Streamlining Transition Process with Adobe Sign for Agency Enrollments

Support Coordinator Webinar

Most of the transitioning documents for Agency with Choice are now automated through Adobe Sign This will allow families to electronically sign documents that will get automatically sent back to Agency with Choice The new process will allow for faster and smoother completion of transitioning documents when enrolling with Agency with Choice All that is needed is an email address for each SDE and the individual/ family What s What s New? New? 2

Adobe Sign Process The documents are prepared and sent through Adobe Sign The Support Coordinator is copied when the documents are sent They will receive notification on when the documents are signed by each party and when the document is completed All parties will receive a copy of the documents for their records once they are completed There will be a reminder email sent from Adobe sign every third day that the documents have not been completed Please note with working remote and delays with USPS mailing documents will add significant delays to the transition process, we highly recommend that all families and SDEs utilize the adobe sign system

This is what the email This is what the email to the Support to the Support coordinator though coordinator though adobe sign looks like adobe sign looks like 4

Adobe sign will prompt Adobe sign will prompt the signers to fill their the signers to fill their designated sections designated sections The system will not let The system will not let you move forward if you move forward if your required sections your required sections are not completed are not completed 5

Things to Remember Individual is identified on a cohort and the individual/legal guardian is notified DDD will notify the SC that the individual has been identified to transfer SC will meet with the family Discusses conversion to Fee-for-Service Advises on three service options: Fiscal/Employer Agent, Agency with Choice, Provider Agency *Financial Management Services CBIS program (provider service) is accepting new consumers Provides Individual/family with SDE options FAQs and Side-by-Side Comparison documents If individual/family selects Agency with Choice, SC submits FI Referral (indicating Agency with Choice) in the iRecord to initiate enrollment process (please add the link www.nj.gov/humanservices/ddd/programs/selfdirected/)

Things to Remember Agency with Choice receives the referral and sends the SDE Rate Form through Adobe Sign and Milestones checklist through email to the Individual/Family and the Support Coordinator Individual/family completes and submits the SDE Rate form to Agency with Choice Agency with Choice will use this form to identify the necessary transitioning forms, as well as construct and send the billable rate information to the Support Coordinator. Support Coordinator uses the billable rate from Agency with Choice to add the SDE service to the plan

Things to Remember If adding vendors to the plan, remember to incorporate the vendors information and best contact If adding transportation, remember transportation is reimbursed in 15-minute increments and there is no longer gas and mileage reimbursement. There can be a different reasonable and customary billable rate for when the SDE s provide transportation services Support Coordinator submits plan for DDD Service Review and plan draft to Agency with Choice Individual/Family will complete the transitioning forms in Adobe Sign and submit them to Agency with Choice. Agency with Choice will review and confirm plan draft and plan start date with the SC Plans must start on a clean pay period for those currently enrolled in Easterseals old FIS model which is every other Saturday

01/09/21 04/17/21 07/24/21 01/23/21 05/01/21 08/07/21 02/06/21 05/15/21 08/21/21 Upcoming Start Dates 02/20/21 05/29/21 09/04/21 03/06/21 06/12/21 09/18/21 03/20/21 06/26/21 10/02/21 04/03/21 07/10/21 10/16/21 9

SDE New Hire There is a new automated process for hiring an SDE First an application request form must be completed o The application request for can be filled out by the managing employer or they can contact customer service and a representative will complete it on their behalf The form is submitted to our HR team at awchr@nj.easterseals.com Once the form is received the HR flow begins:

New Hire Reminders The new hire process is separate from the transitioning process into Agency with Choice If an individual/ family would like to hire a new staff and is also in the process of transitioning to Agency with Choice, then the transition should happen first then the new hire be onboarded The new hire onboarding documents will be sent to the SDE through 321 Forms. Once the SDE has completed their forms the remaining documents that need to be completed with the individual/family will be sent through adobe sign

New Hire Reminders An SDE new hire for Old Model FIS still needs to receive approval from DDD prior to beginning the onboarding process All SDE new hires for both models must complete the new hire onboarding, pre-employment screenings and background checks prior to being added to the plan Due to COVID 19 both FIS and Providers will check for temporary clearance by DHS for the SDE or DSP Fingerprinting and drug testing are mandatory for all SDEs and agency-hired DSPs, including parent, spouse or guardian. Temporary clearance from DHS Employment Controls and Compliance Unit (ECCU) is a time-limited clearance that enables employee on-boarding to move forward more quickly. There is no post-employment grace period for fingerprinting every SDE/DSP who receives temporary clearance to on-board must still get fingerprinted as soon as possible. If Agency with Choice is not able to obtain temporary clearance, the only alternative is for the new employee to schedule fingerprinting as soon as possible

Training Requirements with AwC Agency with Choice is still offering First Aid/CPR classes weekly Agency with Choice is taking the following precautions to ensure safety of all member and remain in compliance with current regulations: o Training is held in Room 800 with only two people scheduled to be trained at one time o The room is divided into two separate halves. There is no interaction between the employee s being trained o All training scheduled is staggered allowing as much social distancing as possible o Everyone is expected to wear a mask upon arrival, gloves and mouth guards are provided during training. o All CPR mannequins and equipment are disinfected and sanitized before and after each training o The entire room is disinfected after use and again prior to training

Training Training Requirements Requirements with AwC with AwC 14

Timesheet Process Reminder When converting to the FFS model there is a case note requirement for Medicaid billing The new timesheet is a two-page timesheet First page: SDE records the date, time and service code associated with the service provided Second page: SDE records the date, individualized activity and service documentation Both pages must be completed in fully to be processed Timesheets are due weekly by 11:59 pm on Saturday Link to instructional video: https://www.youtube.com/watch?v=GVXcgJ xRV30&feature=youtu.be

Second page of timesheet 16

All forms available on our website All forms available on our website You can find all forms and resources located on our website! http://www.financialmanagementservices.org/

CBIS Program (community based/ individual supports) Based on many years of person-centered planning and pulling from self-hire models, CBIS will provide a highly personalized process in a distinctive, symbiotic relationship with the individual, family and Support Coordinator. CBIS s unique process of matching consumers with a DSP allows each individual to participate in his or her community in a way that is meaningful to them. Administrative Support CBIS will take responsibility for all Human Resources related services for DSP s including the recruitment, selecting, hiring and training of staff. CBIS will also handle all other administrative efforts such as the scheduling of staff, billing for services, taxes and fees, payroll administration, Worker s Compensation, life insurance and benefit administration. Coordination and Support- CBIS will assign each consumer a Coordinator that will guide and support them through the enrollment, recruiting, hiring and all other needs within the program. The CBIS Coordinator will be the consumer s and DSP s main point of contact.

Electronic Visit Verification (EVV) Delays with EVV due to technical system issues Rest assured there will be no surprises and we will ensure that all staff are paid The timesheet and case note process currently in place will remain to ensure staff time is being accounted for and nothing is missed

The Consumer Portal The portal will give individuals/ families and Support Coordinators access to necessary consumer information for their role The portal will contain billing utilization reports, copies of all signed documents, plan date expiration reminders, and downloadable timesheets Coming Coming Soon ! Soon ! Families have begun receiving letters to allow them to opt into using the portal After opting in they will receive an email to authenticate themselves and set up their login to access the portal 20

If you have a question about: Contact Name/ Title/Email Direct Dial Main # / Ext Asia Tang Program Director Financial Management Services atang@nj.easterseals.com 732-812-6101 732-257-6662 Ext 324 Scheduling for Asia Tang Patricia Draude Administrative Assistant Financial Management Services to Asia Tang pdraude@nj.easterseals.com 732-812-6125 732-257-6662 Ext 222 Who to Who to Contact Contact General Inquiries for SDEs, Consumers, and Support Coordinators and External population Financial Management Services Agency with Choice Customer Service AwCcustomerservice@nj.easterseals.c om 1-800-471-3086 732-257-6662 Ext 581 ISP Plan information Case Notes Credible Financial Management Services Agency with Choice Verification Team AwCverification@nj.easterseals.com 732-257-6662 Ext 267 SDE New Hire /Onboarding Financial Management Services Agency with Choice Onboarding Team AwCHR@nj.easterseals.com CBIS General Inquiries for Support Coordinators, Consumers, Direct Support Professionals and External population Cyndi Steinlauf and Tonia Norris Program Coordinators CBIS cbisconsumerhelp@nj.easterseals.com 732-812-6130 732-257-6662 Ext 333 21