The Welfare and Institutions Code section 4648(a)(6)(D) was amended to require the IPP planning team to review the cost of providing services or supports of comparable quality by different providers and to choose the least costly available provider, including transportation, who is able to accomplish all or part of the consumer's IPP, consistent with the particular needs of the consumer and family as identified in the IPP. In determining the least costly provider, the availability of federal financial participation shall be considered. The consumer is not required to use the least costly provider if it will result in the consumer moving from an existing provider of services or supports to more restrictive or less integrated services or supports. 

​Kea-Live provides for this requirement with its Least Costly Vendor function.  The following screen shows the function which allows the case manager to search for specific service codes.  In addition, the user can confine the search to specific zip codes, for example, at or near the consumers residence.

A useful feature of the Least Costly Vendor is the vendor map, based on the consumers address, of the vendors listed

To view the Resource Profile form and its tabs, please click here. 

The Resource Profile is the primary repository of consistent resource information and is divided into several tabs.  Data that is related has been categorized and separated on the tabs, as indicated by the tab titles. Processing and the general look and format of the functions is similar to the consumer face sheet.

A primary responsibility of the RC is to monitor service providers to insure that the standards and requirements such as licensing, insurance, and Tile 17 are met and that they comply with the vendorization requirements.  Depending on the type of vendor, periodic, scheduled and unscheduled visits are made to the vendor facility.  Pursuant to these monitoring activities, the RC maintains considerable data specific to the vendor and a comprehensive history and audit trail on a series of forms referred to as Monitoring Tools. The Resource Profile supports the processing of these forms and data from the profile is typically pre-filled on the forms when they are created.

To view the individual pages/tabs of the IPP, click here.


The IPP or Individual Program Plan describes the developmental goals of each consumer and the services required to achieve those goals. For children up to 36 months of age this process is called the Individualized Family Service Plan or IFSP. Each year the IPP undergoes an annual review and every three years, a new plan is produced. The Consumer Profile, CDER, Medical Profile and any POS should be filled out before creating the IPP.

The IPP contains these sections or tabs: Identifying Info, Services, Health and Safety, Skills Demonstrated in Daily Life, Challenging Behaviors, Physical and Social Environment, Community and Social Life, Living Arrangements, Legal, Consumer Survey, Financial, Residential Review, Finalize/Signature, Addendum(s), Quarterlies, Annual Contact(s). The data required for the first three tabs must be entered, and the “Next” button at the bottom of Health and Safety selected, in order for the next tab to become accessible. Each successive tab through Legal works the same way, filling out the required data and hitting the “Next” button allows any Desired Outcomes to be confirmed and allows access to the next tab. There is an “Add” button for providing Desired Outcomes and when the IPP is first created, you are given the option of carrying forward the outcomes of previous IPPs.

The upper-left ‘Save’ (disk) icon stores the data and should be used before printing. The ‘Refresh’ (double arrow) icon gets the most recent values for any auto-filled data fields. The ‘Print’ (printer) icon prints the page using Crystal Reports (Consumer Survey is not included). The ‘Info’ (lowercase ‘i’) icon provides a popup with additional IPP information. The ‘Back’ (arrow) icon takes you to the IPP List.

Data automatically carried forward from Consumer Profile:

Identifying Info: Consumer Name, DOB, UCI#, Residence Name/Type, Address, Telephone (home), Service Coordinator’s User ID, Medicaid Waiver, Family and Others Important to Consumer

Services: General Info, Generic Service

Health and Safety: Hospitalization

Legal: Legal Info, Special Legal Conditions, Judicial Involvement, Review of Voter Registration

Financial: FCPP, Financial Summary

Data from Medical Profile:

Health and Safety: Current Status, Special Equipment, Special Diet, Medication List, Health Care Providers List

Data from CDER:

Identifying Info: Important information about consumer

Health and Safety: Seizure Disorder, Frequency, Current Height, Current Weight, Chronic Major Medical Condition, Special Health Care Requirements

Skills Demonstrated in Daily Life: CDER Narrative, CDER Historical MW Qualifier Narrative

Challenging Behaviors: CDER Narrative, CDER Historical MW Qualifier Narrative, Special Conditions or Behaviors, Behavior Modifying Drugs

Physical and Social Environment: CDER Narrative

Community and Social Life: CDER Narrative

Living Arrangements: CDER Narrative

Consumer Survey: All answers (they can be edited)

Data from POS:

Services: SCLARC Service

Health and Safety: POS Authorizations

Skills Demonstrated in Daily Life: POS Authorizations

Challenging Behaviors: POS Authorizations

Physical and Social Environment: POS Authorizations

Community and Social Life: POS Authorizations

Living Arrangements: POS Authorizations

When all required tabs have documented their Desired Outcomes, a Confirmation Status of “All the tabs have been confirmed” will appear on the Finalize/Signature page, and the SC can sign the IPP by hitting the “Submit” button. The Program Manager then has the option of selecting “Approve” which locks the data in the form, or “Return” (with a comment) which removes the SC’s signature and returns the IPP to their To Do List for further work. 


© 2015 Kea Systems

To view the individual pages/tabs of the IFSP, Click here.

An IFSP is a plan for special services for children under three. Once a child turns 3 an Individual Program Plan (IPP) is put into place.

The IFSP is set up to identify individualized supports and services that will enhance the child’s development. The IFSP is usually done at 6 month intervals but can be done more often if necessary.

To view the individual Monitoring Tools forms, click here.

The following pages are used to monitor individual vendors.  As different regional centers use different forms based on different local requirements, these forms are representative of the data collected and process conducted by regional centers in general.  Because Kea-Live is highly customizable, accommodating local requirements is relatively easy to do.  

The monitoring (QA) process may involve completing forms offline at the vendor site, and in this case, the forms are printed, signed, and left with the vendor.  Note the Offline Forms post that describes the process.  The following page lists the forms that have already been entered for the current vendor.  When a new form is needed, clicking the Add (plus) icon displays the available forms as shown in the 'New Form Selection Popup page below the list page.

Forms List

You may select any of the forms by clicking the View/Edit icon or you may create a new form by clicking the Plus icon which will display a popup window of available forms as shown below.

New Form Selection Popup

To view the Lanterman Intake / Referral Form, click here.

Lanterman Intake is a program designed to evaluate individuals 3 years old and older, analyze their needs and determine their eligibility. The Intake form is created by an Intake Screener who sets the date for an in-person interview (detailed in the Psycho-Social form) and assigns the case to an Intake Coordinator. There are 4 parts: referral information, consumer information, evaluation information and contact information.

The upper-left ‘Save’ (disk) icon stores the data and should be used before printing. The ‘Submit’ (padlock) icon locks the completed form and adds the client to the client list of the specified intake coordinator. Some users have an “Unlock” (open padlock) icon to reverse this. The client will not appear in regular search results until submitted. The ‘Add Comments’ (checklist) icon allows additional comments even after the form is locked. The ‘Print’ (printer) icon prints the page using Crystal Reports. The “Back” (arrow) icon takes you to the Lanterman Intake List.

The ‘Print Appointment’ button creates a letter suitable for mailing regarding the client’s first appointment, written in the client’s language when possible. The time, date, location and participants in the letter vary according to how the form is filled out. The letter will be addressed (Contact Name and Address) to the first contact entered in the form (contacts are at the form bottom).

When filling out the referrer section, select “Relationship Group” first, then “Agency / Relationship”.

Data pushed to Consumer Profile upon submission:

Face Sheet: First and Last names, AKA First and Last names, DOB, Place of Birth, Marital Status, Case Manager, Gender, Ethnicity, Language, Home Phone, Work Phone, Cell Phone, Residence Type, Current and Mailing addresses, Legal Status

Financial/Financial Info: Social Security Number

Legal/Legal Info: Legal Status

Status Dates: Initial Inquiry date, Initial Interview Date, Due Date, Intake CM, Assigned Date

Administration: Case Manager, Current Status, MIS #, UCI #, Area/Group and Supervisor are deduced from Case Manager

Referrals: Date of Call, Screener, Referral Source, Last and First name, Relationship, Home Phone

Programs: Day Program (from Program Status)

Contacts: (individuals from group “Medical” will appear on the Medical Information page, Doctors tab) Group, Relationship, First and Last name, SSN, DOB, Home Phone, Work Phone, Current Address, Disabled (Y/N), Deceased (Y/N). If referrer is a family member, that relationship isn’t currently carried forward, also not carried forward are contact’s marital status and place of birth

Intake Forms: all intake forms are available under this tab

Data pushed to Medical Information:

Doctors: Group, Relationship, First and Last name, Primary Phone, Work Phone, Current Address

To view the Lanterman Psycho-Social Form, click here.

Lanterman Psycho-Social is a form intended to evaluate the psychological and socialization history and current condition of a potential client and is used during the in-person appointment specified in the Lanterman Intake form.  Upon completion, the Psycho-Social is signed by the consultant, who then informs the program manager that the form is available for review. The PM then also signs the form, locking the data (removing the signature unlocks it). There are 3 parts:  a review section, medication list and list of doctors.

The upper-left ‘Save’ (disk) icon stores the data and should be used before printing. The ‘Print’ (printer) icon prints the page using Crystal Reports. The ‘Back’ (arrow) icon takes you to the Lanterman Psycho-Social List.

Medication and doctor records should be added as needed. Any doctor listed as a contact in the Lanterman Intake form should also be automatically listed under the “Doctors” tab.

Data automatically carried forward from Client Profile:

Review: Client Name, DOB, UCI#, Language, Age

Doctors: Group, Relationship, First and Last names, Primary Phone, Work Phone, Current Address

Data pushed to Medical Profile:

Medication: all fields

Doctors: all fields

To view the Lanterman Eligibility Review Form, click here.

​Lanterman Evaluatiobn or Eligibility Review is the last step in the intake process, performed by the Eligibility Team Participants selected at the form bottom. A detailed diagnosis is performed and a Lanterman Eligibility Review record is added to the To Do Lists of all those who are identified as Team Participants when the form is saved. There are 6 parts: Review, Recommendations, Medical Information, Medication, Doctor and CDER (Client Development and Evaluation Report).

The upper-left ‘Save’ (disk) icon stores the data and should be used before printing. The ‘Print’ (printer) icon prints the page using Crystal Reports. The ‘Back’ (arrow) icon takes you to the Lanterman Eligibility List.

Data automatically carried forward from Lanterman Intake:

Review: Due Date

Data from Client Profile:

Review: Client Name, DOB, UCI#

Data from Medical Profile:

Medical Information: Current Medical/Health Status, Additional Special Equipment, Special Diet, Allergies/Reactions/Side Effects, Dental Health

Medication: all fields

Doctor: all fields

Each Team Participant should write up a recommendation on the Recommendation tab, then update the Eligibility form by selecting the “Signature” button on the Eligibility Participants section of the Review tab.  Once all Team participants have signed, the Program Manager should sign the bottom of the form, which locks all the data and removes the item from the Team’s To Do List. If the signature is removed, the item will re-appear on the To Do List. If the consumer’s medical records require review, the reviewer must sign the form as well.

As a Kea client, you have direct access to our issue tracker. This document describes the tracking of bug fixes, enhancement requests and all other issues at https://keasystems.axosoft.com/. 

 Use your email address as the login ID with the password supplied by Kea. If no one at your company has a user with access to the tracker, send a request to support@keasystems.com with the name and email address of the designated individual and Kea will respond with a password that allows entry to the tracker. Also, any issues not entered into the tracker should be sent to that same email address.

, Enter the following fields, and click either Save button in the lower right:

To edit an existing ticket, just double click the item in the list or select it once and then hit the ‘Edit’ button.

Workflow
 
‘Workflow’ describes a ticket’s journey from creation to completion. When you first enter a ticket, its Workflow value will be ‘New. From there it moves to:

2)      ‘Being Worked On’, when it has been assigned.

3)      ‘Work Complete’, when it has finished QA.

After a ticket has been delivered to you, your name will appear in the ‘Release’ field. After a ticket has been accepted by you, the Status will be set to ‘Closed.’