Student Profile Setup and Maintenance

Student Profile Setup and Maintenance: Standard Operating Procedures

What

Any student who is eligible for ABA services must have a completed profile on CentralReach before they can begin receiving those services. This involves creating a comprehensive student profile within the system.

Purpose

• Service Eligibility: To ensure that all students eligible for ABA services have a complete profile in CentralReach.

• Data Management: To establish a centralized record for each student within the Hawaii Department of Education’s (HIDOE) process, facilitating the management of their ABA services.

• Workflow Integration: To enable seamless operations within CentralReach related to the student's care, including scheduling, progress tracking, billing, and communication among providers and staff.

Who

For all new students, or those missed during the initial migration, the responsibility for inputting them into CentralReach falls to the District Educational Specialist (DES) and designated District Staff.

When

A student's CentralReach profile should be completed before they begin a Functional Behavior Assessment or receiving ABA services. This process is typically initiated at the start of an evaluation.

Terminology

• Contact Forms: Efficient way to create user profiles 

• Payors: The financial party that reimburses for the services documented within CentralReach (i.e., District/Complex Area)

• Contact Labels: These specific labels are attached directly to client and employee profiles, enabling efficient categorization and filtering of individuals within CentralReach.

• Connections: The relationships between profiles that enable information sharing and workflow management.

• Authorizations: A student’s IEP Services

Resources

Instructional Slides: Inputting New Students (SOP)

CR Support Checklist: Inputting New Students: CR Support Checklist (MASTER-SOP)

Training Video: Coming Soon

What

Connections refer to the established relationships between different user profiles, such as clients and employees. These links are fundamental to how the platform functions, enabling the sharing of information, assignment of roles (like a Behavior Analyst and the student) and facilitating workflows such as scheduling, billing, and data collection. Connections streamline communication and ensure that relevant parties have appropriate access to student records, progress notes, and other essential data within the system.

Purpose

Establish the official relationships between different user profiles to enable all necessary workflows. This ensures that the right people have the appropriate access to a student’s information, enabling them to schedule appointments, collect data, document progress notes, and manage billing.

Who

Access to manage Connections within CentralReach is limited to specific roles including the District Educational Specialist (DES) and designated District Staff.

When

Connections are established in CentralReach as soon as a new relationship is required for service delivery—for example, when a new staff member is hired, when a new student begins receiving services, or when a new provider is assigned to a case. They are an essential part of the initial setup process.

Terminology

• Case Assignment: Process of officially linking a student (or "case") to the specific providers 

• Interval Updates: Profiles, Connections, Appointments: Scheduled, bulk changes made to CentralReach to keep the system up-to-date

Resources

• Instructional Slides: Connections (SOP)

• CR Support Checklist: Connections: CR Support Checklist (MASTER-SOP)

• Training Video: Coming Soon