Using the TEHDI Management Information (MIS) Systemreg.abcsignup.com/files/{07D0901F-86B6-4CD0-B7A2... · 2016. 10. 14. · TEHDI MIS 2015 Page 2 Important User Information The TEHDI

TEHDI MIS 2015 Page 1

How Do I Login to the TEHDI Management Information System (MIS)?

1. To login to TEHDI MIS go to www.tehdi.com

2. When you enter the website, you will see the login page. This is an OZ Systems

website. OZ Systems is the Texas Department of State Health Services (DSHS)

contractor for their Management Information System (MIS) TEHDI system.

OZ Systems developed the TEHDI MIS system also called eSP™.

3. Login using your user name and password.

4. After you sign in, you will be taken to the ECI Home page.

5. When you click on “Patients,” you will be taken to several options that will help you

navigate this system including the ECI workflow page and finding a specific baby using

their Confidential ID #.

Using the TEHDI Management Information (MIS) System

http://www.tehdi.com/


Important User Information

The TEHDI MIS system allows more than one person to login into TEHDI. Each person

will need to set up a username and password. Only one person will receive email

notifications when a baby has been referred to their program. It is recommended that

more than one person have access to the TEHDI MIS system to accommodate changes

in employment, job responsibilites, time away from the office and/or an unexpected

abscense.

It may assist you to have more than one person receive the email notification, the

person who receives the email can forward by rule (Outlook) using the subject of the

email notification to one or more persons to assist in managing TEHDI MIS eSP™. The

subject in the email notifications is [email protected]

It is important to remember to keep users current. Anytime there is a

change, make sure to assign a new person to manage TEHDI MIS so that referrals can

be processed in a timely manner. The new person should be trained on the requirements

in using TEHDI MIS.

For technical assistance and/or training new staff, contact the current TEHDI Support at

the state office: Jean Origer [email protected]

Referral

Email Notification of a Referral

You will receive an email notification when one or more children have been referred to

your program. The email notification will include the confidential ID(s) of the

child/children referred to you. Each child has his/her own confidential ID. Individual

ID’s can be found by clicking the “record” icon (yellow) tab next to the child’s name at

the top of the “Child Information” page.

Patient Name: John Doe

For help setting up a username and password contact the state office

TEHDI MIS contact.

Jean Origer [email protected]

mailto:[email protected]




Confidential IDs are used for email communication about a child. When

communicating about a child with another ECI program, the state office, or with the

DSHS contractor, OZ Systems, please remember to use the confidential ID to protect

the child’s confidentiality.

! A Word about the Email Notification Process

Individual email notifications are to help ensure children referred to ECI are also

“received” and processed by ECI in a timely manner. Because problems in the

automatic email notification process may occasionally occur, you should check the

TEHDI MIS system on a regular basis to ensure you are responding to referrals in a

timely manner. The number of IDs in the email notice should match the number of

children you find in the system.

Remember that Texas Rules (TAC) regarding referrals also applies to TEHDI

referrals, and therefore promptly responding to referrals is a requirement.

If a child has been referred through the TEHDI system and you did not receive an

email notification for the child, please contact the state office TEHDI MIS contact.

Date of Referral

The email notification is considered the date of the referral. Email notification can occur

when your office is closed. In those instances, the date of referral is the first working

day after the date of the email notification.

For example, when an email notification occurs on Saturday, the date of the

referral will be adjusted to Monday.

The email notification will have the child’s confidential ID listed. Keep the email

notification to confirm the date the referral was made. This will indicate the date of

referral and confirm that you are responding to referrals in a timely manner.


After Login

Once you are logged in to the TEHDI MIS system, you will click on the “Patients” tab.

When you click on the “Patients” tab, you will see “New Search,” and “ECI

Workflow.”

New Search-Finding a Baby

The “New Search” feature will allow you to find babies by using their Confidential ID.

This can help when you receive an email notification. It can also help when a question

comes in to you about a specific baby. You can locate the baby using this feature.

To use this feature:

1. Clear the date where it says “Date of Birth”

2. Enter the baby’s confidential ID# in the Confidential ID section, and

3. Click “Submit” which can be found near the bottom of the page.


Patient Search Page

You will find the Navigation Menu at

the top left side of most pages. You

can use it to get back to the Main

Menu for ECI.


ECI Workflow Page

To get to the ECI Workflow tab, you will have logged into TEHDI MIS, clicked on

“Patients” tab and then clicked on the ECI Workflow tab.

The ECI Workflow page has three tabs.

Suspected Hearing Loss

Confirmed Hearing Loss

Process Initiated

Final Disposition

Finding Referrals on the ECI Workflow Page

As stated previously, you will receive an email notification when a baby is referred to

your program from TEHDI MIS. ECI accepts referrals for babies with suspected

hearing loss, as well as, babies with confirmed hearing loss. Babies referred to you

This will take you to the ECI Workflow.

This page highlights all the steps that are

required from referral, following up

(Process Initiated), and with parent

consent, entering a final disposition.


with show up as referrals in the suspected hearing loss or confirmed hearing loss tab.

You will follow the typical ECI process for referrals and be responsible for moving babies

referred through “Process Initiated and Final Disposition.”

Suspected Hearing Loss

Suspected Hearing Loss-What Does This Mean?

A referral for suspected hearing loss is a baby that received a hearing screen in the

hospital, did not pass that screen and therefore received another hearing screen before

he/she left the hospital. Hearing screens completed in the hospital are called “Birth

Screens.”

If the baby does not pass the final birth screen, he/she is referred for an “Outpatient”

hearing screen after they leave the hospital. Outpatient screening protocols require that

they are conducted no earlier than 7-10 days after the final birth screen in the hospital.

Clicking on the “Suspected Hearing Loss” tab will take you to a page with a list of babies

who did not pass the outpatient screening. The healthcare provider that screened the

baby added your ECI program as a professional contact to the baby’s record, thus

making an ECI referral.

After opening the “Suspected” hearing loss tab, you will see one or more babies listed.

These are babies that have been referred to your program and have not been formally

“received.” You will be able to see the baby’s name, date of birth, ECI provider, hearing

outcomes, and days since referral was made.

Clicking on the “view” tab next to the baby’s name will open the baby’s TEHDI record

which will take you to their “Child Information” page. This page provides an overview of

the baby’s record.


Child Information Page

1. You will find several items on the demographic page.

Baby’s name

Place of birth (birth facility)

Confidential ID for the baby

Birth parent(s)

Address

Phone number

Primary lanugage

Professional contacts (physician, Out Patient screener, and the Birth Hospital. If

there is a confirmed hearing loss, you will see the name of the audiologist that

performed the diagnostic assessment.


2. You will find the “Add Professional Contact” tab which allows you to add a new ECI

program. If the baby was referred to you but is served by another ECI program, this

allows you to add the correct program which will then send the referral to the new ECI

program through the TEHDI system. Once this is done, you can then remove your

program. ALWAYS refer a TEHDI referral to the correct ECI program through TEHDI.

DO NOT fax the referral. Learning how to do this begins on p.22.

3. You will also see a “Case Note” tab which will be addressed later.

4. At the bottom of the page, you will see two blue bars. The first represents the ECI

page. This is where you will mark that you “receive” the baby and also enter the final

disposition. The second bar represents the baby’s hearing record.

Click on to open these two pages.

Accepting The Referral

What Does It Mean to “Receive” a Baby?

When you enter “receive” in the baby’s record, it means that you are accepting the

referral.

Check for Appropriate Referrals BEFORE “receiving” the Baby.

It is important that you only accept babies that are appropriate referrals. Referrals

are made to ECI by hospitals, outpatient screeners and audiologists across the state.

Sometimes they need additional training about the appropriate protocols for referring to

ECI. Sometimes, the referral providers will refer to an ECI program that does not serve

the family/child. Before you accept the referral you must check to determine if it is an

appropriate referral.


Checking the Address

Once you open the baby’s “child information” page, you will look to see if the baby

resides in your service area. If the baby belongs to another ECI program, you will have

to add that program as a professional contact and then remove yourself. The new ECI

program will get the referral the next day and the baby will be removed from your

program. (Instructions will be addressed later)

Finding the Hearing Page

Next you will look at the hearing page (located at the bottom of the Child Information

page to determine if the referral met the outpatient protocol for referring to ECI.

Remember checking that hearing protocols have been followed occurs ONLY

with babies referred with suspected hearing loss.

Click on the hearing tab which is located at the bottom of the

“Child Information” Page.

This screen page will give an overview, list risk factors, identify if the baby was in the

well-baby nursery or was a NICU baby. It is also the page that has tabs that provide

details of hearing screens, evaluations and case notes.


Checking for Appropriate Hearing Referrals

For babies with suspected hearing loss, it is important to make sure the baby’s

outpatient screen was conducted following the assigned protocols.

To check the dates of birth screens and outpatient screens, click on the “Case Details”

tab on the hearing page.

When you open the “Case Details” tab, you will be on the baby’s hearing record page.

What are the hearing protocols for when a baby should be referred to

ECI? Babies can only be referred to ECI after the outpatient screen. The

outpatient screen should occur no sooner than 7-10 days after the last birth

screen


In this baby’s hearing record, you can see that the birth screen was completed on April

26, 2014 and the outpatient screen was completed on April 30, 2014. The protocol is

that the outpatient screen should be conducted no sooner than seven days after the

birth screen. This is NOT an appropriate referral.

How do you handle this situation? Send the baby’s confidential ID to the state office

TEHDI contact who will remove the baby from your system AND will also contact DSHS

to provide training for the referral provider.

Another example: The baby’s record shows the outpatient screen on the same day as

the first birth screen. You can assume that what has been documented as the outpatient

screen is really the second birth screen. This is NOT an appropriate referral. Contact the

state office.

Another example: The number of days between the birth screen and outpatient screen

is more than 7-10 days after the birth screen. This IS an appropriate referral.

Another example: Sometimes you might see all birth screens listed under the

screening type, but the date would show that the last birth screen did occur more

than 7-10 days from the birth screen.

Sometimes referral providers (outpatient screeners) forget or don’t understand the

importance of changing from the birth screen to outpatient screen in the system. In this

case, you can assume that the first four birth screens reflect two birth screens in the

hospital and the last two birth screens were completed after the baby left the hospital

and then returned for an outpatient screen. This is an appropriate referral. It is

always important for you to check the dates. In this case, it is also important that you


share this information with the state office TEHDI contact so DSHS will provide training

to the referral source.

Birth Screen (should say OP screen) May 24, 2014

Birth Screen (should say OP screen) May 24, 2014

Birth Screen May 2, 2014




Referral For Confirmed Hearing Loss

What About Babies Referred with Confirmed Hearing Loss?

Up to this point, you have been introduced to the records of babies with suspected

hearing loss. How is the process different for babies with confirmed hearing loss? The

process is similar, but there are some differences. Babies referred to your program, but

not yet received will be found by going to the ECI workflow page and clicking on the

“Confirmed Hearing Loss” tab.

This will take you to the page that has referrals for babies with confirmed hearing loss.

You will notice that in the hearing section column, it indicates the baby has confirmed

hearing loss. You will click on the “view” tab just as you did with babies referred with

suspected hearing loss.

Once you click on “view” you will go the baby’s “Child’s Information” page. As you can

see, it is identical to the Child Information page for babies referred with suspected

hearing loss.


Is This An Appropriate Referral?

Before receiving a baby in confirmed hearing loss, you must also check the address to

determine if the baby is in your service area. You know that it is an appropriate

“hearing” referral because this baby has a confirmed hearing loss.

Looking at the Hearing Record

Before contacting the family, you will want to look at the hearing record. Click on the

Hearing tab.


Review the Hearing Page

Click on “Case Details”

Click on “Assessment Data:”


View information about the baby’s hearing loss:

Ready to “Receive” the Referral

Now that you have checked the address and the hearing information and found it is an

appropriate referral, it is time to “receive” the baby in the TEHDI MIS system. This

means you accept the referral.

Referrals through the TEHDI MIS system must comply with rules that outline

requirements for accepting referrals from all other sources.

Subchapter G

RULE §108.704 Referral Requirements

(a) The contractor must: (1) accept referrals for children less than 36 months of age;

(2) document in the child's record the referral date, source, and reason for referral; and

(3) contact the family in a timely manner after receiving the referral.


To “receive” a baby you must use the ECI page. It is at the bottom of the “Child

Information” page.

This is the page that you will enter information that will be shared with DSHS. It will not

be shared with any other provider that has access to the baby’s record as required by

confidentiality. On this page, you will tell DSHS that you accepted the referral, when you

received the referral, and what happened (final dispostion) with the referral.

You do not need parental consent to accept a referral.

Once you indicate you have “received” the baby the date will automatically appear in the

“Date Referral Received” tab. This date cannot be changed. The baby will move off the

confirmed or suspected workflow tab and move into the “Process Initiated” tab.


Process Initiated

Now that you have accepted the baby, the work of responding to the referral begins.

Every program has a system in place for responding to referrals. It is important that the

TEHDI MIS referral be included in the system your program has in place for all referrals.

It should not be considered as a separate system but integrated into the way you do

your work.

However, there are some differences that are required. Because you will be reporting

the outcome of the referral to DSHS through TEHDI MIS, you must get consent from

families to do so.

This means that your program must establish a system to inform the service coordinator

the baby is a TEHDI MIS referral. In addition, your program must identify the process for

them to report outcomes, and provide consent to a designated person, so the final

disposition can be entered into TEHDI MIS.

TEHDI MIS has a referral form that you can use to alert the service

coordinator or other assigned staff that some additional steps must be taken.

Click on the Hearing Page at the bottom of the Child Information page.

Click on Case Details (on the

hearing page)


At the bottom of the “Case Details” page you will see a tab that indicates “Print ECI

Referral Form.” Click on that tab and you will see a TEHDI MIS referral form with the

baby’s name.

Babies will stay in this list until you have consent to release information to

DSHS.

Final Disposition

The final disposition is a description of what happens to the referral.

You will find and enter the final disposition by going to the Child Information page and

opening the ECI page.

There are several final dispositions that are not reflected on this example. In the current

TEHDI MIS you will not use all that are listed but only use the following:

Unable to Contact –Does not require consent

Enrolled in ECI, no hearing loss - Consent is required (for babies that are

referred in suspected, enrolled for another reason but do not have hearing loss)

Enrolled in ECI, hearing loss-Consent is required (babies have hearing loss)


Enrolled in follow along-Consent is required

Declined services, eligibility not determined-Consent required

After a referral is received, you will contact the family by telephone.

Sometimes a family will decline at the initial telephone contact. You will not have

personal contact with the family and so will be unable to obtain consent. In this case

and in similar situations, the final disposition cannot be entered into the child’s record

because consent has not been given. You are not required to follow up to obtain

written consent from the parent.

So what happens to the referral. Unfortunately, this referral will have to stay on the

“Process Initiate” working list until the baby ages out. Sometimes you will accept a

baby with suspected hearing loss and then the baby later completes the audiological

assessment and has normal hearing. When babies age out of the program or when

they later have normal hearing which will show up on the hearing tab, you can

contact the state office TEHDI person to remove those babies from your system.

You will also see it on the ECI workflow page in the “Process Initiated” list.

Never remove a baby from the TEHDI MIS system.

This is a DSHS MIS system. They have provided the ECI state office with parameters

and a process to do this. Individual ECI’s programs must contact the state office for

this to occur.

It is critical, however, that your program has a system in place to obtain

consent once the parent indicates an interest in receiving services and participating in

the eligibility process. The Texas Health and Safety Code Chapter 47, Hearing Loss in

Children Section 47.001 identifies DARS-ECI as responsible for accepting referrals

through the MIS data system and reporting the initiation of services. This occurs

during the “Process Initiated” phase.


Entering a Final Disposition

To enter a final disposition you will go the ECI workflow page.

Click on the Final Disposition tab…

Click on the appropriate final disposition…. Remember you must get

consent for all final dispositions except “Unable to Contact.” If the parent declined

and you were not able to make an appointment with them, you will not enter any

disposition because you will not have consent.

You will do this on the ECI page… Open the drop down menu to find the appropriate

final disposition and click on it.


You will notice that once you enter the final disposition, the Date of the final

disposition enters automatically on the final disposition tab.

If you find that a baby was already referred and enrolled in services prior to the date

indicated in TEHDI MIS, you may change the final disposition date. Click on the

calendar and change the date and click on the save tab.

When You are not the Correct ECI Program-Adding and ECI Program

Remember that sometimes referral sources will refer a child to you that really

is served by another ECI program. You will need to refer the baby to the correct ECI

program THROUGH the system.

Go to the Child Information page….Click on “Add Professional Contacts.”


Once you click on the Add Professional Contacts page you will need to follow specific

steps.

Step 1: Select a Service (use the drop down menu and select ECI)

Step 2: Choose One (choose “search for a facility)

Step 3: (Click on the “Locate Professional Contact” tab)

Locate Facility Page

1. Put the name of the correct ECI program in the locate facility tab

2. Click on submit

Take a look at this page……


In this case, the correct ECI program is MHMR of Harris County. MHMR was added as the

facility. Three examples came up. I selected the correct example.

ta .

Once you select the correct ECI program TEHDI MIS will take you to the following page.

Take a look…….


You can see the new ECI program listed on this page. Go to the bottom of the page and

find Click on the “Save and

Return to Child Information Page” tab.

This will take you back to the Child Information page. Note that two ECI programs are

listed on the Professional Contacts page. Since MHMR Harris County is the Correct

program, you will click the “remove” tab by UTMB. This will send the referral to MHMR

Harris County the next day.


TEHDI MIS facility information and email notifications must be kept current. If

the person receiving the email notification has changed, you must also make the change

in TEHDI MIS.

Go to the login page. You will click on “Admin” and then click on the “edit facility.”


This is the page that any new information regarding address, program name and most

importantly the email notification address. The email address on this page will be the

address that receives the TEHDI MIS email notification of referrals.

Case Notes

Sometimes the outpatient providers and audiologists add information in the Case Notes.

You can access case notes. You must go to the Child Information Page. You will click on

the hearing page.

This will take you to the hearing page and the Case Note tab.


This is the page that will allow you to read any case notes.

1. Change find notes by types from users to ALL

2. Change find notes by category from Hearing to ALL

3. Remove the date

4. Click search notes tab

Documents

Using the TEHDI Management Information (MIS) Systemreg.abcsignup.com/files/{07D0901F-86B6-4CD0-B7A2... · 2016. 10. 14. · TEHDI MIS 2015 Page 2 Important User Information The TEHDI