Case Manager Definitions

Term

Ad-hoc

• A Progress, Support or Case Note entered for a consumer but the consumer was not in a session with the provider.

• A  Progress, Support or Case Note entered for a consumer when the consumer was in a session with the provider.

Consumer

• A person served by an Agency
• A person with a disability that makes it difficult to live without supports from an Agency

• A person hired by an Agency to perform a non-Provider function
• Our implementations set all Providers to be marked as Staff as well

• A person hired by any Agency to deliver services and supports to a consumer
• This person is the primary user of system functions like Service Entry

• A person that assists a Consumer.
• Can be a Staff or Provider
• Can be a family member, clergy, medical person or any other role that supports the Consumer

Vocational

• Any type of Service or Support focused on helping the Consumer to improve their job skills
• Any Job that a Consumer works on within an Agency

• Funding Agencies authorize an Agency to provide services to a consumer based on the consumer’s needs
• Service is a broad classification for group of like type Activities

Activity

• The specific type of service that is provided to the consumer by a Provider.

Program

• Consumers are enrolled into Programs while they are receiving services
• A program is used by an Agency to organize their services

• A consumer gets a referral to an Agency to receive services

Service Enrollment

• A consumer is authorized for a list of services based on the consumer’s needs
• Each service requires a Service Enrollment which tells the time period that the consumer is allowed to receive services

Program Enrollment

• Consumers are enrolled into Programs based on the types of Services they need
• A Program Enrollment is setup for a time period
• A Consumer may go through multiple statuses while in a Program Enrollment
• A program Enrollment is a fundamental building block for a reporting and monitoring consumers within an Agency

Agency Status

• Each consumer in an Agency must have an Agency Status
• The Agency Status shows what stage the consumer is in within an overall process of Referral, Intake, Providing Services, Suspended and Discharged.
• Agencies may have as many Statuses as they need to define the process of a consumer through the agency.

Program Status

• A program status shows the stage that a consumer is within the overall process through a Program
• Agencies may have as many Statuses as they need to define the process of a consumer through a Program.
• Every consumer with a Program Enrollment must have a Program Status

Placement

• A placement is recorded when a consumer is hired by an employer other than the Agency.

Life Plan

• The Life Plan is a container for all the Outcomes and Objectives that have been setup to assist the consumer in meeting their needs.
• The Life Plan’s Outcomes and Objectives are the primary items that determine what services and funding the consumer will receive.
• Providers are supposed to provide services in support of the Life Plan’s Outcomes and Objectives.

Outcome

• A high level goal for the consumer

Objective

• An outcome is broken down into multiple objectives.
• Objectives describe the goal, improvement or interactions that the consumer has determined that he wants to work on
• Objectives can be linked to Services authorized for the consumer
• Progress is recorded against Objectives
• Objectives can require that 1 or more progress records be recorded on a daily basis

Support

• A support is an interaction needed by the consumer to assist them in some task or activity.
• A support can be scheduled at specific times during the day.  Example:  A consumer may need help with feeding.  The support would be scheduled for Breakfast, Lunch and Dinner

Incident

• An incident is a problem that a consumer had at a specific location and date/time.  Example:  The consumer was running in the cafeteria and fell.
• An incident can be recorded as Minor or Major.

Behavior incident

• A behavior incident is a special type of incident involving a behavioral issue.  Example:  The consumer has a problem with getting into arguments and then screaming at everyone.  Each time this happens the agency wants to record the location and date/time.

Replication

• IBV needs to update and add data to other Vertex systems
• We do replication between 
  • IBV and Intuition
  • IBV and Rehab Management
  • IBV and Time Works Plus

Consumer Visibility

• Security concept in IBV
• Users are setup to have visibility to 1 or more consumers based on a variety of factors.  This link shows how consumer visibility is determined.  Consumer Visibility Rules

Staff Discipline

• The type of job the Staff person does 
• Examples:  Social Worker, Service Provider.  Each agency has a different set of disciplines that are required to run the agency.

Person Centered Planning

• Concept for how to help determine what assistance a consumer may need.
• The concept is that the consumer is asked what is important to him, how he wants to be treated, when he wants assistance.

Auto Clock Out

• If a consumer is currently in a service without a stop time and a new service record is added then the consumer will be automatically clocked out of the current record.

• The location where a service is provided to a consumer

• Provider Give Consumer Visibility To
• Staff Gets Consumer Visibility From

Service Availabilities

• Times that a service is offered

People Groups

• A group of consumers.
• The group has a name
• A group can be public – meaning any person can use the group
• A group can be private – meaning only person who created the group can use it.
• Used throughout Intuition and IBV to easily choose a group of consumers

Provider Certifications

• Staff Certification Tracking

• Punch records created from Session records within IBV
• Punch records are sent to an external system called Time Works Plus (TWP)

• Site ID given to you if you are using Staff Time & Attendance and/or Staff Scheduling

•  User ID used to relate the Staff person to Staff Time & Attendance