Karen Ga

Mail/Filing

• Checked mailbox daily to ensure timely processing of correspondence.
• Electronically marked documents with receipt confirmation, recipient name, and date received.
• Organized electronic records, referrals, NOPs, and correspondence in each child's Teams file.
• Shared scanned records via email with nurse and case worker for coordinated care.

Email

• Monitored email first thing in the morning and every two hours thereafter.
• Responded promptly to all incoming messages.
• Organized emails for future reference by categorizing into designated folders.
• Activated away message in email during absence.

Telephone

Answers CHU work phones and Teams calls professionally, while adhering to Rutgers telephone signature guidelines.

Greetes callers with appropriate salutations, such as "Good morning" or "Good afternoon."
State your department or Unit
Ask: “How may I assist you?”

Ÿ Maintains consistent coverage of CHU phones throughout workday.

Ÿ Has cell phone charged, turned on and on person.

Ÿ Clears voicemail daily to ensure receipt of new voicemails.

Ÿ Prioritizes all calls and respond within 24 hours.

Ÿ Checks for messages first thing in AM, after breaks and lunch, and prior to leaving in PM.

Ÿ Triage and forwards calls to CHU staff – alert nurses to urgent calls.

Ÿ Leaves appropriate away message on the cell/desk phone when not in office.

Makes sure DCF Outlook calendar is updated with appropriate information.

Notification of Placement

Ÿ On day of notification of placement, starts documentation process:

o Create E-Folder

o Create a subfolder with Tabs for:

§ Primary Care, Physician, Dental, PPA/RPA, CME/CHEC, Birth Records, Health Passports, Immunizations, Growth Chart.

o NJIIS

Optum Health Focus pulls last year of base and drug reports and place in Teams in the E-file

OUTLOOK CALENDAR

Ÿ Utilize the calendar by:

o Placing all scheduled time out of the office on outlook calendar.

o Reviews PPA coverage for the day

EviDENT OF CHANGE

Ÿ E-mail RNA and CP&P staff if child listed on the report is not an initial placement.

Ÿ Check CME report for missing and upcoming exams.

Ÿ Check immunization report for outstanding status.

Ÿ Check dental report for missing and upcoming dental exams.

Ÿ Check all EPSDT reports for missing and upcoming EPSDT exams.

Check PPA report twice a month to ensure all PPA’s have been entered into NJS.

Send monthly reconciliation reports to RNA. Include all information from the weekly reports

PrePlacement / RePlacement Assessments

Ÿ Assists CP&P staff in scheduling PPAs / RePAs.

Ÿ Upon request from CP&P staff for PPA / RePA, communicates with Resource Nurse and follows with information in an email.

Ÿ Upon discussion with nursing staff and as instructed, reaches out to appropriate community providers to assist CP&P staff in getting assessment completed.

Ÿ Print NJIIS.

Ÿ Pull Optum Health Focus if available.

Ÿ Adds demographics to PPA / RePA form.

As hard copies of PPA reports are received, enter information into NJ Spirit, notify HCCM, place in electronic record, and give original record to caseworker, if done by CHU.

Tracks PPAs / RePAs according to CHU procedure and report on the monthly reconciliation

HCCM TRACKER

Ÿ On day of notification of placement, enter out of home placement from Notification of Placement into HCCM Tracker.

Ÿ Enters demographic information on the Case Management Tool.

Ÿ Adds tabs for both biological mother, biological father, and mobile response.

Ÿ Review HCCM Tracker to ensure all children in out of home placement are entered on spreadsheet.

Ÿ Communicate with offices who may be case managing children from your office to obtain updated case management information for the HCCM tracker.

Ÿ Communicate with offices who have children managed by the nurses in your office and share updated case management information for their HCCM tracker.

Review spreadsheet for accurate data to include but not limited to children’s office locations, the HCCM and SA managing the child, formulas, and other data.

Ÿ Collaborate with nurses with final preparation of HCCM Tracker according to Region/Local procedure and for quarterly report.

CMT

Enter demographics of new children and update any changes on the assigned nurse’s Case Management Tool.

Ÿ Meet with HCCM to review NJS information.

Ÿ Ensure all information on benchmarks are extracted and entered in NJS.

Review sheet with HCCM/RNA according to office procedure.

CME/CHEC

Ÿ Prior to scheduling CME / CHEC, consult with nurse about need for CME vs. CHEC.

Ÿ Within 2 days of notification of placement, contact resource parent to introduce CHP and discuss the need for CME / CHEC.

Ÿ Fax or send Form 6-18 received from the Nurse to medical providers for records. Include Form 6-8 on all requests. If Form 6-20 has been signed by the family, include this in the request as well.

Ÿ Notify Nurse, case worker, supervisor, and resource parent once CME / CHEC is scheduled (prior to appointment date), in order that CP&P staff and resource parent can arrange their schedules to accommodate the appointment.

Ÿ Document in contact activity note the day CME / CHEC was scheduled.

Ÿ Fax Part One of form (completed by nurses) to provider site along with any medical records prior to appointment.

Ÿ On day of verification that appointment for CME / CHEC has been kept, enter information into NJ Spirit.

Ÿ Initial Report paperwork should be given to CHU by CME site or CP&P staff.

Ÿ Track scheduled CMEs / CHECs.

Ÿ Verify with CP&P staff and resource parent that appointment is kept.

Ÿ Reschedule canceled appointments.

Ÿ Track scheduled CMEs / CHECs according to CHU procedure.

Ÿ Check Evident Change to check accuracy of NJ Spirit entry.

Ÿ Follow-up to ensure that final CHEC/CME report is received within 2 weeks of exam.

MEDICAL RECORDS

Ÿ Obtain 6-18 forms from HCCM and review for completeness, enter information into Medical Record Tickler in TEAMs, and drop off, fax, or email record requests to providers.

Ÿ The form 6-8 (Certification of Medical Records) is to be sent with every 6-18. The responsibility for follow-up of the 6-8 is with DCF.

Ÿ Forward records to CHEC / CME site and new medical home as directed.

Ÿ As directed by the HCCM distribute medical records to:

o Medical Home

o CHEC / CME site

o case worker

o nurse (for updating Health Passport)

Ÿ After nurse reviews certified records, upload the identified parts of the record into the E-File and NJS. and forward original records to CP&P staff.

Ÿ Check to see which records are still outstanding and follow-up with site for retrieval.

Ÿ Document response of the provider/facility on the tickler.

Ÿ Report status of records requested to nurse 30 days after not receiving the medical record.

Ÿ Follow-up as directed with outstanding records via phone or follow-up written request.

Ÿ Document efforts to obtain the collateral in a contact activity note.

Ÿ Report outstanding request via email to the RNA.

Ÿ Review HCCM tracker and Evident Change for all children placed OO State and request records from OOS providers quarterly and as needed. Report to RNA any issues with record retrieval.

Ÿ Report outstanding request via email to the RDS/or appointed person and copy RNA.

NJ SPIRIT

Ÿ Enter data into NJ Spirit updated information on immunizations, EPSDT and dental care, mental health, assessment, etc. as directed by HCCM/RNA, into NJ Spirit, from the Case Management Tool.

Ÿ Review for duplication, correct as needed.

Ÿ Enter updated information into New Jersey Spirit from the Case Management Tool.

Ÿ Update immunization information in NJ Spirit as soon as possible in the quarter.

TEAMING

Ÿ All staff work as a team to support the health care case management of the children.

Ÿ Participate in weekly planning sessions with SA/HCCM and sometimes RNA to plan optimum health care case management.

Ÿ Check upcoming needs for EPSDT, dental, etc., and work with team members to develop a plan of action.

Ÿ Meet goals for quarter as a team.

ACUITY

Ÿ Update HCCM tracker from the Case Management Tool.

Ÿ Update HCCM tracker quarterly/when acuity

changes.

DOCUMENTATION

Document contact with resource parents, caseworkers, and providers and any relevant information SA receives that may impact a child in

a contact activity note.

COMMUNICATION

Ÿ Contact resource parents and introduce the SA role.

Ÿ When the HCCM is out of the office, the SA will be the contact for resource parents, caseworker, and providers.

Ÿ Based on nurse availability, the SAs can assist HCCMs by scheduling home visit appointments.

Ÿ SA and HCCM to huddle weekly, for maximum team approach to health care case management.

Ÿ When requested, the SAs can assist resource parent with scheduling appointments.

Ÿ Attends DCP&P staff meeting and share during CHU staff meetings.