| Provider Type(s) for Which These Instructions Apply | Program(s) for Which These Instructions Apply |
|---|---|
| Case Management | ADvantage |
Case Manager Certification Process
Step 1: Register the Candidate
Providers register new Case Manager Candidates for CMOT by submitting a Provider Question (PQ) following the “Register Candidate(s) for Case Management Orientation Training“ job sheet.
Before attending CMOT, each candidate must complete at least five days of provider orientation. This orientation is documented using the New Case Manager Record of Orientation Checklist, provided by MSU.The checklist will be provided with the candidate’s registration confirmation letter and approved training schedule, attached to the PQ.
During the provider orientation period, the Provider should also:
- Submit a Harmony Access Request for the candidate.
- Ensure the candidate subscribes to GovDelivery to receive MSU Provider Bulletins.
Step 2: Access Training Information
Prior to CMOT, the Case Manager Candidate and their Supervisor will receive an email from the Oklahoma University Center for Public Management (OUCPM) containing:
- The Zoom meeting link for training
- Instructions for accessing the Oklahoma Learning Management System (OKLMS)
Candidates can create their OKLMS account as soon as they receive this email.
Step 3: Complete OKLMS Pre-Work (Module 1)
Before attending CMOT, candidates must complete the Pre-Work in OKLMS.
Module Availability
- Opens: Monday prior to CMOT week at 12:00 p.m.
- Closes: Thursday prior to CMOT week at 11:59 p.m.
To attend CMOT, candidates must:
- Complete the New Case Manager Record of Orientation Checklist
- Complete the Pre-Work
- Score 80% or higher on each of the Pre-Work Knowledge Assessments
- Complete the Pre-Work Feedback Survey
Important: Candidates who do not complete these requirements before the deadline will not be permitted to attend CMOT.
Step 4: Attend CMOT
Candidates will participate in live virtual instructor-led training via Zoom during CMOT week.
Training Schedule
- Monday through Wednesday
- 8:30 a.m. – 4:30 p.m.
To continue through the training, candidates must successfully complete each component by:
- Complying with MSU virtual certification training conduct requirements
- Scoring 80% or higher on each Knowledge Assessment
- Completing each Feedback Survey
Step 5: Complete OKLMS Post-Work
Following the live virtual training, candidates must complete the Post-Work in OKLMS.
OKLMS Post-Work Availability
- Opens: Thursday of CMOT week at 8:30 a.m.
- Closes: Friday of CMOT week at 4:00 p.m.
To successfully complete the Post-Work, candidates must:
- Finish the four courses before the deadline
- Score 80% or higher on the Post-Work Knowledge Assessment
- Complete the Post-Work Feedback Survey
Important: Candidates who do not complete the Post-Work by 4:00 p.m. Friday will not receive Conditional Case Manager Certification.
Instructions for obtaining technical assistance during both Pre-Work and Post-Work will be included in the registration confirmation letter and reviewed during CMOT.
Step 6: Receive Conditional Case Manager Certification
Candidates who successfully complete all six CMOT modules will receive a three-month Conditional Case Manager Certification.
During the three-month conditional certification period:
- Case Managers must work under the close supervision of their Case Management Supervisor.
- Whenever possible, Conditional Case Managers should accompany an experienced Case Manager during field visits.
- Supervisors must meet with the Conditional Case Manager at least weekly to review their work.
- The CQI Manager and Case Manager Supervisor conduct weekly documentation reviews to ensure Harmony documentation is person-centered and meets all ADvantage Waiver Program requirements.
Throughout the conditional certification period, Case Managers should document questions, challenges, and successes encountered in the field to discuss during CMOT 2.0. This documentation should be submitted in a note via the original PQ by or before the Thursday prior to the Conditional Case Manager attending CMOT 2.0.
Step 7: Attend CMOT 2.0
Three months after completing CMOT, Conditional Case Managers will attend CMOT 2.0, a live virtual instructor-led course delivered via Zoom. OUCPM will email participants the Zoom meeting link prior to CMOT 2.0.
For example:
- Candidates who complete CMOT in October will return for CMOT 2.0 in January.
Providers should consider the candidate’s availability for both CMOT and CMOT 2.0 when scheduling initial training. The Case Management Orientation Training schedule can be found in Harmony under Professional Development Opportunities link.
Training Schedule
- Thursday and Friday of week designated for CMOT
- 8:30 a.m. – 4:30 p.m.
Important: Candidates who do not attend CMOT 2.0 as scheduled will have their Conditional Certification removed and must restart the certification process by attending the initial CMOT course again.
Step 8: Receive Case Manager Certification
To successfully complete CMOT 2.0, candidates must:
- Score 80% or higher on the Final Knowledge Assessment
- Complete the Feedback Surveys for both Thursday and Friday
Once these requirements have been met, the candidate will receive their full Case Manager Certification.
The certification will be added to the Case Manager’s Worker Tab in Harmony.
Certification Process at a Glance
| Step | Requirement | Outcome |
| 1 | Provider registers candidate | Candidate scheduled for CMOT |
| 2 | Complete provider orientation | Ready for training |
| 3 | Complete Pre-Work | Eligible to attend CMOT |
| 4 | Attend CMOT | Continue certification process |
| 5 | Complete Post-Work | Receive Conditional Certification |
| 6 | Three months of closely supervised work; submit experiential documentation via original PQ | Prepare for CMOT 2.0 |
| 7 | Attend CMOT 2.0 | Complete final training |
| 8 | Pass Final Knowledge Assessment and CMOT 2.0 surveys | Receive full Case Manager Certification |
Critical Requirements Checklist
| ☐ | Complete 5-day Provider orientation |
| ☐ | Complete Orientation Checklist |
| ☐ | Obtain Harmony access for candidate |
| ☐ | Create OKLMS account |
| ☐ | Complete Pre-Work by deadline |
| ☐ | Score 80% or higher on all Knowledge Assessments |
| ☐ | Complete all Feedback Surveys |
| ☐ | Complete Post-Work by Friday of CMOT week by 4:00 p.m. |
| ☐ | Participate in weekly supervision during conditional certification period |
| ☐ | Attend CMOT 2.0 as scheduled |
| ☐ | Score 80% or higher on Final Knowledge Assessment |
| ☐ | Complete 2.0 Feedback Surveys |
| ☐ | Receive full Certification in Harmony |
