The AGD Support team is offering a webinar on the use of SAMS to create and submit Initial Determination requests for AFC & GAFC (Adult Foster Care & Group Adult Foster Care).
Intermediate SAMS for AGD (AFC & GAFC Determinations)
Date: Tuesday February 9th, 2016
Time: 1:00pm -2:30pm
Update: The webinar was quite well attended. Click here to view the Chat Transcript.
Who should attend?
- Any SAMS users who have logged in at least once, and who expect to use SAMS in the next 60 days. AGD Point-persons are required to attend. If possible, please gather with colleagues to attend the webinar.
Agenda:
- Basic SAMS AGD workflow
- Effective use of SAMS Search: locating consumers & avoiding duplicate records
- Setting & Resetting widgets
- Workflow tasks
- Activities: using status as a “signal” to Coastline
- Using the Consumer List
- Special information for Point-Persons
- Wrap-up Q&A
Suggest a Topic:
- If you have a recurring issue that isn’t addressed by our proposed agenda above, please suggest a topic. Due to time limits, we will not be able to address particular issues regarding determinations currently in progress. Please send any suggestions by noon on Monday Feb 8th.
Watch the AGD Support Blog for Updates!
- It’s at https://agd-support.mass-aging-disability.org. Also, make sure your colleagues are using the most recent edition of the AGD User Guide.
AGD Team
Pam G, Allison A, Andy G, Jim O
Update: Chat Transcript
Viewer 56@All: donna O* rn the ARC of GP
Viewer 78@All: Delia M*
Viewer 100@All: Verna H* @CapeAbilities
Viewer 78@All: Delia Community Connection
Viewer 99@All: Angela M* JRI
Viewer 45@All: Audrey M*
Viewer 75@All: Barbara D* at Greater Waltham Arc
Viewer 116@All: Stephen M*, The Bridge
Viewer 129@All: Michelle C* at Seven Hills
Viewer 104@All: Annmarie R*r MA Mentor
Viewer 38@All: Victoria K*, Landmark at Monastery Heights
Viewer 21@All: Lea Anne K* RN, Christopher Heights-Worc.
Viewer 83@All: Linda M*l from Bethany Commuunities
Viewer 90@All: We*@ Melbourne
Viewer 36@All: Luanne Nonotuck
Viewer 53@All: Nathan D* RN, Massachusetts MENTOR
Viewer 87@All: Theresa E* CENTRO
Viewer 92@All: Suellen * All At Home Health Care
FHS@All: Comfort at FHS
Viewer 65@All: Linda L*, Presentation of Mary
Viewer 45@All: Audrey M*CHD
Viewer 81@All: Sharon The Bridge
Viewer 119@All: Kara C Advocates
joan bakunas@All: Joan B*, RSSI
Viewer 66@All: Christopher G* & Kristina T*, RN’s from Side by Side ALF
Viewer 17@All: Melissa S*, UCP of Berkshire County
Viewer 121@All: Lisa H* Arbors
Viewer 98@All: Megan Anodyne
Viewer 124@All: The Arc of Opportunity NC
Viewer 121@All: Donna B* – Arbors at
Viewer 65@All: Donna L*, Presentation of Mary
Viewer 108@All: Jennifer N*, RN, American Training, Inc
Viewer 86@All: Solomon B*, HOPE RESTORED HUMAN SERVICES
Viewer 80@All: May S* Hearth, Inc
Viewer 112@All: Roz C*, Benchmark Senior living
Viewer 111@All: Leonardo D*, Alternatives Unlimited, Inc.
Viewer 72@All: Davis Manor Sharon B* and Michelle M*
Viewer 80@All: Ellen N* Gard Hearth
Viewer 19@All: Rebecca K*, Center for Human Development
Viewer 74@All: Galina J*, Absolute Care, Inc
Viewer 130@All: Norita M* RN UCP metro boston
Viewer 115@All: Cassandra L*, RN Nonotuck Resource Associates Inc.
Viewer 109@All: Susan D* Nonotuck Resource Associates
Viewer 106@All: Deb C*, Seven Hills
Viewer 141@All: Kristen C* Harvest Home Healthcare
Viewer 102@All: Edwing G*, Victory Human Services
Viewer 80@All: Jon S* Hearth, Inc.
Viewer 67@All: MetroCare – Bill and Silvia
Viewer 110@All: Melina Z*, RN Nonotuck Resource Associates
Kathy Heffernan FSA@All: Kathy H* Family Service Assn
Viewer 102@All: Olayemi A*, Victory Human Services
Viewer 147@All: Paula D* RN Carolyn M* RN and Judy B* RN, Kennedy Donovan Center South Yarmouth, MA
Viewer 149@All: Mimi M* – The Arc of Greater Plymouth
Viewer 143@All: Debra B* Marguerite’s House Assisted Living
Tina V*@All: Tina V*
Viewer 145@All: Pam S*, RN and Joanne O*, RN, Cardinal Cushing
Viewer 139@All: pamira l* & karen s* notre dame du lac worcester ma
Tina V*@All: CENTRO
Viewer 23@All: Melissa S*, Sunrise Senior Living
hiedi@All: hi just checking to see if this is working
Viewer 89@All: Ellen L** RN. Paula S*l RN & Tricia R* RN @ MENTOR
Viewer 44@All: Julie L*and Mary C*, Alternatives Unlimited
Viewer 156@All: Kerry S*Haverhill Crossings
Viewer 57@All: Stacey C*, RN, Landmark Senior Living
Viewer 140@All: Maureen C*Whalers Cove Assisted Living
Viewer 151@All: A&B Home services
FHS@All: Ana FHS
Viewer 157@All: Brian M*, Independent Home Health Services
Viewer 32@All: Lynn M*
Viewer 96@All: Deborah W*and Vanessa H*, RN, The Arc of South Norfolk
Viewer 158@All: Amanda B*, RN RSD Atria Merrimack Place
Viewer 32@All: Fidelity House
Kayed K*@All: Kayed K*, We care 365
Viewer 31@All: bev angela Samantha RN family service association
Viewer 62@All: Janice T*, Christopher Heights Northampton
Viewer 84@All: Kelly D*, RN and Katie Skeirik, RN EMARC
hiedi@All: Hiedi K*American Training Inc Andover Ma
Kayed K*@All: Kayed K*, We care 365
Viewer 111@All: Mary M*, Alternatives unlimited Inc.
Viewer 162@All: Jeffrey O* Harvest Home Healthcare
Viewer 135@All: Jennifer B*, RN
Viewer 142@All: Mohamed B* J* Victory human services
Viewer 135@All: Nonotuck Resources Associates
Viewer 150@All: Monette B*, RN Nonotuck Resource Associates
Viewer 127@All: Brian UCPMB
Viewer 164@All: Heather L*, RN Kennedy Donovan Center
Viewer 133@All: Kathy P* RN Bethany Communities Services
Viewer 146@All: Pat J*k from Gabriel House
Viewer 77@All: Bonnie GWArc
Viewer 161@All: Christopher Heights of Northampton
Viewer 144@All: Sandra F*, RN The Arc of Bristol County
Viewer 168@All: Laurie M. P*, Charles River Center
Viewer 171@All: Sue@the Arc of greater Haverhill Nbpt
Viewer 174@All: Pat @ Massachusetts Mentor
Viewer 181@All: Monalisa L*
Viewer 175@All: Christopher Heights of Webster
Viewer 160@All: kris g* RN SugarHill
Viewer 159@All: Stephanie G*, R.N. The Residence @ Cedar Dell
Viewer 179@All: myra a* brigham house
Viewer 163@All: Lynne C* & Linda A* from CP of MA/Options
Viewer 180@All: Dmitry & Beth @ Loved Ones Care
Viewer 181@All: Monalisa L* APD @ Nonotuck
Viewer 185@All: Kitty, Kelly, Rachael @ Nonotuck
Viewer 169@All: Lynn.L*@thementornetwork.com
Viewer 136@All: Denise
Viewer 136@All: Denise G* @ Manor on the Hill
Jim O* (ELD)@All: Hi everyone!
Viewer 188@All: Pam Sa*, Kennedy Donovan Center
Viewer 117@All: Beth Sh* B*, Advocates
hiedi@All: Hiedi K* and Tammy W* both from American Training Inc. Andover ma
Viewer 118@All: Nellie V* and Jessica F* The Arbors at Taunton
Viewer 40@All: Darlene, Sue & Lorrie. Association for Community Living, Springfield
Viewer 198@All: pm*@epochsl.com
Viewer 85@All: AFC RN’s People, Inc Fall River
Viewer 36@All: Carmen and Alicia @ Nonotuck
Jim O* (ELD)@All: if you have questions, please enter them here in the chat window
Viewer 158@All: where did we find the user guide?
Viewer 129@All: on the AGD support website
Jim O* (ELD)@All: on the support website: https://agd-support.mass-aging-disability.org/
Viewer 116@All: I am not getting any audio
Viewer 150@All: Me neither
Viewer 198@All: Me either.
Andrea & Colleen RNs Nonotuck@All: me neither. No audio
Viewer 150@All: i cannot hear anything
Viewer 188@All: you have to call in
Viewer 23@All: can the volume be increased?
Jim O* (ELD)@All: you will need to dial in — Dial this number: +1.781.666.2350 Conference ID: 447-802-991
Viewer 209@All: can you talk louder plz
Jim O* (ELD)@All: 1st try increasing the volume on your phone
Tina V*@All: Please project voice. Other sounds are interfering.
Viewer 57@All: my volume is all the way up and still having some difficulty hearing
Jim O* (ELD)@All: is this better ??
Viewer 57@All: not really
Viewer 129@All: volume is fine
Viewer 209@All: good
Jim O* (ELD)@All: ok thanx
Viewer 57@All: now slightly better, thank you
Viewer 198@All: audio is better without the background interference.
Tina V*@All: It sounds better. Thanks!
Viewer 38@All: did search, found consumer, went to step 9, not allowed to update info on details page. & care enrollment shows prior agency.
Jim O* (ELD)@All: viewer39 — your 1st step after finding the correct consumer is to create/save the assessment (before most data has been entered). after assessment save, you unlock the consumer record, and then can make other changes.
Viewer 17@All: I recently entered a new client, who wants to change from another agency to ours and the name did not come up. They started about 5 years ago – is this the reason they are not in the system?
Jim O* (ELD)@All: viewer 17 — if you added another consumer recrd in that scenario, most likely you created a duplicate. make sure to verify your data, esp SSN & DOB
Viewer 17@All: is there a way to delete a duplicate then?
Viewer 157@All: Im getting the “SAMS not allowing you to create a new customer due to conflict with SSN” after I click OK
Viewer 21@All: What if they don’t have a Medicaid # yet ?
Jim O* (ELD)@All: you do not have permissions to do so, must go thru an administrative process with AGD support. Review the comments in this consumers Activity & Referral (A&R), Coastline will provide the info there (after setting A&R status to WAITING
Viewer 38@All: what about contact info etc on basic info page
Viewer 162@All: is assessor name the nurse doing the assessment or the person inputting the info
Viewer 111@All: whats to do when consumer has no medication?
Viewer 111@All: it is a required field
Viewer 65@All: When doing a new assessment we are able to get either Coastline or Our facility but, if we do Coastline, our Facility does not show in the list of Providers.. and vise versa..
Jim O* (ELD)@All: Viewer38. once you have saved the consumer’s assessment, you have update permissions to the consumer’s recrod, including contacts.
Jim O* (ELD)@All: viewer 162: assessor name is the RN who will sign the assessment
Jim O* (ELD)@All: viewer 65, what is your organization?
Viewer 171@All: How can we avoid multiple workflows to appear?
Viewer 232@All: How Do We know if the client already receives services
Jim O* (ELD)@All: viewer 171: to prvent multiple sets of workflows, do not save the assessment with the 3 trigger fields until all data entry is complete and validated by RN. (the 3 elements are RN name, Title, and screening type), near the bottom of the MDS.
Jim O* (ELD)@All: each time you save the MDS and those fields are non-blank, you will increase the number of workflow tasks for the user.
Viewer 225@All: the voice is fading again.
Viewer 171@All: When my workflow appears it disappears soon and so I have to keep clicking in
Viewer 65@All: St. Claire Residence
Viewer 111@All: What should we do if consumer has no medication to add to MDS? the forms does not allow this field to be blank
Jim O* (ELD)@All: viewer 65: close SAMS and login again. should be fixed now.
Viewer 65@All: Also when we added our first Consumer we had nothing in our workflow area.. Nothing was saved. We were able to upload files
Viewer 53@All: How do you unattach a file you attached by mistake?
Viewer 162@All: When I do an activity and referral- the save and close button is not highlighted so I cant click it to send it off to you… I’m not sure why.
Viewer 57@All: is the CAE enrollment for GAFC as well?
Viewer 38@All: is the narrative required for gafc
Jim O* (ELD)@All: viewer 53 = you do not have permissions to do this. If multiple copies for the same consumer: your comments to Coastline should clearly indicate which documents they should review. IF you uploaded a document for the incorrect consumer, notify AGD.Support@massmail.state.ma.us via SecureMail. An administrator will delete the document
Viewer 161@All: Can you state the four widgets that should be opened and saved on dashboard
Viewer 86@All: However at this point of submission, I discover that there have been duplication of the submission. How can I avoid this?
Jim O* (ELD)@All: viewer57 = yes CAE enrollment for either AFC or GAFC
Viewer 161@All: GAFC
Viewer 102@All: Should I create the widget before submitting the new Consumer’s file?
Jim O* (ELD)@All: these are listed onscreen. each widget is labelled Saved Search – Activity – AGD …
Jim O* (ELD)@All: each of the 4 widgets’ names starts with “AGD”
Viewer 100@All: Do we update the MDS yearly on SAMS? If not how?
Viewer 111@All: Please, discuss medication field on the MDS when consumer takes no medication
Jim O* (ELD)@All: viewer38: Narrative is always required, for AFC & GAFC
Viewer 147@All: Last week I sent a secure email to have consumer records merged and have not received a response. What is the typical turnaround time for a response that the records are merged?
Viewer 156@All: What did Pam just say we need to change it to after we “fix” something Coastline was waiting for? And how do we switch it from waiting to whatever she said. THX
Viewer 147@All: Once the consumer records are merged how do I go back and update records?
Viewer 102@All: Can you review the widget settings again please?
Viewer 102@All: Thanks
Caring R Us@All: Very muted audio on second male
Viewer 234@All: how does a community start process when never been connected to system?
Viewer 86@All: At the point of submission, I sometimes discover that there have been duplication of the submission. How can I avoid this?
Jim O* (ELD)@All: viewer234 – have you identified users? you need to communicate with AGD.support@massmail.state.ma.us
Viewer 157@All: consumer not showing up when I put the last name, SSN, and DOB in search field. I get an error on the next page when I continue to put info in saying “SSN already exist”
Jim O* (ELD)@All: viewer147: after a consumer merge, the merged consumer will have a different SAMS ID, but all the other data (assessment, attachments) should still be available. Open the recrd via a dashboard widget or the consumer list.
Viewer 234@All: If a consumer is in the system does that mean they are on GAFC or just on MassHealth
Jim O* (ELD)@All: viewer86: do you mean duplicate consumer records, or duplicate Activity & Referral within the same consumer?
Viewer 244@All: How do I get to the harmony website to log in?
Viewer 172@All: Is this secure email by point person only?’
Viewer 143@All: We have a resident converting to GAFC, but we noticed her name is spelled differently on her SS card than her MC card.
Jim O* (ELD)@All: viewer234 – could be either situation
WeCare 365@All: can you set secure email for RN and Care Manager along with Point person
Viewer 162@All: Is the point person the only one who has a secure email and how can we as nurses using it be added?
Jim O* (ELD)@All: viewer244 – https://login.harmonyis.net/
Viewer 111@All: Please, discuss medication field on MDS. What should we do if consumer has no medication to add to this field. It is a required field.
Viewer 136@All: Where do you go if it locks up
Viewer 102@All: Please give us some info on the medication question on the MDS
Viewer 66@All: If you do everything correct…How long will it take( estimate) to be approved by Coastline??
hiedi@All: We completed and saved an MDS and now are unable to find it in the system. We haven’t pinned anything so not sure if we did it correctly.
ELIZABETH@All: How do we delete a duplicate record?
Viewer 248@All: I have been sending secure emails to AGD support since October regarding adding an end user to our account, but I am getting no replies from AGD support. Would you please look into this? My email is m*@thearcofgp.org. I am a point person for The Arc of GP, Thanks, Mimi M*
WeCare 365@All: What if you don’t have tab ADD WIDGET? Can AGD Support assist with this issue.
Viewer 53@All: Do non medication protocols belong in the med list. I.e. glucose scores, Also are supplies to be on the med list?
Viewer 157@All: I am having the same issue. No response from AGD Support…. b*@independenthhs.com I have logged in securely prior to sending each of these emails
Viewer 142@All: what will be next assessment date? and do we to add ethnicity or race in the assessment
Viewer 38@All: how do we bring up all 4 widgets again
Viewer 102@All: Thank you for the widgets review
Viewer 65@All: We added a consumer but did not do it correctly which may be while we are having trouble. Is there a way to remove the consumer and start over?
Viewer 102@All: Very helpful
Viewer 220@All: please repeat the phone in number for questions and the email address. thank you
Jim O* (ELD)@All: viewer 38: see User Guide for clarification on widgets
WeCare 365@All: How about Approval Letters… Does Coastline send them out to the Consumer/Caregiver and Agency? When should they expect to receive the letter?
Viewer 232@All: how do we know if another provider performed an assessment before us
Jim O* (ELD)@All: viewer 65 = you do not have permissions to delete consumers. If you have created a duplicate, you must go thru the administrative process
Viewer 53@All: How do you erase one that you submitted and want to take back.
Viewer 65@All: Thank you..
Viewer 240@All: once someone is approved will the routine assessments be done on web site? Currently still using paper forms. If yes then would we be able to just pick that up in the system? meaning even though the process was started on paper can it then be maintained on the web site?
Viewer 136@All: How do you get back in if your locked out after 7 days
Viewer 157@All: Problem sending a secure email – My emails are not showing up on the receivers end. Says they are encrypted. I log in successfully, what might be causing this?
WeCare 365@All: Do we have to send Coastline a note if the Level Determination by Agencies RN.
Viewer 162@All: Do GAFC MDS need to be redone after 1 year or any amount of time
Viewer 38@All: details page not updated for existing consumer open thru prior agency
Viewer 168@All: Can the nurse still create an electronic MDS annually but not submit it but it could still be a record.
Viewer 38@All: personal info such as new address & care enrollment shows prior agency
WeCare 365@All: AFC question: Date for Semi Annual visit and Recurring visits. Making sure that we should be going by the start date of the program. Not approval date from coastline or intake date.
Viewer 168@All: Thank you
Me@You: Gaston P*, Erhap House Care
Viewer 143@All: Thank-you very much. This was very helpful !
Me@You: Couldn’t sign in before. Thanks
Viewer 244@All: I am very computer savvy and even with the guide I had a hard time entering this and understanding how to find out if its complete and what to do next. Has anyone else complained of this?
Viewer 232@All: it wont open
Viewer 38@All: have never seen anything on the blog
WeCare 365@All: Thank you
Viewer 232@All: yes on the blog
Viewer 38@All: guess I can’t find it
Jim O* (ELD)@All: blog URL –
Viewer 38@All: that is where I go
Jim O* (ELD)@All: https://agd-support.mass-aging-disability.org/
Viewer 244@All: how do you get the harmony.net link to log into SIMS
Jim O* (ELD)@All: get the user guide here — https://agd-support.mass-aging-disability.org/2014/06/18/user-guide-agd-providers/
Viewer 98@All: what should the narrative include for info?
Jim O* (ELD)@All: viewer244: if you have identified users, they will login to the Harmony portal here — https://login.harmonyis.net/
Viewer 102@All: Thank you sooooo much
Viewer 57@All: thank you! Definitely helpful!
Viewer 53@All: TYVM
Viewer 65@All: Thank you!
Viewer 163@All: Thank you!
FHS@All: Thank you very much.
Jim O* (ELD)@All: thanks everyone!
Viewer 240@All: thank you!
Viewer 142@All: thank you
Viewer 159@All: thank you…very helpful
History:
Feb 9, 2016: Updated with chat transcript.
Jan 21, 2016: This post was sent as email to AGD Point-people and to recent users. Please inform other SAMS users in your organization.