📲Support Coordination

Focus on your clients while FieldWorker automates, pre-fills data, guides and helps complete your Monitoring Tools(MT’s, Monthly and Quarterly)!

NJ Support Coordination

Support Coordination is a Division-funded service that assists individuals in gaining access to the needed programs and State plan services, as well as needed medical, social, educational, and other services.

We understand how much time you spend in data entry and validation, ensuring accuracy and tracking your follow-up items. You want to ensure that your submissions are error-free and of high quality. FieldWorker makes this entire process easy, quick, and error-free. With Fieldworker, you have less information to enter, you have confidence that the information is correct, you have the latest information from DDD and your MT gets completed, approved & submitted quickly.

Pre-filled Data from iRecord

FieldWorker uses the latest information available, automates inputs from DDD, pre-fills fields in the MT’s and guides you through to completion. By pre-filling this data, you save time by having less to enter, and gives you confidence that the information is correct, as it has already been validated.

Identify Initial Plans

The fieldworker uses your state agency data and uses a heuristic to identify plans that are not yet approved. This allows your agency to keep track of the completion of the PCPT and other steps within the stipulated time. The support coordinators can access the plan, create tasks for this plan, and/or book time against it.

NJ DDD assigns the status of the 'Initial Plan' if certain conditions are satisfied.

Goals and Needs

Track and Validate Follow ups

FieldWorker tracks, remember & flags follow-up items across visits. It easily and quickly guides the SC through the process, requires details on “*” answers, flags follow-ups from past visits, and makes sure that MTs are completely and accurately completed.

Schedule MTs and Plan Renewals

FieldWorker gives you a view into your MT schedule for MMTs and QMT and highlights critical dates so that your plan renewal is always timely.

Ensure the quality of your MT submissions

FieldWorker helps you ensure that all the information is accurate, giving you the confidence to avoid any manual errors that slow down payments, thanks to the overall MT process being quicker and leveraging automation. All feedback is always available while reviewing and/or correcting the form.

Avoid “Cloning”, We guide you through the complete process, every MT is uniquely created, DDD data is current and pre-filled, follow-ups are tracked and you are always audit-ready!

Monitoring Tool

Support Coordination in Fieldworker

Fieldworker software supports multiple roles that may be in use at various companies. The following three roles are pre-defined in the system

Admin - with all functionality available/accessible to this role, based on the subscription

Support Coordinator - generally allies with the functions performed by support coordinators

Manager - allows functionality around time management and MT approval

The app allows an admin user to create more roles to match the business processes of any organization. These roles, for most purposes, are mapped to an existing role. In the future, a more granular allocation of functionality via customization will be provided.

SC Page (Role: Support Coordinator)

This is the primary screen for a support coordinator. The screen lists all clients, and their relevant tasks .. for three past and three upcoming months and lets the SC associate the MT to the most appropriate task. The SC will also be able to create/update and submit the MT for approval, from this screen.

The Home page for a Support Coordinator is akin to a cockpit or dashboard to have a single screen that is needed by an SC for their day-to-day jobs.

Home page - Customers

An SC can download an approved MT and then submit it to DDD.

An SC can add a new note or comment, create a new task (i.e. future planning), or make a timesheet entry (task completed but was never added as a task), or upload/attach a document to a project or customer.

Adding a timesheet entry for a support coordination company only requires mandatory fields for the project name, task type, and duration. For now, all defined tasks are available to all employees for booking their time. In the next deployment, the SCA will be able to configure task types for various roles.

The SC has access to projects, contacts, and customers similar to all other roles.

A support coordinator can see all her time entries .. and submit the same for approval .. using the timesheets page.

Monthly Monitoring Tool

Users can associate a new MT form with one of the tasks in a given month. If another contact is made with the customer, the MT may be associated with any of the tasks in the current month. The contact details will be automatically updated to indicate the contact time and type.

MT can be completed in one sitting or over multiple sessions. You can save the form anytime and resume your work later.

MT form

The MT has many columns that may not be changing every month. The fieldworker pre-populates such fields in the form (If a form from the prior month exists). The User may update the values as needed.

1. Uses SDE

2. No of SDE

3. No of SDE Hours

4. Date Last Annual Physical

5. Date Last Dentist Checkup

6. Current Living Arrangement

7. Managed Day Program

8. Managed Residential Setting

Contact Location Type (From the location table)

Contact Period (Current Month)

Check here for a detailed walkthrough of MT functionality in the Fieldworker.

Home page - Tasks

Home page - Documents

This tab has the same view as that of the 'Artifacts' tab from the customer page. In this case, all documents for all customers for this support coordinator should be included.

An alternate view is also possible.

SCS Page (Role: Managers)

This is the primary screen for a support coordinator supervisor. The screen lists all their support coordinators with their clients and their relevant tasks .. for the past and upcoming months and lets the supervisor approve the MT.

Home page - SC management

Complete data table for SC management tab:

When supervisors click on the file name (MT form), the MT form will be opened as a PDF file in a new window, supervisors then go back to the review MMT pop-up screen, change the review status(approve/reject), leave some note/comment if needed and save.

An admin can manage and approve various timesheets submitted. A separate document covers the time management and Payroll functionality available in the Fieldworker.

For support coordination agencies, Fieldworker allows you to generate a debarment report, on demand.

Billable - For Support Coordination in NJ

The Fieldworker team is working on building an account receiveable system where an agency could generate an estimate of expected revenue based on the client population, services rendered, and the cost structure to provide these services.

For a company that subscribes to ‘Financial Reporting’ and is a ‘Support Coordination’ company, on the first of every month, and when triggered

1. For every active customer, that has an active project with a start date before the first of the month, and the end date beyond the last day of the month, create a full month entry in the billable table.

2. If the record exists with a different plan version and/or name (This is determined when a new plan is added whose program type is different from the previous plan), two partial billable will be created. The first is for the Current plan which should be from the start date to the end of the month and the second billable should be from the 1st of the month to the day before the Current Plan Start date. This will generally happen in a middle-of-the-month run. If the plan_version of the entry in the database is different from the current plan version of the project.

3. For every active customer, that has an active project with a start date after the first of the month, and the end date beyond the last day of the month, create a partial month entry in the billable table, if the record does not already exist.

4. For every active customer, that has an active project with a start date before the first of the month, and the end date before the last day of the month, create a partial month entry in the billable table, if the record does not already exist.

5. For every active customer, create a partial month entry in the billable table, if the record does not already exist, with a start date later than (date assigned to the SC agency, the date the individual turns 21 if in the Supports program, or the creation date) to the end of the month and should post when the start date is updated for the initial plan - This will generally be for a new customer, but can happen on both scheduled or an unscheduled run. Most likely, it will be a case where a partial billable is created instead of monthly because the customer only became eligible to receive the service from a specific date, during the month.