HomeMy WebLinkAboutEI Provider Meeting Minutes 08-14-19Early Intervention Provider Meeting
Wednesday, August 14, 2019
EI Provider Meeting 1 8/14/19
Staff Present: Jenn Hawbecker, Dan Rhodes
Providers Present: Holly Whiteside & Matt Yingling (Service Access & Management, Inc.), Phillip
Miracle (Pediatric Therapy Specialists of South Central PA), Adam Rowland (Advanta Therapy),
Cynthia Bosserman (PennCares Support Services), Lauren Everetts (Fulton County Medical Center),
Providers Present by Phone: Faith Blee & Stefany Messina (Invo HealthCare Associates), Krista
Miracle (Pediatric Therapy Specialists of South Central PA), Megan Lesko (Building Blocks Therapy)
MEETING MINUTES
1. Welcome & Introductions
Everyone introduced themselves and their agency affiliation.
2. Fiscal Updates: Billing – Voids and Adjustments
Provider billing staff should continue to notify both Jenn Hawbecker and
Ashley McCartney of any voids and adjustments for County funded children
via email. Voids and adjustments do not always come through correctly on
the County’s internal billing program due to glitches and/or a child losing
Medical Assistance (MA). All other fiscal reports and audits should only be
sent to Ashley.
3. Updates on Budget/Contracts
According to Carl Beck of Office of Child Development and Early Learning
(OCDEL), the Department of Human Services (DHS) is currently working on
EI’s FY 18-19 supplemental which will in turn affect FY 19-20 budget and
contract amounts. FY 19-20 contract amendments will be sent out after the
supplemental is complete and the state allocation has been updated although
it is unclear when this may occur.
EI is in the process of finalizing June billing. Final FY 18-19 contract
amendments will be sent out within the next week if they have not been
received already. All outstanding FY 18-19 invoices and Remittance Advices
(RAs) will be paid in full with County funds that will eventually be
reimbursed when the supplemental is complete.
The current FY 19-20 state allocation amount should be enough to fund EI
through at least December. Any additional updates on the FY 18-19
supplemental and FY 19-20 state allocation will be communicated to
providers.
4. QEP
The current Quality Enhancement Plan (QEP) was developed in January following
finalization of the previous one which started a new five (5) year cycle. It was most
recently updated in June and will need to be finalized in November prior to next
calendar year’s Verification. The following sections were reviewed:
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There is no content in Parts 1, 2A, and 2B because Verification has not
occurred yet. The next QEP will likely include findings that have been
identified for correction during Verification.
Part 3 contains EI Program goals and associated outcomes that the QEP
planning team developed to reflect statewide priorities:
o Inclusion
Goal: “Children in Early Intervention and their families are
supported to participate in early childhood and other
community settings.”
Outcome: “The program will provide consultation and
supports to children attending an ECE setting and move
toward supporting the child within the ECE environment.”
o Child Progress:
Goal: “Children in Early Intervention will demonstrate the
social relationship skills needed to succeed in home,
community, early childhood, and school settings.”
Outcome: “To improve social emotional relationship skills and
programming for eligible children.”
o The “Activities/Steps to Reach Outcome” and “How will progress on
the outcome be measured” were reviewed for each set of goals and
outcomes.
o An additional EI program goal was optional but one was not
developed for this QEP.
5. Franklin/Fulton Verification
OCDEL staff will be coming for an on-site Verification visit which is
tentatively scheduled for January 28 through 30, 2020. A pre-Verification
meeting will be taking place in September so that OCDEL can share more
information about what they will be seeking and how this will impact
providers. Verification will consist of on-site visits with providers including
the observation of evaluations and intake/transition meetings.
OCDEL will select the names of approximately fifteen (15) children for a
records review around the time of the pre-Verification meeting. EI will be
reaching out to providers to request copies of the selected children’s session
notes and other relevant information to ensure adequate preparation for
Verification.
Additional Verification details and updates will be shared at the next EI
Provider Meeting in October.
6. Special Instruction – Vision Services
Vision Services have not been available in Franklin County since June 30th.
Occupational Therapy (OT) and Special Instruction (SI) have been supporting
approximately three (3) or four (4) Franklin County children who were
receiving Vision Services. Tuscarora Intermediate Unit provides Vision
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Services for Fulton County so the current need only applies to Franklin
County.
Providers were encouraged to contact Jenn if they know of any individuals or
agencies that are willing to provide Vision Services in Franklin County.
Aspirations has an employee who could potentially do this but she is
currently on medical leave and only has limited evening availability.
7. Plans of Safe Care
Jenn attended the Governor’s Institute on Plans of Safe Care in June. This two
(2) day work session was a collaborative effort between OCDEL, Office of
Children, Youth and Families (OCFS), and Department of Drug and Alcohol
Programs (DDAP) among other state agencies in response to recent changes
to the Child Protective Services Law. County leadership teams in attendance
received training on the development of Plans of Safe Care for infants and
families affected by prenatal exposure to legal and illegal substances.
In the past, reports of substance exposed infants were only referred to
county Children and Youth agencies. Under the new approach, each county’s
Plans of Safe Care Team composed of EI, Children and Youth, and Drug and
Alcohol staff will receive notification and then work together to develop a
plan for the infant and family. The plan will focus on the safety, health and
development of the infant while also helping to connect family members to
treatment, supports and services.
The Franklin and Fulton County Plans of Safe Care Teams are currently
developing protocol for responding to notification scenarios such as when a
medical provider suspects substance abuse prior to the child being born. EI
providers may receive referrals from the team but their involvement will not
go beyond normal tracking activities.
The Plans of Safe Care protocol is expected to be fully implemented by
January 2020. Providers may contact Jenn if they have any questions after
reviewing the Plans of Safe Care handout.
8. PELICAN: Medicaid Screen
The PELICAN Medicaid screen was updated in June. Users will now be
prompted to answer the following Yes/No questions when submitting claims
for Medicaid billing:
o “Have parents approved billing of Medical Assistance?”
o “Has Medical Necessity been obtained?”
o “Is the referring Medical Provider enrolled in the Medical Assistance
(MA) program?”
Answering “Yes” to all of these questions will cause PROMISe to submit the
billing claim to MA. If any of the questions are answered “No” or left blank, an
error status code will be generated and the payment source for billing will
default to the County.
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Providers should check the Medicaid screen to confirm that all questions
have been answered “Yes” before submitting a claim. They should contact
Holly Whiteside to inquire about the status of any “No” or blank response.
A claim with an error status code cannot be adjusted. It must be voided and
submitted again.
9. NSOR Clearance
OCDEL has confirmed that EI provider staff will not be required to complete the new
National Crime Information/National Sex Offender Registry (NSOR) clearance
because they do not spend time alone with children receiving EI services. It will only
apply to child care providers.
10. 19-20 Training Logs
The 19-20 Training Logs for new and current employees will be sent out with
this meeting’s minutes. There have been no changes from the prior year’s
logs.
Current employees can draw a line through the Date and Hours fields to
indicate completion of the following required EITA trainings:
o Guidance for Writing Early Intervention Session Notes
o ECO 101 Job Aide
o ECO 201 Job Aide
o Coaching and Collaborative Partnerships
New employees must complete the EITA Orientation trainings before
working with children. They must complete Fire Safety, Emergency
Evacuation, First Aid, Child CPR and the other required EITA trainings within
120 days of date of hire.
11. Family Survey
This year’s Family Survey is completely online. It can accessed by clicking a
Survey Monkey link or scanning a QR code with a smart phone/tablet (see
handout).
OCDEL has sent 455 survey notification letters to Franklin and Fulton County
families. As of July 31st, thirty-two (32) surveys have been completed. Thirty-
eight (38) surveys were completed all of last year.
OCDEL is pushing counties to increase their number of completed surveys.
Service Coordinators should continue to distribute the half sheet survey
notification (including Spanish language version) with “Tips for Completing
the Survey” on the back.
Families should be reminded to skip questions they do not understand or do
not think applies to them because this will not count against the EI program.
12. LICC Update
The Franklin County LICC purchased reusable bags featuring its logo and the
CONNECT Line number/website earlier this year. These bags have been filled
with informational brochures and fun/useful items for children and families.
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Providers may request bags from Jenn if they are interested in distributing
them in the community or at an event.
Similar bags are being planned for the Fulton County LICC. Providers should
contact Jenn if they have any brochures or items to contribute to this bag.
Both LICC’s will have their next meeting on Tuesday, September 17th at the
following times and locations:
o Franklin County: 9:30 a.m. to 11:00 a.m. at the Coyle Free Library in
Chambersburg
o Fulton County: 2:00 p.m. to 3:30 p.m. at the Fulton County Library in
McConnellsburg
13. Review Provider Roster
Providers reviewed the roster during this meeting to confirm that all staff entries
were up to date. The roster was also emailed to provides participating by phone.
Providers should contact Jenn to report any updates or changes to their staff entries.
14. Provider Updates and Announcements
Pediatric Therapy Specialists (PTS)
o PA Health & Wellness staff recently visited the PTS office to inquire
about completing a provider survey of general questions pertaining to
the MA system. Upon further discussion, they explained that their
survey was only for providers serving adult populations and
requested an email to confirm that it does not apply to PTS.
o Sara Koser will soon be returning from maternity leave.
o A CPR and First Aid training will take place on Monday, September
16th from 6 p.m. to 8 p.m. at the PTS office. Cost is $35. Any provider
interested in attending can send an RSVP email to Krista.
Building Blocks Therapy
o Megan Lesko raised a concern that families are sometimes
unprepared or surprised when their child is determined to be no
longer eligible for EI services at the Annual Review. Meeting
participants had a brief discussion about how service coordinators
and therapists should be having conversations with families that
emphasize their child’s progress, next steps to take, and the option of
future re-evaluation if needed. These conversations often start as
early as the Nine (9) Month Monitoring Meeting if it appears that the
child is approaching or reaching their goals and will likely not be
determined eligible again.
o Emily Robertson is back from maternity leave and available to do
evaluations on call. Kathy Cooper is also available to do evaluations.
Service Access & Management, Inc.
o Holly asked meeting participants to contact her if they notice any
issues with the meaning/wording of Initial/Annual Review or IFSP
content (i.e. outcomes, goals, and teaching strategies).
PennCares Support Services
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o The Child Development Group will soon have several openings.
Typical positive peer models are especially needed for the group to
function as an inclusion classroom rather than an exclusively special
needs classroom. There will be additional advertising for the group
and providers can recommend it to families. The age range is eighteen
(18) months to four (4) years old.
Fulton County Medical Center
o Julianna Wert, FCMC’s new Speech Therapist, has started her position
and established a caseload. Although another speech therapist will
soon be out on maternity leave, her caseload will be covered by an
itinerant.
o Lauren Everetts has been covering two (2) additional children while
Courtney Cox is out on maternity leave.
Invo HealthCare Associates
o Lauren Bowersox, Invo’s new Special Instructor, started her position
in May. She is available for evening appointments.
15. Provider Reports due prior to the next meeting
Erin Nye is only responsible for sending email reminders of report due dates.
Providers should refer any report-related questions directly to Jenn and/or
Ashley.
Schedule of Revenues/Expenditures for FY ending June 30th (for non-state-
set rates), Salary Review for FY ending June 30th, Property
Purchased/Property Leased for FY ending June 30th, Fixed Assets Purchased
with MH/IDD/EI Funds for FY ending June 30th – All reports due August
15th for agencies who provide services that have negotiated rates.
Monthly Billing – due 15th of each month
Employee Debarment and Exclusion Check – due 15th of each month
Reminders of these reports are sent out 3-4 weeks prior to their due date. You can also
review the reports/due dates in procedure statement MHIDDEI-416 Contract Required
Reports and Due Dates.
Next Meeting: Wednesday, October 16, 2019 starting at 10:00 a.m.
Located at the Human Services Building (425 Franklin Farm Lane)
2020 Meeting dates:
TBD
Minutes by Dan Rhodes