11.1 CLTS Functional Screen Online Course
To access the online course for employees seeking to become certified to complete the Children’s Long Term Support Functional Screen, go to link above through the University of Wisconsin Madison School of Nursing.
Enter the Access Code: dhs92fy. This code must be entered EXACTLY as listed (all lower case). If you need help accessing the course, contact Learner Support at: firstname.lastname@example.org.
After successfully completing the online course, certified screeners
will be asked to complete a short survey online. Once the survey is
complete, there is an opportunity to view and print their certificate of
achievement. Screeners must include a copy of their certificate when
requesting access to the functional screen.
Obtaining Access to the CLTS Functional Screen
To gain access to the CLTS Functional Screen as a Certified Screener, follow these steps:
Changing Access Information
Click on the link to ‘FSIA – Request Access’ and update the necessary information on the form and then follow the instructions on that page.
Maintaining Access with a Change in Name of an Employee
Restricting Access to the CLTS Functional Screen
Once certified, screeners are strongly encouraged to sign up for the CTLS FS Listserv. The Listserv is the principle way in which DHS will notify you about changes being made to the CLTS Functional Screen, clinical instructions and other screen-related resources. DHS manages the list to make certain screeners do not get unnecessary emails. This is a primary tool for all certified screeners to stay current on the CLTS FS. All certified screeners are accountable to know the information provided through the Listserv whether or not they sign up for the Listserv.
To join/unsubscribe the Listserv: Go to the Functional Screen Listserv
website above. You will receive a confirmation email after your request is
approved. You should either store this message on your computer or print a
hard copy for future reference. You must have an individual email address
to participate in the Listserv. Listserv owners may verify that new
subscribers have a need to know the information shared by the Listserv.
After your request is received, an email will be sent to the Listserv that
you are a new subscriber. You will recognize emails that come from the
Listserv because the subject line will always begin with the name of the
Listserv (Example: [cltsfslist] Update Volume 7, Number 3).
Certified Screeners can find important information concerning the CLTS FS at this website. Information includes:
Becky Burns is the CLTS FS Coordinator. She can be contacted regarding
specific clinical questions on the CLTS FS. Contact the CLTS FS
Coordinator when the final functional eligibility result is not what the
screener expected or anytime a screener has a question about the options
available on the CLTS FS. Under no circumstance should the CLTS FS
Coordinator’s name appear in any individual child’s functional screen.
Her recommendations are to the certified screener, not to the screen
itself as she has not had the opportunity to meet the child in question.
Screeners can receive technical assistance on the CLTS FS by contacting
the SOS Help Desk. Technical assistance includes, but is not limited to,
issues such as not being able to access the screen, changes in Social
Security Numbers, finding two files for the same child in the CLTS FS
The CLTS FS improves access to long-term supports for families by reducing multiple applications and eligibility reviews in order to access long-term supports and services. In addition to the benefits of this simplification for families is the reduction of duplication of effort by professionals at the state and county level. Central to this process is the acceptance of another certified screener's results for a child. Each certified screener has specific security and access rights. Therefore, a transfer process is needed to provide access to a certified screener in a different agency with differing security access.
The functional screen is a protected health record under HIPAA (the Federal Health Insurance Portability and Accountability Act). Transferring screens between agencies must be done in compliance with federal confidentiality and security rules and requirements. Sharing of confidential information without signed consent between county agencies and between county agencies and state staff is outlined in Wisconsin State Statutes 51.30(4)(b) and 51.42, DHS Administrative Rule 92.04(5), and Federal Medicaid laws on confidentiality.
1.) When requesting a screen be transferred:
2.) When transferring a screen:
Once a screen is transferred, it cannot be revoked. If a screener transfers a screen to the wrong agency, only the agency that received the screen can transfer it back to your agency. It is not acceptable to ask the agency that incorrectly received the transferred screen to forward or transfer the screen to the correct agency. The agency that incorrectly received the screen must transfer the screen back to the agency that originally transferred the screen.
For instructions on how to transfer a functional screen, refer to the
technical assistance document on our website at: http://dhs.wisconsin.gov/LTCare/FunctionalScreen/training.htm.
If you need help transferring a screen, contact the SOS Help Desk at:
3.) What the person receiving the functional screen will do:
The person receiving the screen must check that the correct child's screen was transferred. Within a timely manner, the screener should meet the child and complete a screen.
Incomplete Screens create multiple problems on the CLTS FS. By definition, an incomplete screen is a screen where functional eligibility has not been calculated. This error happens most often when a screener has used EDIT to update information on an existing screen and has not recalculated eligibility. It may seem to the screener that the updated information was not pertinent to functional eligibility but the screen may still require recalculation. Any time a screener enters information in the CLTS FS they must save that information by advancing to a new page and checking to see if "Eligibility" in the left hand navigation column continues to have a green check mark next to it. If there is no green check mark, then functional eligibility must be calculated again.
There are two other ways to know if a screen is complete or not. The
first is to look on the "My Recent Screens" page. If there is a
clock image next to "CLTS" in the same row as the child's name,
then that screen is incomplete. The other is to run the Screen Summary
at Agency Level report to generate a list of all incomplete screens by
a screener's name.
Note sections are available on every page of the CLTS FS. This space is provided for the screener to enhance or support the items they have checked (or did not check) on each page. Some screeners may use the note section to complete necessary requirements for individual programs (e.g., narrative assessment for Waivers). However, this is NOT the primary purpose of the note sections as they relate to the CLTS FS. The PRIMARY purpose or expectation is that notes will be made to strengthen and corroborate items checked on the screen.
The following specific notes are expected on certain pages:
FIVE (5) ATTRIBUTES OF CLTS FUNCTIONAL SCREEN QUALITY NOTES
Notes contain the evidence/substantiation/verification to support what is selected (or not selected) on the CLTS Functional Screen. There is a reason certified screeners select certain items on the CLTS Functional Screen. Notes should provide the facts/details/specifics that led to those decisions.
Purpose of Quality Notes
Five (5) Attributes of Quality Notes:
1. PROPER FORMAT
Notes appear on every page of the CLTS FS. Proper formatting is important because uniformity of the most up to date note at the top of the note section means anyone reviewing the screen knows where to look for the most relevant information. The format serves the purpose of locking (bookends) in a screener's notes so that no one else can accidentally add to the notes a screener has written.
2. PROFESSIONAL APPEARANCE
3. PREVIOUS NOTES ARE ACCURATE OR DELETED
4. INCORPORATE MULTIPLE SOURCES
5. CONTAIN DETAILED EVIDENCE
When another person (e.g., another screener, hearing officer, parent or CLTS FS Clinical Advisor) looks at a screen you have completed, it should be clear from reading the brief notes, why certain questionable items have been checked (or not checked) on the screen. This does not mean that there needs to be a note made every time a check mark is made. The critical notes are those that address items on the screen that might be questioned by someone else reviewing the screen.
Examples of items that do not require notes:
Examples of items requiring notes:
Screen Summary at Agency Level
Screeners can collect this data for a specific county, agency, screener, status (incomplete or complete) or archive status (active or archived). It can also be collected within a specific date range.
This report helps agencies monitor screens that are incomplete, when screeners are completing screens, the types of screens being completed among other factors.
Screen Time Report
Screeners can collect this data for a specific county, agency, screener or archive status (active or archived). It can also be collected within a specific date range.
This report helps agencies monitor the amount of time it takes for screeners to complete the tasks involved in meeting an applicant and completing a functional screen.
Screener Summary at Agency Level
Screeners can collect this data for a specific county, agency, screener status (Active or Inactive) or screener profile (Child Screener, Child Screens - View Only). It can also be collected within a specific date range.
This report helps agencies monitor the status of their screeners. This
is especially important when an employee leaves employment or assumes a
different role in the functional screen process.
March 14, 2013