figure 23 – Notification Information Details Screenshot



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Discovery The Discovery menu option displays the Discovery Results in a report format.

1. From the Individual’s Front Page, click on the ‘Discovery’ menu option; a dropdown for Discovery Results will display.

Figure 24 – Select Discovery Results

2. Select the ‘Discovery Result’ required which corresponds to the ‘Discovery Module’ in imagineIS.

Figure 25 - Select Discovery Mode

3. Select the ‘Mode’ required which corresponds to the status of the ‘Discovery Module’ in imagineIS.

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4. The Discovery Module will be displayed.

Figure 26 – Discovery Results Report Screenshot



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Create Action Steps A Notification is received stating ‘Action Plan Assignment’ for an Individual.

1. From the Individual’s Front Page, click on ‘Action Plans’.

Figure 27 – Select Action Plan

*Note: When the CEO or Delegator tries to add Action Steps, they must select an “Active” Action Plan.

2. Click on the ‘Details’ link for the Action Plan for which Action Steps are needed.

Figure 28 – Action Plan List Screenshot

3. From the Action Plan page scroll down to the Action Steps banner and click ‘+Create Action Step’.

Figure 29 – Create Action Steps Screenshots



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4. In the pop up box enter the Action Step information.

Figure 30 – Action Step Entry Screenshot

5. Click ‘Create’; Action Steps will display in grid.

Outcome Feedback From the Individual’s Front Page:

1. Click the ‘Outcomes’ menu option; a list of Outcomes will display.

Figure 30 – Action Step List Screenshot



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2. If the Outcome is in the Draft Distributed phase, Click the Outcome to add feedback; Outcome Information will display.

3. Scroll down the page and Click the ‘Add Feedback’ button.

Figure 31 – Outcome List Screenshot



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4. Enter a Title and Description of the Feedback and Click ‘Post’; Feedback now displays in list view.

Figure 32 – Outcome Data

Figure 34 – Post Feedback

Agree to a Plan A Notification is automatically sent when an ISP is moved to ‘Agreement Needed’ status.

1. Notification is received by Provider. 2. To view the ‘Agreement Needed’ Notification, click the ‘Notifications’ menu item. 3. Open the Notification by clicking on the Subject of the Notification.

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Figure 35 – Agreement Needing Notification

4. Accessing Agreements as a CEO:

Figure 36 – Agree to ISP

5. Click hyperlink to ‘Agreement’ or go to ‘Agreements’ tab on the Provider page. 6. Check ‘Agree’. 7. Click ‘Ok’.



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Create Learning Log 1. From the Individual’s Front Page, click on ‘Learning Log’ menu option. 2. Click ‘+Create Learning Log Entry’.

Figure 37 – Learning Log List Screenshot

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3. Enter Learning Log information. 4. Click ‘Save’.

Figure 38 – Learning Log Entry Screenshot



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Uploading, Reviewing, and Approving Documents

On the imagineIS Provider Portal

This guide describes the process for a Portal user to upload a document into imagineIS for the SSA to review,

approve and place into a Documents Folder.

Step 1. From the Portal, select the Individual.

Step 2. From the Individual’s Front Page, select the Documents tile.

Step 3. On the “Pinned Documents” submenu, Click on the “+”.

Step 4. When the dialog box opens, Click on the “Browse” button to browse your computer for the file you want to upload. From the “Choose File to Upload” dialog box, select the file, and Click on the “Open” button.



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Step 5. When the file has been selected, enter a “Title” for the document. Then, Click on the “Upload Selected File” button. You do not have the option in the Portal to select the Document Folder for the selected file. The SSA will do that once they have reviewed and approved the file.

When the “Success! Your file has been uploaded and is pending approval.” Dialog Box is displayed, your file has been sent to the CRM.



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Step 6. A Notification will come onto the SSA’s Case View Dashboard, informing the SSA that a document has been uploaded for an Individual from the Portal. Click on the Individual’s name to open their Front Page.

Step 7. From the Individual’s Front Page, select the “Documents” tile.

Step 8. All uploaded documents are automatically placed into the “SSA Confidential” folder for the SSA to review. While in this folder, the documents are only visible to the County Board and not viewable from the Portal. Once the Documents SharePoint folders are displayed, scroll down to the “SSA Confidential” folder and open it.



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Step 9. Once the folder is open, Click on the three ellipses (…) next to the file name.

Step 10. When the File pop up box opens, Click on “Open” in the pop up box to open the file.

Step 11. Once you have opened and reviewed the file, close it. Click on the three ellipses (…) next to the file

name again. Select “Edit Properties” from the drop down menu.



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Step 12. When the Dialog Box opens, enter any “Comments”, select the “Section” (this is the Folder the file will be moved to) and “Category” for the file from the drop downs. (Note: If the Category you select is not a predetermined folder, the file will be placed in the main uncategorized folder.) Check the boxes to “Pin” the document and “Approve” it. Click “Save”.

Step 13. Return to the Individual’s Front Page and select the “Documents” tile. Once the Documents SharePoint folders are displayed, scroll down to the File Folder you moved the file into and open it.



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Step 14. The file will be displayed in the appropriate folder and now will be viewable from the Portal.

Step 15. From the Portal, open the Individual’s file, and from the Front Page select the “Documents” tile. If the file was not moved to a specific file folder by the SSA, it will be located in the “Uncategorized Documents” folder.

Step 16. If the file was moved to a specific file folder by the SSA, it will be located in that folder.



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