Description: In this topic you will learn about Screen Scraping. Screen Scraping is an automated process in DCI that pulls new or updated authorizations from a funding source database and uploads them into DCI. This feature can be enabled at the funding source level. 

Role Required: Super User

Permission Required: Funding Source Admin

Compatible Databases

  • Focus - Arizona

  • eXPRS - Oregon

*NOTE: These are currently the only databases that support this feature.


Settings

To enable/disable screen scraping for a new Funding Source:

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Select the Action button

  5. Select Add New Funding Source from the actions dropdown

  6. Fill out the Add New Funding Source form wizard with the following enabled:

    1. Locate the Supports Automated Authorization Download field

      1. Click Yes to enable the system to utilize the screen scraping functionality for this particular Funding Source

      2. Click No to disable screen scraping 

  7. Click the Save button

  8. Select Yes in the confirmation alert window to add the new funding source

To enable/disable screen scraping for an existing Funding Source:

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. View all Funding Sources listed below the search box

  5. Search for a Funding Source in the search box

  6. Select Search and view the search results below the search box

  7. Select the row of the Funding Source to view or edit by clicking anywhere in the row

  8. The Funding Source Details page will open up, view funding source details

  9. Select the Action button

  10. Select Edit Funding Source from the actions dropdown

  11. View and make edits in the Funding Source form wizard

    1. Locate the Supports Automated Authorization Download field

      1. Click Yes to enable the system to utilize the screen scraping functionality for this particular Funding Source

      2. Click No to disable screen screen

  12. Click the Save button

  13. Select Yes in the confirmation alert window to save changes made to the funding source

You will be able to save changes to the Funding Source even if the login credentials for the Authorization Management System are incorrect. Once the screen scraping processes runs, an email notification will be sent to the email address listed on the Funding Source Profile.

Users will receive a notification if the login failed. This email notification is configured in DCI and will typically be sent to users with a billing role for the cost center of the funding source. If you are unsure who is supposed to receive this email, please contact your supervisor or site administrator.


Service Code Default Rates and Maxes

Users have the option to set default rates and default daily, weekly and monthly maxes on service codes. When these values are set, the system will use them on new authorizations. The default rates and maxes will also prepopulate when a user manually creates an authorization for that service code when completed manually, however the values will be editable. 

*NOTE: It is important for AZ DDD screen scrape that defaults are set, however OR eXPRS screen scrape utilizes a different process that will pull the rates and maxes during the screen scrape process. 

To set Default Rates: 

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. View all Funding Sources listed below the search box

  5. Search for a Funding Source in the search box

  6. Select Search and view the search results below the search box

  7. Select the row of the Funding Source to view or edit by clicking anywhere in the row

  8. The Funding Source Details page will open up, view funding source details

    1. Scroll down on the details screen to ensure the Service Code tab is selected

    2. Use the search criteria below Funding Source Details to find the Service Code that you wish to add Defaults for or scroll down to locate

    3. Click anywhere in the row to select that Service Code

  9. Click Actions

  10. Click Edit Service Code

  11. Locate Has Published Spec field and click Yes

  12. Enter the Default Billing Rate, Default Daily Max, Default Weekly Max and Default Monthly Max

  13. Click the Save button

  14. Select Yes in the confirmation window to save


Screen Scraping Process

To manually run the screen scraping process: 

  1. Log in to DCI

  2. Select Imports from the main menu

  3. Select the Action button

  4. Select Run Automated Authorization Download Process from the actions dropdown

  5. The Select Funding Source form wizard opens, click the Funding Source dropdown and click the Funding Source you wish to run the process for from the list

  6. Click Yes then select Ok on the confirmation window

    1. If you do not see the Funding Source you are looking for on this list, ensure that Screen Scraping is enabled and all fields are filled out on the Funding Source Details screen.  

  7. The system will run Screen Scraping as a background process

  8. Once the process has completed, an email will be sent to the email address listed on the Funding Source with an attached excel file summary of all new, updated, excluded and failed authorizations that were attempted.

    1. For the failed authorizations, a column will be present with a description as to why that particular authorization failed. 

To have the system automatically run the screen scraping process:

  1. DCI will run the Screen Scraping process as a scheduled job every night to check the Authorization Management System for all new, updated, excluded and failed authorizations. 

  2. Once the process has completed, an email will be sent to the email address listed on the Funding Source with an attached excel file summary of all new, updated, excluded and failed authorizations that were attempted.

    1. For the failed authorizations, a column will be present with a description as to why that particular authorization failed. 

  3. The Results file will also be saved on the Funding Source Profile page on the Attachments Tab.

* All new authorizations are created with a status of ‘Pending’ and must be approved.


Screen Scraping Basics

Updates to Screen Scraping Authorizations (Auth Result = Created):

  • New Authorization 

    • The authorization ID of a new authorization is unique and the start or end date does not overlap an existing authorization

Updates to Screen Scraping Authorizations (Auth Result = Edited):

  • Initial Balance Change

    • The authorization ID of a new authorization is the same as an existing authorization with a different initial balance 

  • Effective Date Change

    • The authorization ID of a new authorization is the same as an existing authorization with a different start date

  • End Date Change

    • The authorization ID of a new authorization is the same as an existing authorization with a different end date

Exclusions to Screen Scraping Authorizations (Auth Result = Excluded):

  • Duplicate Authorization 

    • Authorization ID, start date and initial balance of new authorization are the same as the existing authorization in the system

  • Duplicate Authorization with a different Rate

    • If the rate is different on an Excluded authorization, the results report will show a result of Excluded with an Exception of  “Rate Mismatch.” This is specific to authorizations downloaded from eXPRS (OR DDS).

Failures to Screen Scraping Authorizations (Auth Result = Failed):

  • Overlapping Authorization

    • Authorization ID of the new authorization is unique but the start or end date overlaps and existing authorization 

  • No Client profile associated with the authorization

    • The system could not find a profile in the system with the same Client ID as listed on the authorization

  • No Client funding account associated with the authorization

    • The Client Funding Account (CFA) Account Reference field must contain the Client ID that is listed on the authorization, less any leading zeros. The Client ID on the client's profile must also exclude leading zeros. If the system cannot find a CFA with the client ID in the Account Reference field, the authorization will fail to be added to DCI.

    • The Service Code name in DCI MUST match the bill codes in AZ DDD's system or OR eXPRS' system. For example:

      • Respite = RSP

      • Attendant Care = ATC

      • Habilitation = HAB

    • The Service Code's Default Billing Rate under Default Auth Specs MUST have a rate that matches AZ DDD's or OR eXPRS' system. Rate books can be found by clicking on the following links:

  • Multiple funding account matches found

    • The system found more than one CFA for the same client and service code.

  • The service code is missing a default billing rate

    • This is specific to authorizations downloaded from Focus (AZ DDD)

  • Fractional units

    • This exception occurs if the value for initial balance is calculated by amount divided by rate and that calculation results in a decimal number. This is specific to authorizations downloaded from eXPRS (OR DDS).


Downloaded Authorizations

To mass approve new pending authorizations, a SQL ticket must be submitted through Zendesk. Authorizations created in DCI using screenscraping cannot be mass-approved through the DCI Portal user interface, not even through the Import Module's "Approve Imported Authorizations" functionality. Authorizations may be approved individually through the Authorizations module at the Pending Authorizations tab.