SEAS™ DSCtop On-Line Provider Training Manual for Accountability

SEAS DSCtop
On-Line Provider Training
Manual for Accountability
1793 Hwy 201 N.
Mtn. Home, AR 72653
Toll Free (877) 221-7327
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DSC-Top: On-Line Provider Training Manual for Accountability
Table of Contents
Logging In ................................................................................................................................................................... 3
DSCTOP BASICS: .......................................................................................................................................................... 5
Caseload Management .................................................................................................................................................. 6
Group Setup ................................................................................................................................................................ 13
Recording Individual Services ....................................................................................................................................... 18
Recording for Group Services ........................................................................................................................................ 23
Confirming Services ..................................................................................................................................................... 29
Managing Goals & Objectives ........................................................................................................................................ 34
Reports ....................................................................................................................................................................... 38
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DSC-Top: On-Line Provider Training Manual for Accountability
Logging In
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DSC-Top: On-Line Provider Training Manual For Accountability Logging In
1. All new users will need to click on New User.
* You will be asked to enter you first and last name, district, district email and a PIN# provided by your district.
* You will be asked to enter a case sensitive username and password. Both must be less than 9 characters; the password must be at least 6.
2. Once you have established your username and password, enter them on the login page and click the LOGIN button.
3. Then open the provider online folder (left hand side of screen.)
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DSCTOP BASICS:
DSC-Top: On-Line Provider Training Manual For Accountability Logging In
There are 3 basic steps to using the DSCtop Program for Direct Service Compliance:
After you log into DSCtop either through SEAS (using the Related Links section on the Home Page) or by
going directly to http://dsctop.seasweb.net and select your state in the dropdown menu or your state’s
initials immediately following the site address (for example http://dsctop.seasweb.net/XX)
1) Set up your Caseload and Groups for group service documentation (one time with minor
adjustments throughout the year.)
2) Record your Individual and Group Services for the month. This is best done on a daily basis …
or at most on a weekly basis.
3) At the end of each month, review & Confirm (or sign) your services. This step should be
done after you have completed both your Service Entry (in the calendar modules) and Therapy
Notes.
Note: Once you confirm your services, you will no longer be able to edit them. Be sure you have
completed your work before confirming. All services should be confirmed by the 15 th of the month
following the service delivery. (E.G. September services should be confirmed by October 15th, October
services should be confirmed by November 15th, etc.) The best way to view services after you confirm
them is by using the Therapy Notes Report.
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DSC-Top: On-Line Provider Training Manual For Accountability
Caseload
Management
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DSC-Top: On-Line Provider Training Manual For Accountability
Be sure to check the Announcements on the “Splash” page. This page will alert you to any program enhancements and provide you with other
information that will help you use the system.
Please note the menu on the left side of the page. You will have 3 choices:
1) CASELOAD MANAGEMENT: Used to add/remove students from your Caseload
2) RECORD SESSIONS: Used to document Individual and Group Services
3) SUPERVISOR AUTHORIZATION: Used by OT/PT/SLP providers who supervise one or more assistants
Select: CASELOAD MANAGEMENT
NOTE: You may see the message above, depending on your security settings. Click yes if this box appears.
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1. Check the District and Provider boxes to verify that both are correct.
NOTE: if either is incorrect, please call your District Coordinator and/or the CAS Helpdesk before proceeding!
2. Select SETUP CASELOAD to add/remove students to/from your caseload.
Select VIEW CASELOAD to see students that are you’ve already added to your caseload.
If you Select SETUP CASELOAD you will see this page
There are two filters you can use to view the Special Education Roster for your district in order to select students to add to your Caseload.
Select the First Letter of student’s last name leaving the School Name set to ALL; or
Select the School Name and Select ALL at the far left of the alphabet row (This will show you all students in this school.)
You can use both of these filters (select a school and the first letter of the last name) or to select ALL with both of these filters.
However, leaving both filters set to ALL should only be used for small districts with a limited number of students.
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Filters:
SCHOOL NAME
SETUP
CASELOAD
BUTTON
VIEW
CASELOAD
BUTTON
FIRST LETTER OF STUDENT’S LAST NAME

DSC-Top: On-Line Provider Training Manual For Accountability
Single Arrow – to
ADD students
Single Arrow to
REMOVE students
3. Based on the filter you select, a list of Special Education students will appear in the box on the left hand side of the screen. Your Caseload
will appear in the box on the right. When you first start using DSCtop, the box on the right will be blank.
4. To ADD a student to your caseload either:
* Double-click on the student’s NAME in the left hand box, or
* Single-click on the student’s NAME (hi-lighting the name) and click the single arrow button pointing right.
Using either of these actions will move the student’s name from the left hand box to the right hand box (your Caseload.)
NOTE: If you cannot find the name of a student in the left hand box, the most likely cause is that the student has not been assigned a school in
SEAS. A school must be assigned to a student in SEAS in order to be linked appropriately in DSCtop.
5. To REMOVE a student from your Caseload, use the same two options you used to add students (double-click or single-click and use the
single arrow), only this time you’d use the arrow pointing left. Best practice is to wait to remove a student the following month once
all of the sessions have been confirmed. Otherwise the documentation will be deleted.
NOTE~ if you click the double arrow that is pointing right it will send ALL the students on the left to the right side.
If you click the double arrow that is pointing left it will send ALL the students on the right to the left side.
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DSC-Top: On-Line Provider Training Manual For Accountability
6. Once your Caseload list is correct (in the right hand box) click SAVE.
7. Close this screen by clicking on the X next to the SAVE button.
NOTE ~ it is always good practice to click the “SAVE” button as often as you think appropriate while working in DSCtop. Due to
HIPAA/FERPA privacy issues, DSCtop will “time out” after a period of inactivity. If you don’t see the warning message that
precedes the “time out,” your work may be lost!
When you close the screen above, you will be at the view caseload screen below.
SAVE
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8. Verify that your Caseload is correct. If your Caseload is large, you may need to use the buttons above the list of students to see additional
pages: First (page), Previous, Next, Last.
NOTE: If you supervise an Assistant (COTA, PTA, SLPA, etc.), please add the students served by your assistant to your Caseload.
NOTE: You can expand the screen by
clicking on this triangle.
To view the Provider online folder
options, you can click the triangle
again and it will expand back.
NOTE: When you use this triangle to
close the left-hand menu, you should
be able to see the entire screen
without scrolling.
If you still need to scroll, you can reset
the resolution of your computer
screen so that no scrolling is
necessary.
9. Select at least one ICD9 Code for each student. (ICD = International Classification of Diseases, now in the 9 th revision.)
10. Check the Supervise box for students who are on an Assistant’s Caseload.
11. Enter the Min/Session for each student as they appear on the student’s IEP. NOTE: If you have scheduled a student for 2 different
session times (e.g. 20 minutes on Tuesday and 40 minutes on Thursday) enter the shorter session time.
RE ICD9 Codes: You will find a “short list” of the most commonly used codes for your provider-type in the drop-down boxes. If you “hover”
over one of these codes, a brief definition will appear (see diagram below.) If you do not see the code you want to use in the short list, you can
enter another code in the “enter code” space of the drop down. We have provided a link to ICD9Data.com (a free ICD9 research site) for your
convenience. You can search by keyword on this site (e.g. swallowing) and find an appropriate code. You can also see the FULL definitions of
the codes on the short list provided. If the district is not billing Medicaid with SEAS or any other vendor ICD9 can remain default 315.9.
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DSC-Top: On-Line Provider Training Manual For Accountability
DSCtop defaults to 315.9, an ICD9 code that’s specific to school-based Medicaid claiming. However, some state Medicaid Agencies may
require a more specific code. The definition of the default code is:
Unspecified delay in development
Enter a code not listed.
See short definition by
“hovering” with your mouse
over the code.
As encompassed in federal legislation for educational assistance to handicapped children, includes disabilities originating before age 18
that constitute substantial barriers to normal functioning. Use a more specific term if possible.
Conditions characterized by a significant discrepancy between an individual's perceived level of intellect and their ability to acquire new
language and other cognitive skills; may result from organic or psychological conditions.
According to U.S. federal legislation, learning problems that are due to visual, hearing, or motor handicaps, mental retardation, emotional
disturbance or environmental, cultural, or economic disadvantage. Compare LEARNING DISABILITIES.
Delays in any or all areas including cognitive, social, language, sensory, and emotional development.
If the district is not billing Medicaid with SEAS or any other vendor ICD9 can remain default 315.9.
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DSC-Top: On-Line Provider Training Manual For Accountability
Group Setup
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DSC-Top: On-Line Provider Training Manual For Accountability Group Billing Setup
1. From the CASELOAD MANAGEMENT screen, select VIEW CASELOAD and then select GROUP SETUP.
2. Select CREATE NEW GROUP
Note: If you have set up groups already, you will see them listed on this main screen.
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DSC-Top: On-Line Provider Training Manual For Accountability Group Billing Setup
3. You will be asked to select a group name, description, Group service code and a default Time In for the group. Hint: it is best NOT to be too
specific or use student names when setting up a group name since the students and/or your schedule may change.
The group service code should be specific to the service being provided, in some cases there may only be one code available in drop down.
The default Time In should be the regular starting time for the group session.
4. When you’ve completed this information, click CREATE NEW GROUP.
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The new group will appear in the top portion of the screen.
5. Click ADD STUDENTS.
The list of students currently on Caseload will appear.
DSC-Top: On-Line Provider Training Manual For Accountability Group Billing Setup
6. Check the box next to any students who will be receiving services in this group. When you have checked all the students in this group, click
ADD STUDENTS TO GROUP.
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7. Review the students added. When done, select SAVE SETTINGS.
DSC-Top: On-Line Provider Training Manual For Accountability Group Billing Setup
REMOVE
STUDENTS
DELETE
GROUP
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Recording
Individual
Services
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DSC-Top: On-Line Provider Training Manual For Accountability Recording Individual Services & Confirming Claims
1. Select the RECORD SESSIONS option from the Provider Online Folder.
2. Verify that the District is correct and that your name appears in the provider box.
3. Select the correct Month that you will be using to record services.
4. Click the RECORD SERVICE button in the upper right of screen. You will now see your caseload.
RECORD
SERVICES
MONTH AND
YEAR
Last Date of Service for this
Month will appear.
You will see whether your
claims have been
confirmed.
5. Click on the ID to the left of the student’s name. NOTE: You can find the student you need by either:
Using the page navigation buttons immediately above the student list; or
Selecting the first LETTER of the student’s last name from the letters just above page navigation buttons.
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DSC-Top: On-Line Provider Training Manual For Accountability Recording Individual Services & Confirming Claims
SERVICE CODES CAN BE
VIEWED HERE
CLICK IN THE SPACE UNDER
THE CORRECT DATE
Always verify that the information is correct in the top portion of your screen.
Your district’s school calendar has been entered into DSCtop. Any dates when school is not in session will be “gray” (e.g. September 7 –
Labor Day.) Future dates will also be “gray.” You will be blocked from entering any services on dates that are gray.
6. Click in the space of the date you want to select and enter the abbreviation for the SERVICE CODE you want to use and the NUMBER OF
MINUTES you spent with the student on this date. E.G. I30. NOTE: To view the Service Codes available in your state, click the Service
Code button.
The No Service Code will
allow you to track the
reason for no service.
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DSC-Top: On-Line Provider Training Manual For Accountability Recording Individual Services & Confirming Claims
NOTE: You can enter two separate therapy codes on the same day (no space, no comma), and
You can enter Group Services on this screen if the group is not consistent and/or it’s more convenient for you.
Note that a Therapy
Note box will appear for
each service entered.
After you have entered the services, click either SAVE (to continue working with this student’s Therapy Notes) or SAVE & CLOSE to enter services
for another student.
You will see a screen confirming that the changes have been made successfully. Click “OK” to proceed.
If you need to change the month, use the drop-down in the Month box and then click RECORD SERVICES in the upper right of your
Caseload page. This will refresh the screen with the calendar for the new month selected.
Always confirm that the month appears correctly in the calendar screen before proceeding with your documentation.
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DSC-Top: On-Line Provider Training Manual For Accountability Recording Individual Services & Confirming Claims
TO PROCEED WITH THERAPY NOTE DOCUMENTATION:
7. Set the correct Time In or Start Time for the session. You can do this using one of two methods:
Click on the hour (or minute) and enter the correct value using your keyboard; or
Click on the hour (or minute) and use the up/down arrows.
The Time Out will calculate automatically based on the number of minutes you entered in the calendar.
In the boxes to the right of the Time In/Out, you will see:
The correct description (based on the Service Code you entered)
The correct number of units (calculated for you based on the number of minutes you entered.
Enter the number of the
goal(s) you want to use.
Separate with a comma if
more than one.
Select the appropriate
Progress Statement
8. Enter the number of Goal and/or Objective you would like to associate with this session. Use a comma to separate more than one. See
Section on Managing Goals/Objectives.
9. Select the appropriate Progress Statement using the drop-down list. NOTE: You can select “See Note” and enter another statement in
the Note Box.
10. Enter your Therapy Notes. This box will expand so that you can document as fully as you think is appropriate.
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DSC-Top: On-Line Provider Training Manual For Accountability
Recording for
Group Services
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DSC-Top: On-Line Provider Training Manual For Accountability Recording for Group Services
1. Choose RECORD SESSIONS from Provider Online folder.
2. Verify that your name appears in the Provider box.
3. Select the MONTH.
4. Click RECORD SERVICES.
5. Select the tab for GROUP SERVICES.
GROUP
SERVICES TAB
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6. Click the ID# next to the group you want to select.
DSC-Top: On-Line Provider Training Manual For Accountability Recording for Group Services
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DSC-Top: On-Line Provider Training Manual For Accountability Recording for Group Services
7. Select the DATE of service using the calendar in the upper left. (The session will default to the current date, if current month is chosen.)
8. Enter the ACTUAL MINUTES OF SEVICE for each individual student in the group.
NOTE: If student was absent for all or part of the session, select the appropriate reason from the drop-down box.
Enter minutes for each student
Select reason if student absent
for all or part of session
Enter notes in Therapy Note
Template and click APPLY
TEMPLATE
9. Enter the description of the activities you worked on during this session in the Therapy Note Template area. Click APPLY TEMPLATE.
A box will appear listing the students in the Group.
10. Check the students for whom the note is appropriate and click APPLY TO THESE STUDENTS. This will copy the notes from the Template to
each student checked.
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In the Note area for each student:
DSC-Top: On-Line Provider Training Manual For Accountability Recording for Group Services
SAVE SESSION
11. Confirm that the Time In is correct and edit if necessary. The time operates the same as in the Individual Recording screen
12. Select the appropriate progress note.
13. Select the appropriate Goal/Objective for this particular student. (Note: The goal/objective you select will “carry over” until you change it.) See
section on Managing Goals.
13. Add any notes that are specific to the student.
14. Click SAVE SESSION.
After saving the session, you can then select another date for this Group from the calendar; or click CLOSE (upper right) and select another group.
NOTE: The Individual Services screen allows you to record multiple dates of service for ONE student at a time; while the Group Services screen
allows you to record for multiple students ONE date at a time.
You can only “view” Group Services in the Group screen and Individual Services on the Individual Screen. However, you can
confirm ALL services using the Individual Screen.
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DSC-Top: On-Line Provider Training Manual For Accountability Recording for Group Services
Helpful Hint: Just as the triangle in the blue bar next to the DSCtop System Menu closes and opens that menu, the triangle next to the Group Name
expands the Group Information so you can edit the Group. You can change the default time, the Group Name, the description, and ADD and REMOVE
students from the Group.
Use the triangle beside the Group
Name to open the Group
Information.
15. If you need to REMOVE STUDENTS or DELETE GROUP, you may do so from this page. NOTE: Once you have entered services for a
Group, you will be allowed to Edit the Group (Add/remove students, edit the description, etc.), but you will not be allowed to Delete the Group.
Best practice is to wait to remove a student from the group the following month once all of the sessions have been confirmed.
Otherwise the session documentation will be deleted. When finished click SAVE SETTINGS
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Confirming
Services
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At the end of each month, review and CONFIRM your services. This process will lock your services indicating you are finished with the
documentation. All services should be confirmed by the 15 th of the month following the month when services were delivered. We strongly
recommend that you use the Therapy Note Report to review your services prior to confirming them. This report will show you all services –
both Individual and Group – for the month you select. (See the Reports Section for instructions.)
There are 3 ways for you to confirm your claims:
From the Record Services screen, you can click CONFIRM ALL if you are confident that you have no further changes. This will confirm
both the Individual and Group Services for the Month you have selected.
From the Record Services screen, you can click the CONFIRM button next to each student’s name. You’d want to use this option
if have completed your documentation for some students, but not for all students. This will confirm the claims for this ONE student for the
Month you have selected.
From the Record Services screen, you can select UNCONFIRMED SERVICES. This will allow you to confirm unconfirmed services by
student for ALL months that are unconfirmed.
THERAPY ASSISTANTS being supervised: Will follow this same process, but will choose “Lock” instead of confirm. After
therapy assistants have locked their services, this enables the therapist to confirm-(page 32, supervisor authorization).
Confirm All confirms all
services – both group
and individual for the
month chosen.
Confirm by student
confirms this student’s
services for the month
chosen.
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Unconfirmed Services
shows ALL unconfirmed
services for ALL
months.
Services can be
confirmed by student
and by month in this
screen.
Whichever method you choose, you’ll see a message warning you that this will secure the service(s) you have entered and asking if you want to
continue. If you choose to proceed, click OK. You will then receive a message letting you know that the confirmations have been made successfully.
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SUPERVISOR AUTHORIZATION:
DSC-Top: On-Line Provider Training Manual For Accountability
IF YOU SUPERVISE AN ASSISTANT, you will need to CONFIRM your Assistant’s services.
Select Supervisor Authorization from the Menu.
SELECT STUDENT(S)
SELECT MONTH & YEAR
CLICK VIEW CLAIMS
The names of any Assistant who is serving students who are on YOUR Caseload will appear in the Provider Box.
Click the GET STUDENTS (next to the Provider Box.)
Select the students you want to view or Select All.
Select the MONTH AND YEAR.
Click VIEW CLAIMS. This will bring up a report which will allow you to review the services.
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Click the CONFIRM button to finalize supervision.
If there are changes that need to made, contact your Assistant so they can make the appropriate edits. Then review and confirm
the claims.
NOTE: Assistants will have a LOCK rather than a CONFIRM button on their Record Services screen. Assistants should LOCK their
claims at the end of each month, following the same guidelines licensed providers use to CONFIRM. This indicates that they have
completed their documentation and that it is ready for the Supervisor to review.
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Managing
Goals &
Objectives
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DSC-Top: On-Line Provider Training Manual For Accountability Goals & Objectives
Goals & Objectives will be added each night from Filed, Archived, or moved from Filed to Archived SEAS IEP’s (depending
on the district’s preference). If your district uses the Goal & Objective Form in SEAS, DSCtop will display the Objectives;
if your district uses the Goal Only Form, DSCtop will display the Goal.
When you login to DSCtop for the first time, there will be no goals/objectives showing in the Therapy Notes Section of the
Individual Screen. To manage the goals/objectives you want to use:
1. Click on the “Change Active Goals List” button, which is accessible from both the Individual Recording and
Group Recording pages. Note that the example in the Individual Recording screen only has one goal in the list.
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An overlay will open that looks like this:
DSC-Top: On-Line Provider Training Manual For Accountability Goals & Objectives
In this example, two OT Goals are listed. The first goal is already in use for this month’s records, so it has been
grayed out to prevent you from un-checking it. If the student has completed this objective, next month you will be
able to un-check this objective.
2. Check any additional goals you want to add to your active list. In this example, if you want the second goal listed,
click the box next to goal and click OKAY.
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DSC-Top: On-Line Provider Training Manual For Accountability Goals & Objectives
You will see the goal(s) you selected added to your Active Goal list.
Frequently Asked Questions about managing goals/objectives:
Q: Will I have to re-build my list each month?
A: No. At the end of each month your goal list will carry over for each student until you un-check that goal using the
“Change Active Goal List” button.
Q: Why can I see goals listed under other service types?
A: Two reasons: In some districts, related service providers may work on an Educational Goal/Objective that would not
be specific to their Service Area; and the Goal Banks used in some states are not always clear as to the Service Area. For
these reasons we have made it possible for you to select goals from any goal/objective associated with this student.
Q: Will the changes I make in the Individual Recording page also show in the Group Recording page (and
vice versa)?
A: Yes. All changes will be reflected in both pages.
Q: Is there a way to select all of the goals within a certain Service Type?
A: Yes. Clicking the check box next to the service type name will select all of the goals connected to that service type.
Q: A goal’s check box is grayed out, and I can’t click on it. How can I remove it from my list?
A: The check box is most likely grayed out because it is already in use in a note for the month you have selected. If you
want to remove the goal/objective, you will need to wait until next month.
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Reports
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DSC-Top: On-Line Provider Training Manual For Accountability Reports
REPORTS: Open the Reports Folder in Menu (left side of screen.) There are three options:
REPORT #1: THERAPY NOTES
Click the Therapy Notes option in the Menu and click the GET CASELOAD button.
Select the students you would like to view/print or click “Select All.”
Select the Month/Year and click “Print Recorded Sessions”.
In most cases, “Print Recorded Sessions” will be used to print, sign and keep in student file. When clicking “Print Blank Form”, this
will allow you to print a blank form with no session detail.
GET CASELOAD
SELECT STUDENTS
SELECT MONTH/YEAR
SELECT FORMAT
NOTE: We strongly suggest you view this Report each month to VERIFY your services before you CONFIRM. This will allow you to
make any changes/edits/additions prior to confirming.
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REPORT #2: PROVIDER SERVICE RECORD (SUMMARY)
DSC-Top: On-Line Provider Training Manual For Accountability Reports
Select Provider Service Record from Menu
Enter START DATE and END DATE using the format shown.
Click GET SERVICE RECORD button.
NOTE that you can export this report to a PDF file or to EXCEL. Exporting to EXCEL will allow you to compute a TOTAL for each student so that
you can track IEP Accountability.
REPORT #3: CASELOAD FORM
Select Caseload Form from the Menu. A list of the students on your Caseload will appear.
Click the Adobe Acrobat (PDF) symbol to Export the Report. This report will provide you with a grid for the month that you can use to
record either actual minutes of service or attempts/successful attempts during the session. They then use their lesson plan notes to
complete their service record.
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