EEM Training Handout

EEM Training Handout
ezEdMed Training
2012-2013
EEM Training 2012-2013
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Table of Contents
1. Login, Home Page, Logout
2. Assigning Student to a Case Load
3. Creating a Treatment Calendar
4. Entering Notes
5. Printing
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1. Login
Web Address: https://co1.ezedmed.infohandler.com (DO NOT Google!)
1. User Name: First initial and last name; for example, msmith
2. Initial Password is provided during training review.
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a. Initial password change
1. Enter email
address if field is
not completed
2. Enter new password
using the listed criteria
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b. The Home Page
Case Load Display
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c. Logout
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2. Assign students
Location: Main Tab (Home Page)
Displays the Full Case Load
1. Click on Assign
Students link
2. The case load is blank,
unless The Consortium has
previously entered data on
your behalf.
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Location: Assign Students page
Displays all Special Education students from your assigned schools
1. Search for a specific
student (use Search button) ,
and check the box next to
students name, OR
3. Click on Update
button to save
student to your
case load
2. Page or scroll to find a
specific student and check
the box next to student’s
name
4. Click on Main tab to return to Home Page
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Using and clearing the Search function
1. Dropdown
choices
2. Entry box
The Search function filters the displayed names. The dropdowns
contain the search criteria.
Click on the Search button.
To clear the search, delete the characters in the entry box.
Clear any extra (not always visible) characters by placing
the cursor in the entry box, and clicking on the Delete key
on your keyboard, and click on the Search button.
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1. Click on the My Students tab to view and verify your assigned case load.
2. Un-assign a student in the My Students tab. Click on
the checkbox next to the student’s name to remove the check,
and click on the Update button.
3. All service documentation must be completed for a student before removing
the student from a case load.
4. The default view on the Home Page (Main Tab) contains your case load
students only.
5. The Main tab is the primary navigation button within the ezEdMed
tool – DON’T USE the browser navigation buttons
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3. Create a Treatment Calendar
Location: Main tab (Home page)
Displays all students assigned to your case load.
Note: According to legend, calendar icon means a
treatment calendar has not been created.
1. Click on student’s name
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1. If this is the first time a treatment calendar has been created, a
“No Calendar Records found” message displays.
2. Verify the Treatment Calendar Tab is active.
3. Click on the + symbol
4. If previous calendars have been created, the
calendar detail(s) display
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Treatment Calendars:
a.
b.
c.
Are a plan for delivering services per the IEP
Automatically create calendar appointment(s) using the entered criteria
Are one of two types: Recurring or Single
What type of
Treatment
Calendar do
I need?
Recurring
Single
The appointments are
reoccurring (happens on or
about the same time each
week).
Appointments are sporadic,
occur only when necessary, or
are one-time occurrences.
Set up a
RECURRING
Treatment
Calendar
Set up a
SINGLE Treatment
Calendar when
Appointment
Occurs
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Location: Treatment Calendars tab
Displays criteria for a treatment calendar
1. Enter all required fields (see field explanations in following pages)
2. Click on Update button to Save
3.
A “view only” page displays for verification purposes.
Click on Main tab to navigate back to Home page.
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Fields in a Treatment Calendar:
Service Dates:
• Defaults to the start and end dates of your district’s school calendar
• Reflects the start and end dates for appointment creation
• May be adjusted; for “recurring” appointments, reflects the
range of appointment dates. For “single” appointments, reflects the
actual appointment date (start and end dates are identical)
Minutes: contains the number of minutes you plan to spend
with the student PER SESSION.
Determine:
a. How much time is listed on the IEP?
b. How often do I plan to see the student? What is my schedule?
c. Allocate the IEP minutes accordingly on a per session basis
NOTE: the minutes are “planned” and may be adjusted if necessary
in the appointment notes.
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Treatment Calendar fields continued…..
Frequency: use dropdown to choose weekly, 2x month or monthly
Service Code: describes the type of service to be provided. Choices are
Provider specific
Diagnosis Code: is the ICD9 code, codes are available on the Main tab,
Documentation, Diagnosis (PDF) link
Days: choose the day(s) of the week you plan to deliver the service
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1. All fields in the Treatment Calendar entry page are required (except for
“2nd Diag Code”).
2. Helpful Tips:
a. The Treatment Calendar represents the plan to deliver services
to the student and the best case scenario for scheduled appointments.
Appointment Details may be adjusted while entering notes.
b. There is no limit to the number of treatment calendars created. Create
calendars for every scenario.
c. A separate calendar must be created for each service code type; for
example individual or group.
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Adding a new appointment (At least one treatment calendar must have been
previously created in order to add a new appointment)
1. Click on student’s name
2. Services tab is
active
3. Click on the Add Treatment button
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1. A new appointment is generated, using the current date
2. Click on Note Button & Adjust detail(s)
3. Complete Notes (described in the next
section), and click on Done button.
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4. Entering notes
Location: Main Tab (Home Page)
Displays your Case Load
1. Click on a student’s name
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20
1. Click on Note button
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Location: Services Tab
View is Notes entry
1. Complete the Service
Provided dropdown.
2. Make changes to treatment detail(s), if necessary
3. Enter Comments
4. Click on Done button to save
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1. Adjust the “Date” field, if necessary, to the actual date of service, if the
appointment occurred in the same week as the original appointment.
2. The “Minutes” field reflects the actual minutes spent in the
appointment.
3. Notes are professional comments about the treatment session.
4. Completed appointment records are saved in the
“Status = Yes/No” tabs
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5. Progress, Plan, and Goals are optional entries.
6. Additional Minutes over IEP defaults to unchecked. A check signifies
that all the minutes in the appointment are over the prescribed minutes as
specified in the IEP. Time over the IEP minutes are tracked separately, and
are not claimable for Medicaid.
Examples:
• A monthly treatment calendar is created based on 4 meetings/month
and the month contains a 5th week; the appointment for the 5th week
may contain Additional Minutes over the IEP.
• If your services are not outlined on the IEP, the minutes for the service
are over the IEP.
• If you reached the prescribed IEP minutes in previous
appointments, the minutes over the IEP are tracked in a
new appointment.
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Missed appointments (answering No to Services Provided)
1. Click on students name
2. Choose No from the
dropdown choices
3. Click on Note button
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1.1.Reason
ReasonNot
NotSeen
Seenfield
fielddisplays,
displays,
use
usedropdown
dropdowntotocomplete
complete
2. Add a comment if Other is selected
3. Click on Done
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The Status - Yes and Status - No tabs (located on the Services tab) area is
a permanent depository of all completed, saved appointments.
TIP: Minutes as displayed on the Status - Yes tab may be used to
calculate if the prescribed minutes as specified on the IEP have been
exceeded.
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1. Click on the Edit button
2. Change editable fields, if necessary. For all other changes, call the District Coordinator.
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Another way to enter Notes:
1. Click on Treatments – Weekly link
2. Select desired week from drop down menu to view
3. Select Calendar View : detail (shown) or summary
4. Adjust Detail view, click on Update Changes, switch
to summary view to enter notes.
5. Click on Update Changes to save.
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5. Viewing/Printing Notes
Unprinted & All
1. Use either menu option to view/print
2.
Enter date range
and select school
3. Click on “Print Treatment Notes” button
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Viewing and Printing Notes for a specific student
1. Click on Student’s name
2. Click on menu option Print LIAM’s Notes
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1. The Treatment notes are sent to your print outbox. Click on the Click to
View message. A new window or tab (depending on your browser) is opened
2. Click on the window or tab
3. Click on the Download link.
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Report Sample
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If you need assistance…
• Contact your District Coordinator
• Contact The Consortium
– (303) 217-8460 (on the Main tab)
– (866) 726-0033 (Toll Free)
– info@coconsortium.org
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