The URL can be used to link to this page

Home My WebLink AboutEI Provider Meeting Minutes 07-12-23 Early Intervention Provider Meeting Wednesday, July 12, 2023 3³ ¥¥ 0±¤²¤³Ȁ Jenn Hawbecker, Stacey Brookens, Erin Nye, Zachary Gantz 0±®µ¨£¤±² 0±¤²¤³Ȁ (¤ «³§0±® 0¤£¨ ³±¨¢² - Cynthia Bosserman & Theresa Miller 0¤£¨ ³±¨¢ 4§¤± ¯¸ 3¯¤¢¨ «¨²³² - Riley Degelman & Krista Miracle -®µ¨¦ -®´³ ¨² 0¤£¨ ³±¨¢ 4§¤± ¯¸ Lauren Everetts 0¤# ±¤² 3´¯¯®±³ 3¤±µ¨¢¤² - Deborah Allen & Lori Beam )²¯¨±¤ (¤ «³§ ǉ %£´¢ ³¨® Deborah Marsilio 3¤±µ¨¢¤ !¢¢¤²² ǉ - ¦¤¬¤³ Holly Whiteside "´¨«£¨¦ "«®¢ª² 4§¤± ¯¸ Megan Lesko !²¯¨± ³¨®² Rachel Bechtel )µ® (¤ «³§# ±¤ - Joanne LaSalle & Breanne Clair 5#0 ®¥ #¤³± « 0! - Marci Walborn & Mikala Bower -%%4).' -).54%3 7¤«¢®¬¤ £ )³±®£´¢³¨®² This meeting was held in a hybrid format. All providers introduced themselves and their agency affiliations. 0±®µ¨£¤± 5¯£ ³¤² £ !®´¢¤¬¤³² 0¤# ±¤² $¤¡®± § !««¤ Deborah is the Executive Director overseeing the Early Intervention (EI) program at PennCares until they hire someone to fill the position. 0¤£¨ ³±¨¢ 4§¤± ¯¸ 3¯¤¢¨ «¨²³² +±¨²³ -¨± ¢«¤ Most know Riley from being a Special Instructor. She has been working Specialist as well. Krista is going to start rolling things her way for her to be more operational. She will not be doing Special Instruction (SIs) anymore. PTS has hired two (2) new SIs and a Speech therapist. -®µ¨¦ -®´³ ¨² , ´±¤ %µ¤±¤³³² Moving Mountains had a new Speech therapist started. She transitioned from the pediatric place in Hagerstown. (¤ «³§0±® 0¤£¨ ³±¨¢² #¸³§¨ "®²²¤±¬ st HealthPro Pediatrics just began providing services in Franklin County as of July 1. They have hired a Physical therapist, Christine and two (2) SIs, Miranda and Angie. Cynthia is excited to start her journey with HealthPro Pediatrics. Early Intervention Provider Meeting Wednesday, July 12, 2023 !²¯¨± ³¨®² 2 ¢§¤« "¤¢§³¤« Aspirations has hired another Special Instruction therapist who will work part-time and cover Franklin/Fulton and Cumberland/Perry. 3¤±µ¨¢¤ !¢¢¤²² ǉ - ¦¤¬¤³ (®««¸ 7§¨³¤²¨£¤ st last working day with SAM is July 21. Nancy Hopkins was hired. She was a social worker in Maryland. She is currently shadowing but will eventually cover the Waynesboro/Greencastle caseload. SAM EI just hired Tabitha Carbaugh as well. She has worked for SAM as a blended case manager. She was recently an Engagement Specialist for EI intakes for Luzerne/Wyoming County. However, that th department ended June 30 &¨²¢ « 5¯£ ³¤² )³±®£´¢¨¦ : ¢§ ±¸ ' ³¹ th Zach is the new IDD/EI Fiscal Officer as of May 25. He replaced Ashley McCartney zcgantz@franklincountypa.gov. 2023-ΑΏΑΓ #®³± ¢³² Fiscal Year 23-24 contracts are pretty much complete with the exception of a few that were just signed. If you have not received your fully executed contract yet, it Commissioners; awaiting their signatures. "¨««¨¦ The general EI Fiscal email address (eifiscal@franklincountypa.gov) can be used for any fiscal questions, such as W-9 questions. Any direct billing questions should go to Zach and Jenn. Reminders - th Please be sure you are consistently billing by the 15 of each month. Please be sure to email both Zach and Jenn when you have voids or adjustments with billing. If you have anything that you have to hold off on billing and its county funded, please email Jenn and Zach letting them know if the plan needs finalized or its medical necessity. Jenn and Holly keep in contact about medical necessity and end of year billing. &¤¤ 3¢§¤£´«¤ !®´¢¤¬¤³ EI received a new fee schedule. There were no changes other than the place of st service for tele-intervention. Effective July 1, EI claims that are tele-intervention Early Intervention Provider Meeting Wednesday, July 12, 2023 should be using place of service code 10. Last year, the place of service code was 02. Providers should no longer use 02 and begin using 10. The Office of Child Development and Early Learning (OCDEL) has worked with Medical Assistance (MA) to update the WAV files that come in for billing as a result of providers now using the place of service code for tele-intervention. The WAV file will have the place of service on the file. Our internal billing system needs updated now which the software company is working on it. This is taking a little time which has resulted in the past two (2) weeks of WAV files being unable to process. This does not affect MA or Infant, Toddler, Families (ITF) waiver billing. Providers will still get paid from the state for those funding sources. It is just county funded children that are impacted. Please get all your billing in and we will try to get that processed as quickly as possible. Jenn will keep everyone updated on what is happening with our system. 5¯£ ³¤ ¥±®¬ ,)5 3¯¤¤¢§ %«¨¦¨¡¨«¨³¸ Michelle Hain reached out to Jenn about providing clarification on speech eligibility at the Intermediate Unit (IU). The Lincoln Intermediate Unit (LIU) is no longer using speech intelligibility for eligibility. They were the only IU that was still using it. OCDEL has informed them that they can no longer use it. Currently, the LIU is able to use expressive language, receptive language or articulation for eligibility where we use overall speech score. The LIU can still break areas up for eligibility purposes. There is a possibility in the future that the LIU may need to use overall language score or articulation for eligibility. There had been confusion in thinking that a child who had a certain diagnosis would mostly test scores. LIU does not determine eligibility based on diagnosis, but often a child that has true apraxia will be eligible based on the articulation scores. If anyone has any questions, Jenn would be happy to reach out to Michelle to get answers. 1´ «¨³¸ %§ ¢¤¬¤³ 0« Ȩ1%0ȩ At the last provider meeting, the determination findings were reviewed. This meeting, the QEP is reviewed which was finalized in March. However, Jenn did not receive it until May. The QEP goes over is based on our determination. Our determination is based on training records from all providers, questions on the family survey, if we receive 25% of getting family surveys completed and data such as the 14 day forms, if evaluations are within 45 days and ISPs are completed in 30 days. Early Intervention Provider Meeting Wednesday, July 12, 2023 Jenn reviewed the QEP in detail. For additional information, please review the slides on QEP in the handout. Outcome #1: All findings from the Determination related to family survey distribution, compliance, program management, and (area) in the EI Program will be corrected within timelines. Please review activities/steps in QEP. 14-£ ¸ ²¤±µ¨¢¤ £¤«¨µ¤±¸Ȁ ΜΜȁΚΘω ¯±¤µ¨®´²«¸ǿ ®¶ ΜΜȁΕΚω Jenn noted that for the 14- been able to do that due to vacancies and increased case loads. SAM wants the SCs to reach out to families and go on the first visit with providers. This will continue to be worked on. !´ « )&30² ³¨¬¤«¸Ȁ ΜΙȁΘΔω ¯±¤µ¨®´²«¸ǿ ®¶ ΜΛȁΜΜω )¨³¨ « %µ «ȝ)¨³¨ « !²²¤²²¬¤³ȝ)¨³¨ « )%0 -¤¤³¨¦ ¶¨³§¨ ³§¤ ±¤°´¨±¤£ ΗΘ-£ ¸ ³¨¬¤¥± ¬¤Ȁ ®¶ ΜΜȁΙω If families cancel for the initial, family reason can be used. However, if they cancel for the annual, it is a ding against the program. The annual has to be completed within 365 days. This is why it is scheduled at the 11 month mark to allow flexibility in the event it has to be canceled or the child is sick, etc. For initial eval, SAM had two (2) dedicated staff members handling the evals/assessments. That is now only one (1) person but will hopefully be two (2) again when staff is hired/trained. 0¤±²®¤« ¬¤¤³ ±¤°´¨±¤£ ³± ¨¨¦ §®´±²Ȁ ΜΙω There were a couple providers that did not meet training requirements. & ¬¨«¸ ²´±µ¤¸ £ ³ Ȁ ³®«£ ¬¤ ¡®´³ ®¯¯®±³´¨³¨¤² ³® ¡¤ ¨µ®«µ¤£ ¨ ¨¬¯±®µ¨¦ ³§¤ «®¢ « %) ¯±®¦± ¬Ȁ ΚΚȁΗΔω This needs to be in the 80s. Sometimes families do not associate some of the things they are doing when responding to this. For example: if they complete the family survey then yes they are involved. However, they may not realize that is the having a say in improving what is happening. Anything a family shares with the provider or SC, or ways they feel they want something done differently, etc. is them having a say. It is more education and discussion on our part with families so they know they do Early Intervention Provider Meeting Wednesday, July 12, 2023 & ¬¨«¸ ²´±µ¤¸ £ ³ Ȁ §¤«¯¤£ ¬¤ ³® ¢®¤¢³ ¶¨³§ ®³§¤± ¯±®¦± ¬² £ȝ®± ®-%) ²¤±µ¨¢¤² We were so close to meeting this goal. Jenn is sure providers are talking to families on ways they can reach out to other families, services, community events, etc. but when families take the survey they may not think about the therapist telling them about something if they did not go. This is a discussion/reminding families. Jenn reviews session notes every year when she does provider monitoring. She & ¬¨«¸ ²´±µ¤¸ £ ³ Ȁ ¤¢®´± ¦¤£ ¬¤ ³® ¢®¤¢³ ¶¨³§ ®³§¤± ¥ ¬¨«¨¤²Ȁ ΚΓȁΜΙω ®¶ǿ ¦® « ΛΕω ®± ¡®µ¤ȁ Again, as noted about this is being done. It is in session notes. Please see handout for more information. The QEP is what we will work through the fall. Franklin/Fulton EI is up for verification this year. Jenn should be getting information about files they will be looking at and what provider visits they will be doing. The last verification was January 2020. During COVID, verification was being done virtually. Jenn participated in York/Adams verification in the spring. OCDEL still has some processes in place where they are gathering information prior to the visit. Jenn will reach out to providers to get information such as session notes, etc. As soon as Jenn knows when they are coming she will let everyone know. The verification will include them attending one (1) to two (2) evaluations initial and annual, SC visit, provider visits, chart review, etc. Once the verification information is received, there is a piece of the QEP that the information will be added to for next year and need to be worked on. 3¤±µ¨¢¤ $¤«¨µ¤±¸Ȁ #® ¢§¨¦ !¢±®²² 3¤³³¨¦² 5¯£ ³¤ )¥ ³ȝ4®££«¤± 3¤±µ¨¢¤ $¤«¨µ¤±¸ ,¤ ±¨¦ 0 ³§ Jenn projected slides that were provided at the EI Policy Forum in May. It is good to Using the Family Guided Routine-Based Intervention (FGRBI) coaching model, our what and why is What: All Early Interventionists in PA to deliver high quality Early Intervention services. Early Intervention Provider Meeting Wednesday, July 12, 2023 Why: To build family and caregiver capacity and confidence to promote their cess as they define it. The Coaching Across Settings 5Q What: All Early Interventionists in PA to deliver high quality Early Intervention services. Why: To build family and caregiver capacity and confidence to promote their fine it. When/Where/Who: Early Intervention professionals Is it working: fidelity of implementation and improved child and family outcomes. considering using. More information will be coming shortly. For the past two (2) years, we have been in installation mode. Last year and this year, some EI providers went through online courses through the Early Intervention Technical Assistance (EITA) and University of Florida. They participated in webinars and professional learning communities. They met monthly, went over videos, submitted videos, had discussion on indicators of FGBRI, etc. At the end, they submitted a video for review to see if they hit all indicators in their video to reach fidelity. OCDEL realized that process would not be feasible for all. They are thinking of having providers go through the learning path to see if they can reach fidelity. Jenn has been asking providers to do the first two (2) squares shown above. SS-OO-PP-RR means setting the stage, observation opportunities, planning and practice and reflect and review. Each month they offer a set time of webinars where participants can talk about the course. For 5Q, its points you are talking about with families at each session why, when, how, who, etc. Early Intervention Provider Meeting Wednesday, July 12, 2023 There are two (2) applications of FGRBI indicators. There are eleven (11) total). Indicators are things you want to touch on at each session. Once a person has reached all of these items, they would go onto the next area where they would submit a video and self-assessment. They would say where they think they are and where they need some work. It is reviewed by a reliable coder and feedback provider by a provider coach or master coach. Based upon the demon they would then either Reach fidelity; endorsed as PA EI Coach Individual coaching session with Master Coach Professional Learning Community (PLC) sequence Trio Coaching sessions (master coach and two (2) others looking to reach fidelity working together and tweaking things to then submit the video to possibly reach fidelity). This is what OCDEL is looking to roll out in the near future. As soon as Jenn gets more information and things are open she will share it with others. Everyone can complete the EI Service Delivery and FGBRI on the EITA portal. A question was asked if we let people work at their own pace or if it is up to us. It was asked if we would decide that as a whole or how would that be determined. has been discussion about how it could take someone three (3) months to do it due to scheduling webinars but then it could take another person nine (9) months. At first we will see what the average is then address/assess it. Our core leadership will be discussing this as well. Krista noted that this is all up and running but they have to add the online pieces. The EITA site has changed. They added the job piece for the session note. They will want us to aim to complete by the end of the FY. They stated that they could do all this and meet all their EI education. 4± ¢ª¨¦ 3¯±¤ £²§¤¤³ȝ$ ³ All providers have submitted the tracking sheet to Jenn. Jenn would like providers to submit again but not yet. OCDEL added a new tab to it. Jenn will take the spreadsheet that the providers submitted and send it back to them with the new tab. If you have someone going through the actual learning path, you can put the information on the new tab. Please do not worry about sending anything to Jenn with the coaching tracking sheet until she sends yours back to you. 5¯£ ³¤£ 3¤²²¨® .®³¤² Early Intervention Provider Meeting Wednesday, July 12, 2023 The new session notes have been received. The EITA Portal and training site upgrade has been completed and all the resources for the updated session notes are now available on the EITA Portal. The resources can be found on the Early Intervention Service Delivery Topic of Interest page (formerly called Coaching Across Setting) https://www.eita- pa.org/it-service-delivery/ There are some sessions and resources for Infant, Toddler Service Delivery. The coaching learning path, they can go here and access things. Next to it is session note information. You can get a copy of annotated notes. There are also dates for a webinar they will have to include a survey monkey link to sign up. https://www.surveymonkey.com/r/P2WGD5H The session note job aid is separate from the webinars. You will want to take that as well as try to watch one of the webinars. Jenn wants to get with those who have gone through the process to see if we can do a chat session. She asked Riley if she would assist. If you start using the session notes and get an idea of how to help those have not done any of it will wonder what it is. Jenn is hoping to do this chat session in August or early September. Jenn will get in touch to schedule a meeting. st Session notes rolled out July 1. Jenn would like everyone to start trying them out. Staff may want to taking a training first and get comfortable with some parts of st FGRBI. OCDEL is stating that the hard date for the new session notes is October 1 that all must use it. We will give support and try to help staff feel as comfortable as possible. There will be a learning curve and time to adjust. If you have anyone really struggling, please contact Jenn. Jenn can reach out to get additional support from the EITA. Jenn provided session notes and OUNCE training resources to those who attended in person. Session notes can be ordered from the EITA by emailing eita@pattan.net. Session notes can only be mailed to county programs and provider agencies. When ordering; please provide program name, contact name and street address. PO Box numbers will not work. 0±®µ¨£¤± 2¤¦¨²³±¸ It is that time of year fiscal year end training and qualification entry reminder. Please st make sure all information is entered. You have until August 1. This year Jenn is not just submitting information; OCDEL is pulling it themselves. All providers have to everything in stnd by August 1. On August 2, the report will be pulled. OCDEL will send a preliminary report to Jenn in which she will see who needs what. She will reach out to providers to get Early Intervention Provider Meeting Wednesday, July 12, 2023 st things entered. Then as of September 1, the final report will be run and if something is not there, the provider and Jenn will get dinged. Licenses, clearances, Mandated Reporter, and CPR/First Aid must be entered on the Education tab. This will then populate into the report. When entering updated clearances, licenses, and mandated reporting in the dropdown and do not edit the existing information. If provider took CPR or Mandated Reporter training during the current fiscal year, it must also be added to the EI Training section to get credit for the hours. If Jenn pulls the report and you do not put it under the correct tabs, it will not appear on the spreadsheet. This is what OCDEL will be looking at so it will come in blank to them. If you have someone who does EITA trainings that has three (3) to four (4) different topics, you need to enter separate times with the drop down on what it is, such as fire safety, procedural safeguards, etc. The old clearances should remain in there portal. Providers should just click add new to add their updated one. th If you have staff that have left you will want to end date them. If they left prior to June 30 and did not get their hours, you will want to remove them so they do not show up on the report. Make sure to end date staff as they leave. OCDEL will be looking at the period of July 1, 2022 to June 30, 2023. So if someone just completed training this July, you can go ahead and enter it as they have perimeters set per fiscal year. % ±«¸ )³¤±µ¤³¨® !®´¢¤¬¤³² 0 ¦¤ Jenn shared an OCDEL page that shows all EI announcements. https://www.education.pa.gov/Early Learning/Early Intervention/Pages/Early- Intervention-Announcements.aspx EI recently received an updated EI fee schedule. On this site you can bring up the announcement as well as a PDF of the fee schedule. It also includes comments, such as whether the announcement only pertains to preschools or if it is applicable to all OCDEL providers. Jenn will continue to send out announcements but this page is always available as well. %)4! 0®±³ « 5¯£ ³¤² £ -®¡¨«¤ !¯¯ The portal is updated and upgraded. It is easier to use/more user friendly. Early Intervention Provider Meeting Wednesday, July 12, 2023 There is also an EITA mobile app that you can download for free that has all kinds of resources available. There is a place where if the family has questions about child development they can click on it. If you are trying to explain EI service delivery to families, you can go on the app and share the information and give pointers on things to say. There is a video on the portal that talks about the different features it has. !££¨³¨® « 5¯£ ³¤² %) 0±®µ¨£¤± 2®²³¤± 5¯£ ³¤ Jenn sent out the EI roster. Thank you to those who have gotten back with changes or 0±®µ¨£¤± 2¤¯®±³² due 0±¨®± ³® ³§¤ .¤·³ -¤¤³¨¦ th Audited Financial Report (for calendar year ending 12/31) *´¤ ΒΏ th Audit Engagement/Extension Letter for FY ending 6/30 *´«¸ ΐΏ Progress Report on Outcomes in Appendix A (not required for contracts with an st encumbrance under $50,000) *´«¸ Βΐ st Staff training records completed in the Provider Registry !´¦´²³ ΐ Schedule of Revenues / Expenditures for FY ending 6/30 (for non-state-set rates) th !´¦´²³ ΐΔ Property Purchased/Property Leased Report for FY ending 6/30 (for non-state-set th rates) !´¦´²³ ΐΔ Fixed Assets Purchased with MH/IDD/EI Funds for FY ending 6/30 (for non-state- th set rates) !´¦´²³ ΐΔ Monthly Billing due 15th of each month Employee Debarment and Exclusion Check due 15th of each month Remi£¤±² ®¥ ³§¤²¤ ±¤¯®±³² ±¤ ²¤³ ®´³ Ζ-Η ¶¤¤ª² ¯±¨®± ³® ³§¤¨± £´¤ £ ³¤ȁ 9®´ ¢ «²® ±¤µ¨¤¶ ³§¤ ±¤¯®±³²ȝ£´¤ £ ³¤² ¨ ¯±®¢¤£´±¤ ²³ ³¤¬¤³ -()$%)-ΗΔΙ #®³± ¢³ 2¤°´¨±¤£ 2¤¯®±³² £ $´¤ $ ³¤²ȁ .¤·³ -¤¤³¨¦Ȁ 7¤£¤²£ ¸Ǿ /¢³®¡¤± ΐΗǾ ΑΏΑΒ starting at 10:00 a.m. in virtual format Minutes by Erin Nye