Therapy Log- Troubleshooting Student Records

Owned by Tracy Turner, created
Last updated: Mar 05, 2024
3 min read

The information below provides the requirements needed for a student to be added to TherapyLog from Phoenix. When troubleshooting, use the chart below to determine the issue and the responsible staff for providing that information before contacting the Service Desk.

 

ESI

Action

Responsible Staff

Student's ESI Status is “ACTIVE”

  1. Search for student

  2. ESI Status is “ACTIVE” in header  

A student’s record is ACTIVE in ESI the next business day after the first event (Initial Joint Review or Transfer event) has been locked in Phoenix (based on most recent enrollment). Initial Joint Review events are locked by the Evaluation Chair. Transfer events are locked by the Special Education Coordinator or the designee.

Student’s Phoenix Status is “ACTIVE (SPECIAL ED), ENROLLED” or “ACTIVE (NON-RESIDENT SERVICES PLAN), ENROLLED” in header  

ACTIVE (SPECIAL ED) indicates the Case Manager has locked an active plan in Phoenix.

OR

ACTIVE (NON-RESIDENT SERVICES PLAN) indicates a Non-Resident Services Plan has been locked in Phoenix by the SEIMS Department. Responsible staff is the Case Manager.

ENROLLED indicates the student has been enrolled by the Intake Department in ESI and added to Phoenix the next business day.

A student attending a private or parochial school must have “SNAP Indicator” Type on Student Codes

  1. Search for student

  2. Check for “SNAP Indicator” in Type on Student Codes tab

SNAP Department

A student with a Non-Resident Services Plan (NRSP), must have “Non-Resident Services Plan” Type on Student Codes

  1. Search for student

  2. Check for “Non-Resident Services Plan” in Type on “Student Codes tab

Student Data Department

 

 

 

PHOENIX

Action

Responsible Staff

Student requires an Active (Special Ed) status:

  1. Search for student

  2. Program Status is “Active (Special Ed)” on Summary screen in Program Snapshot section

An active plan has been locked by the Case Manager.

Student must have an active plan in Phoenix

An active plan has been locked by the Case Manager.

Must have at least one, active Medicaid-eligible service with service minutes

  • Speech Therapy

  • Language Therapy

  • Related Services – Physical Therapy

  • Related Services – Speech Therapy

  • Related Services – Occupational Therapy

  • Related Services – Language Therapy

  • Related Services – Social Work Counseling

  • Consult with Social Worker

  • Inst in Social Skills

The Case Manager/IEP team member has entered the service in the active plan.

Must have at least one, active service assigned to a MO HealthNet service provider

The Case Manager/IEP team member has assigned the service to a provider in the active plan.

Must have an active goal related to an eligible service

The Case Manager/IEP team member has entered a goal related to an eligible service in the active plan.

The student must have a reevaluation due date in (CRFs) entered on the student file that goes to the ftp site, otherwise, the record will not write to TL.

If a student has a pending/active plan with a date far in the future, send ticket to DevOps so that an adjustment can be made to the IEP/Initiation date on the file.