Monitoring Tools

NJ DDD documentation

Overview of the MTs

The MTS (Monitoring Tools) tab is a specialized clinical management section designed specifically for Support Coordination (SC) agencies in New Jersey. It serves as the primary workspace for tracking state-mandated Monitoring Tools (MTs), which are required by the NJ Division of Developmental Disabilities (DDD) to ensure the health, safety, and progress of individuals with intellectual and developmental disabilities.

The tab displays a chronological record of all monitoring activities (Monthly, Quarterly, and Annual) conducted for the client. By centralizing these records, agencies can ensure that no "monthly touchpoint" is missed, which is critical for Medicaid billing compliance. This tab is available if your agency is a Support Coordination company in New Jersey.

Key Components of the MTs Table

The records are organized into a searchable table with the following columns:

• MT (View Button): An eye icon/button that allows you to open the full digital report. Clicking this opens the specific Monitoring Tool where data is pre-filled.

• Task Title: The specific name assigned to the monitoring event (e.g., Monthly Monitoring - March 2026).

• Task Start/End: The exact window during which the contact occurred or was scheduled.

• Type: Categorizes the report based on DDD requirements:

  • Monthly (MMT): Standard monthly contact reports.

  • Quarterly/Annual (QMT): More detailed evaluations are required every three months.

• Date: The billing period or month associated with the report (e.g., Mar 2026, Nov 2025).

NJ Support Coordination Specifics

This tab is uniquely integrated with New Jersey's regulatory ecosystem through the following features:

• iRecord Synchronization: The platform automatically syncs with iRecord, NJ’s state system. It pulls in demographic data, Medicaid IDs, and DDD tiers so that Support Coordinators don't have to manually enter this data for every report.

• Pre-filled Compliance: When you click "View," the digital form is pre-populated with information from previous months' case notes, follow-up items, and current ISP (Individualized Service Plan) goals.

• Audit Readiness: Every entry in this tab serves as a timestamped "Audit-Proof" record. Agencies can instantly prove to DDD or Medicaid auditors that face-to-face visits or phone contacts occurred within the required timeframes.

Ecosystem & Usage Functional Connectivity

Function	How the MTs Tab Drives It
Billing & Claims	A completed and approved MT is often the "trigger" for generating a monthly Support Coordination billing unit. The system ensures the MT is finished before the claim is sent.
Ability Hub	While the full clinical MT is for agency use, high-level updates and follow-up tasks generated during the MT can be shared with the family's "Circle of Care" via the Ability Hub.
Follow-up Workflows	If an SC marks an issue as "unresolved" within an MT, the system can automatically create a new task in the TASKS tab to ensure the problem is addressed before the next month's report.

Available Actions

• Search & Filter: Use the search bar or filter icons to find specific past reports.

• Export: Use the download icon to export the MT list for internal agency reviews or state reports.

Clicking the icon displays the appropriate MT in a window. The user may then save or print the document, if needed.

Any follow-up comments associated with the MT are also available to view.

The Monthly Monitoring Tool (MMT) is a standardized form used by Support Coordination agencies in New Jersey to document mandated monthly contacts. Within Fieldworker, this form is digitized to ensure all NJ Division of Developmental Disabilities (DDD) requirements are met while automating the data flow from the client's profile.

Header & Administrative Data

The top of the form identifies the document as the Support Coordinator Monitoring Tool - Monthly. It includes a Follow Up Comments dropdown for quick access to previous notes and buttons for [DOWNLOAD] (PDF export for iRecord), [PRINT], and [CLOSE].

Section 1: Identifying Information

This section is largely pre-filled using data from the client's profile and iRecord synchronization.

• Individual Details: Name (Andre Fuego Mandana Maya), DDD ID (974643), and Program.

• NJCAT & Tier: Captures the NJCAT Score (Self-Care, Behavioral, Medical) and the current Tier (F).

• Contact Details: Records the Contact Date, Location, and Type (e.g., Phone, Face-to-Face), and identifies the primary contact person.

Section 2: Follow-Up Items

Displays unresolved issues from previous months. This ensures continuity of care and prevents critical tasks from "falling through the cracks" between monitoring cycles.

Section 3: Outcomes and Services

A series of compliance questions regarding the Individualized Service Plan (ISP):

• Verbal review of outcomes.

• Confirmation that services are being received as authorized.

• Progress towards goals.

• Note: Any answer marked with an asterisk (*) requires a detailed explanation in the Comments and Follow Up Items fields.

Section 4: Living Arrangement

Monitors housing stability and safety. It specifically asks about potential housing changes (e.g., rent issues, roommate problems) and checks if any Incident Reports have been filed since the last contact.

Section 5: Health and Safety

Tracks clinical changes over the last 30 days, including:

• Medication changes.

• Hospitalizations or ER visits.

• Medical/Dental/Specialist appointments and their subsequent follow-up recommendations.

Section 6: Medicaid Status

Directly reflects the "litmus" status from iRecord:

• Green Litmus: Individual is Medicaid eligible.

• Yellow Litmus: Medicaid is scheduled to terminate (requiring immediate SC intervention).

Section 7: Areas Requiring Division Assistance

Identifies high-risk scenarios, such as missing four consecutive face-to-face visits or other risk factors that require an SOS form submission to the DDD Helpdesk.

Section 8 - 11: Narrative & Sign-off

• Section 8: Captures open-ended feedback from the client/caregiver.

• Section 9 (Contact Summary): A qualitative narrative summarizing highlights or concerns from the conversation.

• Section 10 & 11: Formal documentation of who completed the tool (Rami Bazoqa) and, if necessary, the Supervisor Review date and signature.

Ecosystem Integration

• iRecord Sync: Data from this form (specifically Medicaid status and Tier) is pulled directly from iRecord to ensure the SC is working with the most current state data.

• Billing Trigger: Completing this form is the primary requirement for generating the Monthly Support Coordination (T1016) billing claim.

• Task Automation: "Follow Up Items" entered in Sections 3, 5, or 7 can be converted into actionable tasks in the TASKS tab to ensure they are addressed before the next month's contact.