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Evergreen Project Webinar
Lesley Myska & Brittany Rogers
12/10/2019
Welcome to the Evergreen Project Webinar for the OADS EIS Community Partners.
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Welcome
Maine Department of Health and Human Services
• Introductions
• What can I expect from this webinar?
• How can I participate?
Introductions
My name is Lesley Myska. I have been the Information Services Manager, here at OADS
since February of 2016. I oversee the OADS electronic systems and I am the Product
Owner for the Evergreen Project.
Here with me today is Brittany Rogers. Brittany is the OADS Contracted Project
Manager, for the project.
What to Expect
This webinar is intended to provide you with some project background, a current status
update, and some additional information about the new Evergreen system.
Webinar Details/Ground Rules
We have prerecorded the upcoming webinar to provide a consistent message for all of
our participants.
Your lines will be muted throughout the webinar to ensure that there are no
distractions for other listeners.
We encourage you to type questions into the chat at any time during the presentation,
as we intend to save some time at the end to respond to as many as possible today.
We may not be able to get to all of the questions during this session, however, we will
collect all questions submitted and post a comprehensive list of responses to our
project website at the end of the series.
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Agenda
Maine Department of Health and Human Services
• Why Evergreen?
• How to stay informed
• Common questions answered
• Featured Highlights
• Questions
On today’s webinar we will cover the following topics:
Why the Evergreen Project is happening, including project background, goals, and the
current project scope.
How you can stay informed
Answers to some of the common questions we’ve already received
Updates on some of the new and improved features available in Evergreen
And we’ll save some time at the end of webinar to answer questions that you have
submitted through the chat feature.
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Why Evergreen?
Maine Department of Health and Human Services
• Why are we doing it?
• What are the goals?
• What is the scope of the project?
• Background
What is the Evergreen Project?
The Evergreen Modernization Project is an OADS initiative to implement a single
electronic system to replace the office’s Legacy systems (EIS, MAPSIS, and MeCare) in a
phased approach.
FEi Systems (FEi), was awarded the competitively procured State of Maine contract for
configuring and implementing the new system.
The project is a reuse type project, leveraging code which has been built and
implemented in 7 other states and counties.
Why are we doing this project?
Prior to 2012 the Long Term Services and Developmentally Disabled Services
populations were managed by different offices in separate systems.
Due to resource constraints these systems were never combined.
The now 20+ year old electronic systems are not flexible or stable enough to handle
ongoing policy and program changes.
Resulting in DHHS not being able to efficiently implement data-driven business
decisions with a high level of confidence.
The overarching purpose of the project is to reduce long term service delivery costs by:
Increasing staff efficiency through the automation of current manual and paper
processes.
Reducing system errors and billing issues by adding functionality to enforce
business rules.
Making reporting more efficient and improving data quality by giving staff direct
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access to data.
What is the scope of this phase of the project?
The scope of this phase of the project is to implement a non-proprietary, web-based,
Care Management software application, which will be comprised of proven, web-based
software modules, configured/customized to match State of Maine Adult Protective
Services and MaineCare Waiver Section 13/18/20/21/29 and State Plan 102, program
policies and rules.
The project also includes a Data Warehouse, which will receive data feeds through
interfaces with the new Evergreen system, as well as feeds from some of the DHHS
Legacy electronic systems such as MIHMS and MeCare.
The Data Warehouse will store and transform data for analytical reporting.
The primary project goal is to improve the services being provided to our constituents
through the
Automation of some paper and manual processes
Reduction of redundant data entry
Streamlining of workflows and processes
And improvement of data and reporting
Project Background/Update
The project officially kicked off in July 2018
We had our 1st production release on 5/31/19, which included a single module called
the Program Management module that is being used by two of the OADS staff to
manage the waitlist and offers for MaineCare Waiver Section 21 and 29.
We have two more releases planned.
One at the end of April 2020 for the Adult Protective Services and Public Guardianship
forms.
And one at the end of May 2020 which will replace of the OADS EIS functionality for our
Developmentally Disabled and Neurobehavioral Programs.
All of the system requirements were completed at the end of September.
The project team is currently focused on data migration and testing activities.
Formal User Acceptance Testing for the Developmental Disabilities and Neurobehavioral
program functionality will begin in February.
And Training for the EIS OADS users is planned for April of 2020.
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How To Stay Informed
Maine Department of Health and Human Services
• Monthly emailed communications
• Website www.maine.gov/dhhs/bh/evergreen/
Communications
FAQs
Training
If you are wondering how you can stay informed about the project, there are a couple
of simple ways.
The first is by reading the monthly emails that we have been sending to our EIS email
distribution list. The monthly emails include lots of great information such as project
updates, sneak peaks of some of the cool new features that Evergreen has to offer, and
answers to some of the frequently asked questions.
The other option is to visit our project website at www.maine.gov/dhhs/bh/evergreen/,
where you can find pdfs of all of the emailed communications, a comprehensive list of
all of the questions and answers from these webinars, and in the future, we will be
posting additional details such as training dates.
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Update EIS Email Address
Maine Department of Health and Human Services
• Update your email address in EIS
Do it yourself:
Send a request to: [email protected]
Microsoft Word
Document
If you haven’t been receiving our monthly emails, we may not have your current email
address.
You can update your email address by logging into EIS, clicking on the “My Events”
option in the left-hand menu, then from the “My Events” page, click on the “Set My
Preferences” option, make the necessary changes and click save.
If you’ve already done this and you still aren’t receiving our emails, please send a
message to the EIS Support email at [email protected].
It is important that we have your updated email address, as this is how we will be
sending out your Evergreen system login credentials.
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Common Questions Answered
Maine Department of Health and Human Services
• Common questions that have been asked
Training
Provider Portal
Data Migration
Browser Compatibility
We have already received several questions related to training, whether Evergreen will
include a provider portal, how data will be migrated into the new system, and which
internet browsers are compatible with the Evergreen system.
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Questions: Training
Maine Department of Health and Human Services
• Will I be trained? Yes
• When? April 2020
• Training Poll
The questions we have received about training include will training be provided and
when.
The answer is Yes and training is planned for April of 2020.
We have a multi-faceted training plan with a variety of training options including:
Live webinars, which will be recorded for playback
Robust training manuals with step by step instructions and system screen shots
A series of short video tutorials which will cover topics like searching for a person
record, creating a new form, submitting a reportable event, and so on
You will also be given access to a training environment, which you can access as much
as you’d like prior to the system launch to familiarize yourself with the system in
advance
We also intend to train up some of our internal staff such as the Incident Data
Specialists and Community Case Management Liaisons to provide additional support for
you after we go live
Lastly, FEI’s Help Desk will be available Monday through Friday from 8-5 to answer any
system related questions you might have
We are going to pause the recording for a short, four question poll, to help us
determine whether it is feasible to offer live, in-person training.
Please take a moment to respond to the questions now.
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Question: Provider Portal
Maine Department of Health and Human Services
• Will I be able to send data from my electronic system into Evergreen?
Yes, Eventually
Another question we have received is whether Evergreen will allow you to import data
from your own electronic systems directly into Evergreen.
The answer to this is question is yes, eventually.
This current project is the first phase of our system upgrades.
We plan to make additional enhancements including a provider portal, which will allow
for data to be uploaded into Evergreen.
This functionality will be included as part of the scoping for the next phase.
We will have a better time table for these enhancements by next year and will
communicate dates for this feature at that time.
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Question: Data Migration
Maine Department of Health and Human Services
• Will I need to print everything in EIS? No
• Will I need to manually input all of my client information into Evergreen? No
We have received a couple of questions about the data in EIS and whether you will
need to print anything from EIS in preparation for the move to Evergreen and/or
whether you will be expected to manually enter any of your existing EIS client data into
Evergreen once it has been rolled out.
The answer to both of these questions is no.
ALL data from EIS will be migrated and validated in the Evergreen System, and/or Data
Warehouse, by the project team before we switch over to Evergreen.
There will be no need for you to print any data in preparation for moving to the new
system and there will be no expectation that you will have to enter any of the EIS data
into Evergreen.
We will do that for you as part of the data migration.
Data necessary for you to do your jobs will be available in the Evergreen system and
historic data will be available upon request, from the OADS Information Services Team.
A data request process will be developed and shared with you, for submitting these
requests and receiving a timely response.
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Question: Compatible Browsers
Maine Department of Health and Human Services
• What browsers are compatible with Evergreen? Chrome and Internet Explorer are Confirmed
We have also heard from you about which internet browsers you can use with
Evergreen.
The Evergreen system is built using HTML5, which is a browser agnostic technology.
The system is fully tested in Chrome and Internet Explorer.
It should also work in Microsoft Edge, FireFox, and Safari, however we can not
guarantee full functionality in anything other than Google Chrome and Internet
Explorer 11.
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Features: Improved
Maine Department of Health and Human Services
• Person Profile
• Comprehensive Assessment
• Person Centered Plan
• Prior Authorizations
• Reportable Events
Person Profile
The Evergreen system is Person Centric, meaning almost everything you will do is
within the context of a person record.
In order to ensure that data is in sync with other DHHS systems such as ACES and
MIHMS, the Evergreen system will leverage some MaineCare data sets. The Member
data set will be searched, and matching records can be used to create a new person
record including names, social security and Medicaid numbers, and other demographic
information like addresses and phone numbers.
Data collected and maintained in the person profile will be used to prefill other
form/areas of the system, such as the comprehensive assessment, person centered
plan, and others.
The Person summary page is a landing page which contains all of the important items
that members of the Crisis team, After Hours support, Public Guardians, and Case
Workers would need immediate access to such as:
Guardianship Status
Critical, Safety, and Environmental Alerts
Allergies
Eligibility/Enrollment Status
And Waitlist/Offer Status to name a few
Comprehensive Assessment
In Evergreen we have condensed our three existing assessment forms (the BMS 99,
Psychosocial, and portions of the V7) into a single Comprehensive Assessment form.
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Data from the Person Profile and Intake assessment will feed into the comprehensive
assessment, making it much more efficient for Caseworkers to complete.
The assessment questions grouped by domain or topic areas.
Most of the questions are yes/no answers and several are contingent on others and will
only display if previous responses require them to be answered.
Each domain areas has a set of standard “Needs” question which will be used to pre-
populate the Person Centered Plan under the Shared Planning Needs section.
When a person experiences a significant change in need, the most recent comp assess
will be made available for editing.
Person Centered Plan
With the help of some subject matter experts and the PCP Board we have been able to
overhaul the Person Centered Plan in Evergreen.
This new format will reduce the process from 4 Parts down to 2 Steps.
Portions of the plan will be pre-populated by the person profile and the comprehensive
assessment.
The process coordination section is grouped into same domains as the comprehensive
assessment, with ability to view all of the answers from each assessment domain
without having to navigate away from the plan.
The shared planning section offers the ability to document non-waiver and natural
supports, along with waiver services.
And documentation of the services and supports being provided, from the current V7,
have been incorporated into this section as well.
Supports being provided to, with and for the person, can be documented in text fields
within each service added to the plan or uploaded as a HAB Plan attachment.
The services section will also allow risks captured during process coordination to be
linked to a need and mitigations strategies documented in the services being provided,
per the HCBS Rules.
All Waiver Services added and approved at the meeting will auto generate Prior
Authorizations for Resource Coordinator review/approval.
Prior Authorizations
Prior Authorizations, which are generated by the plan will queue up for resource
Coordinator review and approval in the PA module.
Evergreen will also leverage MaineCare a provider data set for the creation of
organizations and locations, which will help to reduce PA errors related to mismatching
NPIs.
The MaineCare data sets will also give us the ability to display PA utilization within the
Evergreen system.
Reportable Events
The reportable events form has also been streamlined.
It now includes a couple of standard questions about emergency and law enforcement
involvement, which will help to reduce the number of custom questions being asked.
And custom questions will dynamically appear within the form based on the categories
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selected making it more efficient to provide answers than in EIS.
The death report questions have also been incorporated as custom questions to
eliminate the separate step for reporters to complete another form.
The 30 day follow up form is available immediately upon submission of a reportable
event, however it can be filled at any time within the 30 day period.
Evergreen will provide the user with a reminder if the follow up hasn’t been completed
within 25 days of submission, so that they are submitted timely.
AND best of all…you will no longer have to use EIS!
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Features: New
Maine Department of Health and Human Services
…and MORE
• Help features
• Password resets
• Attachments• Global print
• Queries
• Enhanced Person Profile• Single sign-on
• Field level validation
• Required fields
• Business rules• Coverage
• Electronic signature
• Responsiveness• Chrome
In addition to the improvements, Evergreen will offer several things that EIS doesn’t.
You will have access to a Help section, where you can find user manuals and training
video tutorials, along with the contact information for the Help Desk. More
importantly, you can submit a support ticket from any page within the system and track
the status of the ticket within the Help section.
You will no longer have to wait for someone to reset your password for you, as you will
have the ability to reset your Evergreen password whenever you need to.
In Evergreen you will have the ability to upload and view attachments by category.
Evergreen also offers a global print feature that allows you to print any page, as it is
displayed, within the application.
Queries are predefined role based task lists that allow you to quickly drill down to the
outstanding tasks that require an action.
The Evergreen Person Profile includes a Health Information tab where you can add
multiple diagnoses, medications, allergies, and more) as well as a History tab where
new bits of history can be added by domain categories and sub categories, as they are
discovered.
If you are a user with multiple roles, you will only need one set of login credentials for
your combined set of access.
Field level validations preventing things such as future dates of death, alpha characters
in numeric value fields, etc., will help to reduce data entry errors.
Required fields will be highlighted and marked with asterisks if they are required to
save a form and fields required for submission will be marked with an exclamation until
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they have been filled, when they will change to a check mark. Each form will provide
the ability to see which sections still need to be completed before a form is submitted.
Business Rules will alert users when they attempt to execute something that they might
not want to do (ex: resource coordinators will see an alert when a prior authorization
might result in a claim being denied due to provider enrollment ending before the
service authorization end date).
If you are going to be out of the office for an extended period of time, you can use the
coverage feature to assign someone to cover in absence. If you are out unexpectedly,
then your supervisor can assign coverage for you.
The electronic signature feature allows you to capture person and caseworker
signatures on a variety of forms using the computer touch pad OR you can choose to
upload a document with a wet signature if you prefer.
The Evergreen system will respond faster than EIS, with 80% of page clicks resolving in
less than 2 secs.
Evergreen has been fully tested and is confirmed to function in Google Chrome.
And so much more.
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Maine Department of Health and Human Services
Evergreen Home Page Screen Shot
Welcome to Evergreen
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Questions
Maine Department of Health and Human Services
We have reached the live question portion of the webinar.
Please feel free to type your questions into the chat now.
We will answer as many questions as possible in the remaining time.
All of the questions submitted, will be collected and responses will be posted to our
project website at www.maine.maine.gov/dhhs/bh/evergreen/, at the end of the
webinar series.
You can also email the Evergreen project team at any time at
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Brittany Rogers
Project [email protected]
https://www.maine.gov/dhhs/bh/evergreen/index.shtml
Maine Department of Health and Human Services
This concludes our webinar.
Thank you for participating!
We look forward to working with you on a successful system implementation in 2020.
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