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Home My WebLink AboutIDD Provider Meeting Minutes 11-18-22 Intellectual & Developmental Disabilities Provider Meeting Friday, November 18, 2022 Staff Present:Ashley McCartney, Marion Rowe, Jane Cline, Lori Young, John Gerak, Erin Nye, Trina Ross Providers Present:Tony Fisher & Jessica Coons (Family Care Services), Katie Freeman (HealthCare Quality Unit - HCQU), Lorrie Miller (The ARC), Ariane Warren (Occupational Services, Inc.), Robert Reed (Focus BehavioralHealth), Rochelle Mays (Tender Hearted Services), Shanna Golden (Service Access & Management)Sarah Guyer-Marshall (AHEDD) MEETING MINUTES Welcome & Introductions This meeting was held via Google Meet. Thosepresent introduced themselves and their agency affiliations. Administrative Entity (AE) Updates – Marion Rowe Enterprise Incident Management(EIM) Marion used to send monthly process management updates to provider directors and any incident management staff. This was to remind providers of any past due or coming due incident reports they may have. The county will be going back to that process. Providers should start to see this update around the end or beginning of every monthbeginning 2023. Marion requested to have any personnel or email changes to be sent to her via email. Otherwise,these updates will be sent to the primary contact that the countyhas on file. Right now Christina Yeager is sending out reminders to providers who have incidents that she has disapproved more than once to see if there is any support needed to get needed information and provide finalization.Just a reminder that you can reach her at any time for incident related questions or support: christinay@theadvocacyalliance.org Marion shared her screen during the meeting to go over the Office of Developmental Programs (ODP) Incident Reporting Overview Analytics Dashboard Tip Sheet. This document will also be sent out to all the providers with the minutes. There are a couple options that providers have when they go to the EIM dashboard. The first option is to utilize the Incident Management Review Report. This report is in an Excel spreadsheet that will give specific details for each incident. You can also access this information on the dashboard screen where you will see similar information but with less detail. For the past couple of years, ODP has been working with old reports based off Medical Assistance (MA) claims from Emergency Room (ER) visits and hospitalizations, and thencross-referencingthose claims to ensure that there were incident reports in the system for them. ODP will continue with this process. Franklin County is done with old reports and willbemoving on to this calendar year. IDD Provider Meeting Friday, November 18, 2022 Providers might receive some emails from Marion when there is a claim that comes through. When this happens providers will need to do a little bit of research to determine whether this was a reportable incident. If it was not a reportable incident, providers will need to explain why not. If it was reportable, there will need to be an investigation to determine why it wasn’t reported and enter it into the system. Health Risk Screening Tool (HRST) All residential providers are required to complete HRSTs for individuals in their program. This toolshould be keptup-to-date especially when there are significant changes to someone’s medical conditions. These updates need to be done at least annually. The tool provides recommendations to the team for the individual’s medical conditionsand concerns. It should be utilized to capture and prevent any additional risks to the individual as much as possible. ODP sent out material that goes into more detail about HRST protocol. Katie Freeman also forwarded some material to Marion, as a reminder for our providers, that will be sent out with the minutes. There is a delay in the systemwhereit takes six (6) weeks for the information to be uploaded from HCSIS to HRST. Some providers end up waiting two (2) to three (3) months just to see the individual show up in their profile. Providers are able to run reports in HRST to see what the top training considerations are. Katie can work with staff to create a training schedule. Katie mentioned about providers paying extra attention to individuals that are rated a level four (4), because they are at the highest risk for unexplained death. These are the individuals that providers will want to take an extra look at to see if there are any additional supports that they can put in place to keep individuals safe and healthy.Katie advised to reach out if providers have any questions or need help. Katie has two (2) contacts for the South Central region that can provide free live trainings on how to use the system. HealthCare Quality Unity (HCQU) – Katie Freeman Katie provided an update about the next syllabus for the first quarter in 2023, which will be coming out by the end of this month. She advised everyone at the meeting to keep an eye out for that. She also let everyone know that if their staff is in need of Fatal 5 training to meet the new ODP requirements that the HCQU is approved through ODP as a source for that training. The HCQU is starting to work face-to-face again and doing in person trainings. Company training schedules are also going to start comingavailable again. If anyone has a list of topics that they would like to be able to offer their staff, let Katie know and she will help create a schedule for them. Lori Young Quality Assessment & Improvement (QA&I) Updates Lori and John have been working on completing all the paperwork and reports requiredfor QA&I. John is now Quality Management Certified, so feel free to reach out to him or Lori with any questions you may have for quality management. IDD Provider Meeting Friday, November 18, 2022 Lori provided some clarification for the providers who had on-site reviews done this year. The provider qualifications are not due until 2024 for those who had an on-site review. The qualifications that Lori and John will be working on starting in February 2023 will be for providers who have a Master Provider Index (MPI) number that ends with a six (6), seven (7), eight (8), or nine (9). Supports Coordination Organization (SCO) Updates –Shanna Golden Since the last provider meeting, two (2) new Support Coordinators (SCs) have started – Blasia Drumm and Carrie Keebaugh. This brings the total SCs up to 12. Carriewas previously a SAM SC. She will most likely be working with some new individuals since she did not get her full case load back. SCs are continuing to go out in personas much as possible for meetings, but are still working through COVID procedures so they are not able to make it out every time. When SCs have meetings scheduled they are calling ahead to make sure that individuals aren’t sick. Marion asked Shanna about an updated contact list that has Blasia and Carrie’s contact information on it. Shanna said that the last one that was sent out has their information on it. Reports – Friendly reminders of due dates for our Base funded providers (See Procedure Statement MHIDDEI-416) 15th of each month – Monthly Invoices December 31st – Audited Financial Reports (FY 21-22) January 10th – Audit Engagement/Extension Letter for Calendar Year ending December 31, 2022 January 31st – Progress report on outcomes in Appendix A February 15th – Quarterly Report of Expenditures (October – December) If you have any fiscal related questions, pleasecontact Ashley McCartney (almccartney@franklincountypa.gov). Provider Updates – The ARC of Franklin and Fulton Counties – Lorrie Miller th The ARC holiday party social is going to be on December 15at the Chambersburg Recreation Centerfrom 6:30 p.m. – 8:00p.m. Upcoming Trainings – See attached HCQU Syllabus Next Provider Meeting Friday, February 17, 2023 at 10:00 a.m. 2023 Meetings thththth February 17 May 19 August 18 November 17 Minutes by Trina Ross