Encounter tracker and service gap analysis system and method of use

7,158,937

10/698423

November 03, 2003

Methods and systems for tracking whether an individual has received required services and for analyzing service gaps. In one embodiment, the present invention tracks special education students to ensure that they receive services that have been designated as appropriate for them. When a service is provided to any student by any provider, this information is input and maintained electronically. Once this information is entered, it can be analyzed to ensure that the services provided correspond with the student's IEP. In another embodiment, data from the input information on service encounters is usable with Medicaid or other reimbursement services to produce documents for submission for reimbursement.

Easter, Clark (Monkton, MD, US); Ewers, Theodosia (Mount Savage, MD, US); Koren, Amy H. (Pikesville, MD, US); Mathur, Amitabh (Banglore, IN); Easter, James M. (Owings Mills, MD, US)

Spectrum K12 School Solutions, Inc. (Towson, MD, US)

1. A method for educational or disability related service gap analysis, the method comprising: at a computer processor, receiving information describing an educational or disability related service encounter describing at least one of the educational or disability related service encounters being performed, missed, missing attempted and made up; at the computer processor, receiving a date range from a user; at the computer processor, identifying at least one education or disability service plan that is valid within the date range based on input from the user; at the computer processor, determining the expected number of educational or disability related services within the date range by performing a calculation based on information included in the at least one educational or disability related service plan; at the computer processor, identifying at least one educational or disability related encounter associated with the educational or disability related service plan occurring within the date range by accessing a storage medium readable by the computer processor, at the computer processor, comparing the expected number of educational or disability related services with the number of identified educational or disability related encounters for the educational or disability related service plan; at the computer processor, generating information indicating required educational or disability related services that were missed, missing, and performed, attempted and made-up' and at the computer processor, generating a result for the at least one identified educational or disability related service plan, the result indicating the shortfall and surplus of educational or disability related encounters for the at least one identified educational or disability related service plan.

2. The method of claim 1 , wherein the education or disability service plan is an individual education plan used in complying with the individuals with Disabilities Education Act.

3. The method of claim 1 , further comprising: at the computer processor, electronically determining a expected duration of education or disability services within the date range by performing a calculation based on information included in the at least one education or disability service plan; and at the computer processor, electronically determining the number and duration of identified education or disability encounters by performing a calculation based on information associated with the identified education or disability encounters.

4. The method of claim 3 , further comprising: at the computer processor electronically converting the expected number and duration of education or disability services and the number and duration of identified education or disability encounters to a common unit of measurement', and at the computer processor, comparing the expected number and duration of education or disability services and the number and duration of identified education or disability encounters to determine the variance between them.

5. The method of claim 1 , further comprising: at the computer processor, comparing the expected number of education or disability services for all identified education or disability service plans with the number of identified education or disability encounters for all identified education or disability service plans.

6. The method of claim 1 , wherein electronically determining the expected number of education or disability services comprises: at the computer processor factoring in the number of available days for education or disability service based on a calendar and based on any identified education or disability gaps in service.

7. The method of claim 6 , wherein the calendar is a school calendar.

8. The method of claim 1 , wherein the date range is divided into at least one time period.

9. The method of claim 8 , further comprising: at a computer processor, for each time period and each education or disability service plan, comparing the expected number of education or disability services within the time period with the number of identified education or disability encounters for the education or disability service plan within the time period.

10. The method of claim 9 , wherein at the computer processor a result is produced for each time period and each education or disability service plan, the result including a number indicating the shortfall or surplus of education or disability encounters for the education or disability service plan within the time period.

11. The method of claim 8 , further comprising: at the computer processor, for each time period, comparing the expected number of education or disability services for all identified education or disability service plans with the number of identified education or disability encounters for all identified service plans.

12. The method of claim 11 , wherein at the computer processor, a result is produced for all identified education or disability service plans for each time period, the result including a number indicating the shortfall or surplus of education or disability encounters for all identified education or disability service plans within the time period.

13. The method of claim 1 , wherein the at least one identified education or disability encounter for a education or disability service plan includes each education or disability encounter that occurred after the service plan terminated.

14. The method of claim 1 , wherein each of the at least one identified education or disability encounter is associated with a education or disability service that was provided or attempted.

15. A method for entering education or disability encounter information into a storage system, the method comprising: at a computer processor, receiving information describing a education or disability service encounter actually performed, the received information including an education or disability encounter type and the duration of the encounter', storing information describing the education or disability service encounter in an electronic storage medium readable by the computer processor, the stored information including the education or disability encounter type and the duration of the education or disability encounter', and at the computer processor, comparing an expected number of education or disability services with the education or disability service encounter actually performed; at the computer processor, generating information indicating required education or disability service that were missed, missing, and met, attempted and made-up and at the computer processor, generating a result for the comparison, the result indicating the shortfall and surplus of education or disability encounters. wherein the stored information is associated with a education or disability service plan, an individual receiving the education or disability service, and a education or disability service provider.

16. The method of claim 15 , wherein the education or disability encounter type specifies one selected from a group consisting of services provided, attempted services, and missed services.

17. A system for assisting a management entity with compliance with a management scheme, the management scheme including a plurality of requirements, the system comprising: means for receiving a date range from a user; means for identifying one or more education or disability service plans that are valid within the date range, based on input from the user; means for electronically determining the expected number of education or disability services within the date range by performing a calculation based on information included in the at least one education or disability service plan; means for electronically identifying at least one education or disability encounter associated with the education or disability service plan occurring within the date range by accessing a storage medium readable by a computer', and means for comparing the expected number of education or disability services with the number of identified education or disability encounters for the education or disability service plan; means for generating information indicating required services that were missed missing, and met, attempted and made-up, and means for generating a result for the at least one identified education or disability service plan, the result indicating the shortfall and surplus of education or disability encounters for the at least one identified education or disability service plan.

18. The system of claim 17 , further comprising: means for electronically determining the expected duration of education or disability services within the date range by performing a calculation based on information included in the at least one education or disability service plan; and means for electronically determining the number and duration of identified education or disability encounters by performing a calculation based on information associated with the identified education or disability encounters.

19. The system of claim 18 , further comprising: means for electronically converting the expected number and duration of education or disability services and the number and duration of identified education or disability encounters to a common unit of measurement; and means for comparing the expected number and duration of education or disability services and the number and duration of identified education or disability encounters to determine the variance between them.

20. The system of claim 17 , wherein electronically determining the expected number of education or disability services comprises: factoring in the number of available days for education or disability service based on a calendar and based on any identified gaps in education or disability service.

21. The system of claim 20 , wherein the calendar is a school calendar.

22. A system for assisting a management entity with compliance with a service plan, the management scheme including a plurality of requirements, the system comprising: a processor; a user interface functioning via the processor, and a repository accessible by the processor; wherein a date range is received via the user interface and stored in the repository; wherein at least one education or disability service plan that is valid within the date range is identified via the processor; wherein the expected number of education or disability services within the date range is determined via the processor', and wherein, one or more encounters associated with the service plan occurring within the date range is identified via the processor wherein the expected education or disability number of services are compared with the number of identified education or disability encounters for the education or disability service plan; and wherein information indicating required education or disability services that were missed, missing, and met, attempted and made-up are generated, and wherein a result is generated for the at least one identified education or disability service plan, the result indicating the shortfall and surplus of education or disability encounters for the at least one identified education or disability service plan.

23. The system of claim 22 , wherein the processor is housed on a terminal.

24. The system of claim 23 , wherein the terminal is selected from a group consisting of a personal computer, a minicomputer, a main frame computer, a microcomputer, a hand held device, and a telephonic device.

25. The system of claim 22 , wherein the processor is housed on a server.

26. The system of claim 25 , wherein the server is selected from a group consisting of a personal computer, a minicomputer, a microcomputer, and a main frame computer.

27. The system of claim 25 , wherein the server is coupled to a network.

28. The system of claim 27 , wherein the network is the Internet.

29. The system of claim 27 , wherein the server is coupled to the network via a coupling.

30. The system of claim 29 , wherein the coupling is selected from a group consisting of a wired connection, a wireless connection, and a fiberoptic connection.

31. The system of claim 22 , wherein the repository is housed on a server.

32. The system of claim 31 , wherein the server is coupled to a network.

33. A computer program product comprising a computer usable medium having control logic stored therein for causing a computer to run a education or disability service gap analysis the control logic comprising; first computer readable program code means identifying at least one education or disability service plan that is valid within the date range; second computer readable program code means for determining the expected number of education or disability services within the date range; third computer readable program code means for identifying at least one education or disability encounter associated with the education or disability service plan occurring within the date range fourth computer readable program code means for comparing the expected number of education or disability services with the number of identified education or disability encounters for the education or disability service plan, fifth computer readable program code means for generating information indicating required services, that were missed services, missing services, and services met, attempted and made-up', and sixth computer readable program code means for generating a result for the at least one identified education or disability service plan the result indicating the shortfall and surplus of education or disability encounters for the at least one identified education or disability service plan.

705/1

6270351 August 2001 Roper
1237096 September 2002

www.4glsoftware.com; any linkage; *Mar. 3, 2001; retrieved from the wayback machine Aug. 30, 2004. cited by examiner
PR Newswire; New York; Microsoft Names Winners of Technology Achievements in Education Awards. Feb. 29, 2000. cited by examiner
www.4glsoftware.com; retrieved from the wayback machine; any linkage Mar. 3, 2001. cited by examiner

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