HomeMy WebLinkAboutIDD Provider Meeting Minutes 11-19-21Intellectual & Developmental Disabilities
Provider Meeting
Friday, November 19, 2021
MEETING MINUTES
Welcome & Introductions
This meeting was held via Google Meet. Marion Rowe confirmed which
providers were present prior to the beginning of the meeting.
Tyler Craig and Addison Craig
Chambers Apothecary
Jane provided an introduction on the services available at the Chambers
Apothecary. The medicine distribution system has been utilized in a home
with twenty-two (22) individuals. Chambers Apothecary presented to the
family, IDD staff, and the Office of Developmental Programs (ODP). The
medicine distribution program offered by the Chambers Apothecary is
ODP med tech approved. Kelly Ellerman, IDD Mobile Community Nurse in
the family home, utilizes the medicine distribution.
o Kelly stated that the family was using pill bottles and blister packs.
The medications are now in individualized blister packs with the
date, time, and name of the medication. Medications are in a box
within the med cart. There have been no med errors since using the
individualized blister packs. ODP requires that the blister packs
contain one (1) pill per package.
Addison Craig stated that single blister packs are not the only option
available at the Chambers Apothecary. Chambers Apothecary can
supply med bottles, single blister packs, and enclosed pouches with
multiple pills. There is an administration fee of $5 per month per individual
for packaging services. Controls are maintained by using the single blister
packets.
The synchronization program aims to line up an individual’s medications
for the entire month. It saves time for patients that are able to drive
themselves to pick up the medications. Kelly completes the medication
administration record (MAR) for the individuals in the home and sends it to
the Chambers Apothecary. Chambers Apothecary is able to make sure
all medications are accurate and packed up by the end of the week.
o Marion asked about the difference between standard blister packs
in comparison to the packaging used by Chambers Apothecary.
Kelly explained that the packaging is single blister packs in pouches
labeled for each individual. The pouches match the MAR in the
correct order. The pouches save a lot of time when dispersing
medication.
IDD Provider Meeting
o Jane wanted to know if there are packaging samples that could be
shown on camera of the packaging. Tyler Craig stated that the
camera was not working but prototypes are available at the store.
o Don Hill with Keystone Human Services (KHS) wanted to know if
Chambers Apothecary worked with electronic pharmacy interfaces
for electronic medical records (EMR). Tyler stated that Chambers
Apothecary works with a few systems. Chambers Apothecary is not
set up to work with all EMRs. Chambers Apothecary is looking at
different systems to determine what software would be needed for
EMRs to best serve the local community.
Providers can contact Tyler or Addison at Chambers Apothecary if they
have any questions. Chambers Apothecary offers delivery service for all
single blister packs.
Lori Young
Independent Monitoring for Quality (IM4Q) Updates
Nikki Wilkerson with the Mental Health Association (MHA) is the new local
contact person for questions about the IM4Q. IM4Q is currently open with
the first interview scheduled for November 22, 2021. Interviews will be held
virtually through December. The interview process will be reevaluated in
January.
Marion Rowe
Incident Management Updates
There was an update with information about the limit for extension
requests. ODP requires the incident report to be filed within thirty (30) days
even if an extension is requested. There is a limit to how many extensions
can be requested per incident based on the category. The update
includes the number of extensions that can be requested for each
incident category. Providers must request an extension from the
Administrative Entity (AE) if they are already over the limit set per
category.
A request for an extension from the AE or ODP must include detailed
information as to why the extension is needed. The reason can’t be based
on not getting to it in time. Any request for extension to ODP or the AE
must include a clear and valid explanation along with a plan of
correction.
Fall Prevention/Information Gathering
Audrey Wicks with ODP will be closely reviewing all incident reports that
are related to a fall. It is important to provide as much detail as possible
about what caused the fall including if it was medication related,
environmental, or due to the individual’s physical condition. Audrey will
IDD Provider Meeting
also be looking to see if the individual had multiple falls over the prior six
(6) months of the incident report. The report could be bounced back if it
does not include enough details about the incident. The report should
clearly illustrate how the risks are being mitigated. Some providers already
complete optional reports with historical information for individuals who
frequently fall.
Skin Integrity Initiative
Today is pressure injury prevention day. ODP is looking closely at
individuals who are prone to pressure injuries or who have had a hospital
related visit due to a pressure injury. ODP has gathered Medical
Assistance (MA) billing information related to pressure injuries for
individuals. There are four (4) individuals in Franklin County that the Health
Care Quality Unit (HCQU) will be following up with based on the MA billing
report. There are two (2) individuals in residential facilities and the other
two (2) individuals live with their families. The HCQU will be providing
training on how to deal with situations involving pressure wounds. The
HCQU will be following up with the families about seeking medical
attention or preventing future pressure wounds. Marion urged providers to
schedule training with the HCQU if working with an individual that utilizes a
wheelchair.
Shanna Golden and Matt Yingling
Supports Coordination Organization (SCO) Updates/Refresher
Shanna stated that Service Access and Management (SAM) is still looking
for a twelfth supports coordinator (SC). The SCs are meeting a minimal
number of individuals in the community to prevent any risk or harm to all
parties involved. Virtual meetings are still the preferred method for SAM to
meet with individuals.
Matt mentioned that SAM is struggling with staffing issues like all other
providers at this time.
Reports
Friendly reminders of due dates for our Base funded providers
(See Procedure Statement MHIDDEI-416)
o November 15th – Quarterly Report of Expenditures (July –
September)
o December 31st – Audited Financial Report (FY ending June 30th)
o January 10th – Audit Engagement/Extension Letter (calendar year
ending December 31st)
o January 31st – Progress Report on Outcomes in Appendix A
IDD Provider Meeting
o February 15th – Quarterly Report of Expenditures (October –
December)
If you have any fiscal questions, please contact Ashley McCartney
(almccartney@franklincountypa.gov).
Round Table/Provider Updates
Person Directed Supports (PDS) – Rachel Travis
An individual moved in to a home about three (3) weeks ago. Another
individual is waiting to start residential services but has been unable to
move in due to staffing issues. PDS is trying to get creative with staff
scheduling to help relieve staffing issues. Some individuals have actually
become more independent while dealing with the staffing shortage.
o PDS has been working with Community Participation Supports (CPS)
to get individuals out at least once a week. There are still a lot of
IDD individuals waiting to get into day programs. PDS has been
good about taking on individuals whenever possible.
Occupational Services Inc. (OSI) – Gabby Snider and Michelle Powell
OSI is facing a staffing crisis. OSI is in desperate need of job coaches to be
able to get individuals out in the community. OSI is accepting referrals for
individuals for all of their programs. Individuals with their own
transportation would be moved to the top of the list due to the current
issues with transportation.
o IDD transportation providers are having issues onboarding staff.
There are not enough drivers to get individuals to the programs.
There are three (3) IDD individuals in OSI’s supported employment
program. OSI is accepting new referrals for the supported employment
program.
Keystone Human Services (KHS) – Don Hill
There has only been one (1) new admission for services in the past couple
of months. KHS is accepting referrals but are unable to offer services due
to the staffing crisis. New homes can’t be opened due to staffing issues.
KHS is exploring consolidating some of the homes due to having a 30% to
35% staff vacancy rate. Don asked other providers if increasing wages has
helped with recruitment. KHS is also trying to get creative with staff
scheduling to cover any service gaps. KHS is looking at what individuals
can do things together to get them out in the community.
o Marion asked Volunteers of America (VOA) if the higher pay rate
has helped with hiring additional staff. Kelly Ellerman informed
providers that people are still not following through with the
interview process. Providers are still struggling despite rate increases.
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KHS is exploring options for technology based assistance in their homes.
KHS has used SimplyHome in the past. SimplyHome installed inward facing
alert systems to monitor individuals with the ability to safely live.
o Linda Knecht with SafeinHome stated that technology can’t
replace direct support professionals (DSP). SafeinHome offers
services that can help DSPs in the homes. SafeinHome offers tablets
to connect person to person. Linda offered to present to providers
interested in SafeinHome services. Marion is going to schedule the
presentation for an upcoming IDD provider meeting.
Family Care Services (FCS) – Nathan Sullivan and Jessica Coons
FCS is not experiencing staffing shortages outside of janitorial. There are
plenty of vacancies in their homes due to the limited amount of waiver
spots. Nathan is concerned about a possible federal vaccine mandate
for healthcare workers. A mandate may cause even greater staffing
shortages for providers. Staffing shortages in the day program are
impacting caregivers. There are also issues when an individual is ready to
move on from LifeSharing services. An individual has been waiting to be
moved from LifeSharing for over a year.
Recruitment events have been helping with applications for vacant
positions. FCS is getting out in the community and participating in events.
Nathan and Jessica are working on filling the openings in new homes.
o ODP is gathering information about the licensed homes that are
vacant. ODP is looking at possibly letting other providers take over
the homes if they are appropriately staffed.
Tender Hearted Services – Bonnie Miller
Tender Hearted Services is trying to help their staff by allowing flexible
schedules. The goal is to bolster staff morale and let them know they are
important. There are only so many hours that staff can be worked. Tender
Hearted Services is trying to be cognizant of staff burnout due to the
number of hours worked. There were two (2) applicants that went all the
way through the hiring process but didn’t show up for orientation.
o Jane asked if families have been flexible when it comes to staff
schedules. Bonnie stated families are aware of the staffing crisis.
Families have volunteered to give up an hour of services if another
family is in need.
Merakey – Teresa McNally
Merakey has not been moving any individuals into homes as of late.
Referrals are still being reviewed as they are received. There are two (2)
openings in two (2) homes. The two (2) individuals that Merakey was
hoping could be placed in the homes are difficult cases. Merakey is
IDD Provider Meeting
having a hard time finding a placement for the individuals. Merakey is
getting creative with scheduling to try and accommodate the needs of
individuals. Staff is being offered incentives to work evenings and
weekends. CPS is being offered virtually for individuals in day programs.
The ARC for Franklin and Fulton Counties – Lorrie Miller
Staffing continues to an issue at this time. Interviews have been scheduled
for applicants but they do not show up for the interviews. The Holiday
Drive Through will take place on December 14, 2021. The event will be
held from 4:00 P.M to 6:00 P.M. at the ARC office located at 2314
Philadelphia Avenue in Chambersburg, PA. Individuals can drive through
and pick up a holiday gift.
AHEDD – Sarah Marshall
A staff member has returned after being out for the last year. The staff
member will be providing telehealth and virtual services for individuals.
The staff member will work their way back to going out in the community
to work with individuals. There are a lot of places hiring individuals at this
time. AHEDD is accepting new referrals for individuals who want to work.
Referrals are a bigger issue than staffing for AHEDD. Sarah would like to
see more referrals for individuals looking for job placements.
o Marion wanted to know if employers are more flexible now when
hiring individuals with disabilities. Sarah stated that employers that
work with AHEDD are open to hiring individuals with disabilities.
There are a lot of job openings at this time.
Volunteers of America (VOA) – Kelly Ellerman and Crystal Stumbaugh
VOA was able to recruit staff from a provider that will be leaving the area.
Staffing could be better for VOA but they are doing alright at this time.
Crystal is trying to hire staff in the community. There have not been a lot of
applicants but they are not following through with the interview process.
Upcoming Trainings
See attached HCQU trainings
Next Provider Meeting
Friday, February 18, 2022 at 10:00 a.m.
Minutes by Larry Reed