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HomeMy WebLinkAboutIDD Provider Meeting Minutes 05-20-22Intellectual & Developmental Disabilities Provider Meeting Friday, May 20, 2022 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. Lori Young  Everyday Lives Conference Providers can still sign up for the Everyday Lives Conference if they have not done so already. The regional collaborative days for the conference are May 24th and 25th. The technology day for the conference is June 1st. Dual Diagnosis days are scheduled for June 8th and June 9th. The employment day is scheduled for June 16th.  Deeper Dive Training Providers that signed up for the Deeper Dive Training on June 15th for the regional collaborative should have received an email from Dave Maloney with the Columbus Organization. Providers should inform Lori if they did not receive this email. The email contains all the needed information to sign on to the training. Lori can provide Dave Maloney’s contact information to providers who still wish to sign up for the Deeper Drive Training.  Quality Assurance and Improvement Process (QA&I) QA&I is going to start Cycle Two (2) Year One (1) on July 1, 2022. Providers should start receiving emails, announcements, and information about a training starting in June. Jessica Martin with the Office of Developmental Programs (ODP) will be leaving her position. She is the central region lead for QA&I. Lori will send any questions from providers to the central office until her position is filled. o It was asked what Master Provider Identifier (MPI) numbers would be getting an onsite review. Lori believes it will be providers with MPI numbers that end in zero (0), one (1), or two (2) but she has not received any announcements about the NPI’s at this time. Jane Cline  Residential Vacancies Online Tool ODP Announcement 22-036 The online tool can be used to report residential vacancies. It was announced at the last meeting with ODP that hardly any residential providers are utilizing the tool. The tool is for open vacancies that providers plan on filling. The online tool replaces the statewide vacancy list that was sent to providers in the past. The old link for providers to complete the survey about their vacancies is not working. A new link to complete the surveys will be sent to providers in the next couple of days. Jane reminded providers that any vacancy that they plan on having filled in Franklin or Fulton County needs to be added to the Residential Vacancies Online Tool.  Franklin County Assistance Office (CAO) Upcoming Changes Jane received notification from the Franklin CAO that they will be transferring all waiver enrollments to Indiana County. Keisha and Amber were the primary point IDD Provider Meeting people for waiver services including waiver enrollment, reauthorizations, and waiver questions. They were always great to work with and helped fix any problems with waivers. The state has decided that Franklin and Fulton Counties will no longer be doing waiver enrollments for any programs or nursing home enrollments. Indiana County will be doing all waiver enrollments for Franklin County starting in the middle of July. Indiana County has six (6) case workers that will be randomly assigned to the case. Reauthorization and recertification lists will no longer be sent to IDD program specialists from the Franklin CAO. The waiver enrollment process as it pertains to receiving PA 162 forms will now take much longer. Bedford County will be the enrollment agency for Fulton County. o A provider asked when the effective date for the change in the process would be. Jane stated that some of the reauthorizations have already started to be sent out by Indiana County. The whole process should be transitioned over by the middle of July. Indiana County will be responsible for waiver enrollments for five (5) counties. Marion Rowe  Enterprise Incident Management (EIM) Reminders ODP announced yesterday that providers no longer need to enter the brand and vaccination dates when completing an incident report for a COVID positive individual. The incident would need to indicate if the individual is fully vaccinated. Reports for individuals in residential facilities would still need to include the number of individuals in the home and any quarantine efforts to prevent the spread. Audrey Wicks with ODP continues to review all incident reports associated with an individual that has had a fall. Providers must include any previous falls within the last six (6) months in the report. Audrey is looking for any trends or any type of risk mitigation strategies put in place to reduce further falls. A couple of providers in Franklin County should have received an email from Marion about ODP requesting additional information for incident reports that were not entered in the system. ODP is reviewing medical assistance (MA) claims coded as emergency room (ER) visits or hospitalizations and cross referencing the claim date to see if there is a corresponding incident report in EIM or the Home and Community Services Information System (HCSIS). If there is not a corresponding incident report, ODP is emailing Administrative Entities (AE) to follow up with providers about the related claim date. Providers will need to enter an incident report and provide information/corrective action for why it was entered per the bulletin. There were six (6) reports recently sent to Marion from ODP. Most of the reports were from 2019 and one (1) from 2020. Marion gives the provider a deadline to respond with the incident number or an explanation of why it does not need to be entered. This information is then forwarded to ODP. It is unclear how long this process will continue but ODP has stacks of MA claims to review. o Tony Fisher stated that the two (2) that FCS received would not be incident reports under the new incident management bulletin. Marion informed Tony that an incident report would need to be entered even if the incident category has changed. It would not need to be entered if it IDD Provider Meeting was not a reportable incident. Marion will make sure to include supports coordinators (SC) in the email correspondences with providers moving forward. Incident reports related to behavioral intervention or serious illness should include a degree of a timeline. For example, an incident report for an individual admitted to the hospital due to illness should include a description of any actions taken by the staff or provider prior to the hospital admission to ensure the health and safety of the individual. Behavioral intervention reports should include a description of the steps taken by the provider prior to reaching this level. ODP Announcement 21-083 will be included with the minutes. This announcement pertains to neglect incidents. Neglect incidents are related to when the individual is at risk and their health and safety is in jeopardy. Providers need to determine if the individual is at actual risk or if it is a general complaint from a staff member that should be handled internally. The announcement was mentioned at a previous meeting during a discussion about backup plans and best practices. The purpose was to ensure services are provided at the frequency and duration that the individual needs. It would determine if the individual was put at risk due to the service not being provided. The information would need to be included in the individual support plan (ISP). The backup plan included in the ISP could be referred to when determining if a neglect report is needed.  Meetings Moving Forward Marion wanted to know if providers would like to have face to face meetings or play by ear based on COVID numbers going forward. A few providers noted that they would like to have in-person meetings. Marion stated that the next meeting format will be determined a few weeks out from the meeting date. The COVID numbers will be taken into consideration when determining the meeting format. Shanna Golden and Matt Yingling  Supports Coordination Organization (SCO) Updates Laekhan Hull has left her position with Service Access and Management (SAM). Carrie Biggs will be filling the vacancy. Carrie Keebaugh will be leaving SAM. SAM will be hiring for an SC predominantly in Franklin County. Cathy Morales left her position as regional director. Kristen Benway will be the new regional director starting May 23, 2020. Fiscal year renewals are currently being worked on. The needed information has been received from most residential providers. The information includes the “with day” service units projected for the year. The purpose is to make sure everyone is staying within the established budgets based on frequency and duration of the current year. Cap exceptions that aren’t supposed to be there can’t be exhausted. Marion asked providers to reach out to the SC’s if they are looking for an authorization or they didn’t receive all their authorizations on July 1st to get it corrected right away. IDD Provider Meeting Katie Freeman  Health Care Quality Unit (HCQU) Updates There are two (2) upcoming webinars. The first webinar will be held on May 24, 2022 from 10:00 A.M. to 11:30 A.M. It is a social media 101 training regarding social media and internet safety. Emily Corbin is scheduled to speak during the webinar. Emily’s sister was an IDD individual who worked for the Advocacy Alliance. She met someone online who ended up killing her. Emily has turned this tragedy into an opportunity to educate people on how to stay safe online. The flier was included with the agenda with the Zoom link. No registration is needed for the webinar and anyone can attend. The second webinar will be held on June 15, 2022 starting at 12:00 P.M. It is a nutrition webinar that will include nutrition information as well as a cooking demonstration by the Giant Company’s nutritionist. Katie will make sure the flier is sent out to providers. The HCQU is back to working with individuals out in the community. Providers can contact the HCQU if there is a situation where an individual would require in- person services. Reports  Friendly reminders of due dates for our Base funded providers (See Procedure Statement MHIDDEI-416) o June 30th – Audited Financial Report for Calendar Year ended 12/31. o July 10th – Audit Engagement/Extension Letter for FY ending June 30th o July 31st – Progress Report on Outcomes in Appendix A o August 15th – Quarterly Report of Expenditures (April – June) – Property Purchased/Property Leased (FY ending June 30th) – Fixed Assets Purchased with IDD Funds (FY ending June 30th) If you have any fiscal questions, please contact Ashley McCartney (almccartney@franklincountypa.gov). Round Table/Provider Updates  Occupational Services, Inc. – Keith Bowers The Supporting Individuals Transitioning to Employment Success (SITES) program at OSI has a good opportunity for shared IDD clients. The SITES program has been open for several years but only to mental health individuals. OSI is going to open the program two (2) days a week to IDD individuals. The SITES program teaches career skills, life skills and social skills. The program will be available two (2) days a week for three (3) hours a day (8:30 a.m. to 11:30 a.m.) to IDD individuals. The goal of the program is to get individuals back out into the work place or out to the workplace for the first time. The program has been a great success with MH individuals. Every individual who has graduated from the program is still actively employed to date. OSI will be able to take three (3) individuals a day. Beginning in July, OSI will be looking for six (6) individuals for the IDD SITES program. It is a non-paid program. Individuals will not get paid to participate in the program but the efforts they put in will help them succeed in the long run. Individuals do have to have transportation to get to the program and must be willing to make a six (6) month commitment to the program. IDD Provider Meeting If anyone is interested, open enrollment begins in July. Referrals should be sent to Gabby Snider at OSI Redwood. There is a specific mark on the referral form about being interested in the SITES program. Once the referral is received, an initial interview is set up with each individual to find out who they are, what their interests are, and what their goals are. From there is step 2 - a trial day. The individuals will come to the existing day program so they can get a feel of it, meet other people and see how OSI does things. There is then a determination made whether they are ready to join the program or not. If they are ready to join, OSI would invite them to start the program in September. If there is more work needed in the meantime, a determination will be given for that as well so individuals know what they need to work on to come into our program. The program is available for new or existing individuals of OSI. All they have to do is make sure they have a SC from SAM to get the referral started.  The ARC of Franklin and Fulton Counties – Lorrie Miller The ARC is excited to share that they are starting socials back up. The first one is an Ice Cream Social on June 16th at Norlo Park from 6:00 p.m. to 8:00 p.m. Antietam Dairy will be there. There is also a commitment from Civitan Club to provide volunteers. The ARC’s newsletter have gone out and signs up are available. Anyone is welcome! The ARC is going to try to get their social recreation program started. They currently have a driver but still need an aid. The ARC is looking at possibly two (2) activities at the end of June then starting the program back up full time in July.  Volunteers of America (VOA) – Jane Merolla VOA has an accessible vehicle available in Franklin County with some ridership opportunities. VOA is available to help any individuals needing transportation to their programs.  Keystone Human Services – Don Hill Keystone is making a lot of progress filling staff vacancies. As a result, they are starting to look for referrals. They will hopefully be able to get those vacancies filled shortly.  Person Directed Supports (PDS) – Rachel Travis PDS had a group of individuals attend a prom event “Among the Stars” at the Foursquare Church. The event was outside of “Night to Shine.” Great event! Staffing is still struggle for PDS. They were able to raise wages for direct support professionals (DSP) and front line management.  AHEDD – Sarah Guyer-Marshall AHEDD is finishing up transitioning students for the Transition to Adult Life Success (TALS) program. AHEDD is going to try to partner closer with the Office of Vocational Rehabilitation (OVR) to present information to the schools. There is confusion between their program and the services through TALS. A meeting is IDD Provider Meeting being set up with OVR and AHEDD to discuss details and present a clearer picture of what the services are like so teachers understand how to refer and who should be referred. AHEDD is working on trying to educate everyone to increase referrals and to get as many students services as they can.  PA Health Management – Nicole Fleet Hiring has been a struggle for PA Health Management. They are currently trying to get DPS hired.  Family Care Services (FCS) – Tony Fisher Staffing issues are occurring at FCS as well. They are trying to find more families to provide services. Tony mentioned the American Rescue Plan Act (ARPA) supplemental payments that are available. If providers have not applied, he encourages them to take a look. There are training funds available that expire on June 30th. There are funds for technology and also for hiring and retention. Tony asked if anyone has been denied or questioned on how they will spend the money on the training funds for those the four (4) competencies listed. Marion noted that most feedback is about what providers are utilizing the funds for. The counties are removed from the ARPA funds so information does not get sent to them nor can they provide direction in regards to the funds. Tony noted that the draft 6500 regulatory compliance guide (RCG) is out. It has been in draft form for a long time. There is a 6400 RCG but this does not apply to LifeSharing. ODP will be using the 6500 RCG during upcoming licensing which will allow for feedback. Upcoming Trainings  See attached HCQU trainings Next Provider Meeting Friday, August 19, 2022 at 10:00 a.m. 2022 Provider Meeting Schedule August 19th November 18th Minutes by Larry Reed