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Home My WebLink AboutEI Provider Meeting Minutes 01-17-24 Early Intervention Provider Meeting Wednesday, January 17, 2024 3³ ¥¥ 0±¤²¤³Ȁ Jenn Hawbecker, Stacey Brookens, Zachary Gantz 0±®µ¨£¤±² 0±¤²¤³Ȁ (¤ «³§0±® 0¤£¨ ³±¨¢² - Cynthia Bosserman 0¤£¨ ³±¨¢ 4§¤± ¯¸ 3¯¤¢¨ «¨²³² - Riley Degelman & Krista Miracle -®µ¨¦ -®´³ ¨² 0¤£¨ ³±¨¢ 4§¤± ¯¸ Lauren Everetts 3¤±µ¨¢¤ !¢¢¤²² ǉ - ¦¤¬¤³ Holly Whiteside "´¨«£¨¦ "«®¢ª² 4§¤± ¯¸ Megan Lesko !²¯¨± ³¨®² Rachel Bechtel )µ® (¤ «³§# ±¤ Breanne Clair !* 4§¤± ¯¸ 3¤±µ¨¢¤² Jennifer Davis 0¤# ±¤² 3´¯¯®±³ 3¤±µ¨¢¤² Airica Evangelista-Simmers 5#0 /¥ #¤³± « 0! Marci Walborn -%%4).' -).54%3 7¤«¢®¬¤ £ )³±®£´¢³¨®² This meeting was held in virtual format. All providers introduced themselves and their agency affiliations. 0±®µ¨£¤± 5¯£ ³¤² £ !®´¢¤¬¤³² 0¤# ±¤² 3´¯¯®±³ 3¤±µ¨¢¤² Airica Evangelista-Simmers Airica is the EI Program Assistant. She has been in this position for three (3) months now. She was recently approved to do Special Instruction. 3¤±µ¨¢¤ !¢¢¤²² ǉ - ¦¤¬¤³ (®««¸ 7§¨³¤²¨£¤ SAM EI has a team of seven (7). Things are going really well. Holly (and Jenn) is rd working on things for EI verification that will be occurring the week of January 23. 0¤£¨ ³±¨¢ 4§¤± ¯¸ 3¯¤¢¨ «¨²³² +±¨²³ -¨± ¢«¤ PTS has hired a Special Instructor who started two (2) weeks ago. They have also hired two (2) Occupational Therapists. Another one of their Occupational Therapists will be leaving. Krista has been in contact with the Service Coordinators (SCs) to get her caseload worked out. Krista will be interviewing today for another part-time OT. (¤ «³§0±® 0¤£¨ ³±¨¢² #¸³§¨ "®²²¤±¬ HealthPro recently added a Physical Therapist (PT) and is looking to add an OT shortly. HealthPro continues to grow their team! "´¨«£¨¦ "«®¢ª² 4§¤± ¯¸ -¤¦ ,¤²ª® Emily is no longer doing evaluations. If there is a speech evaluation or any specific concerns with evaluations, SCs can call Megan as she will be filling in more now. Early Intervention Provider Meeting Wednesday, January 17, 2024 &¨²¢ « 5¯£ ³¤² %) 0 ¸¬¤³ %&4 5¯£ ³¤ Some providers have reached out stating they have not received the EFT summaries that they normally receive with their deposits. It has affected check dates for thth December 26 and January 8. are trying to work out. The last update was it has been fixed but we will not know nd this until the next check date on January 22. FY24-ΑΔ #®³± ¢³² th This process will be starting February 10. Providers will receive Appendix A and stst budget packets. These documents are due April 1 (due to March 31 falling on a Sunday) to Jenn. 2¤¬¨£¤±² th Please be sure you are consistently billing by the 15 of each month and to email both Zach and Jenn when you have voids or adjustments with billing. 3¤±µ¨¢¤ $¤«¨µ¤±¸Ȁ #® ¢§¨¦ !¢±®²² 3¤³³¨¦² 5¯£ ³¤ )¥ ³ȝ4®££«¤± 3¤±µ¨¢¤ $¤«¨µ¤±¸ ,¤ ±¨¦ 0 ³§ https://www.eita-pa.org/eisd/it-service-delivery/itsd-learningpath/ If you have anyone who wants to go through the Service Delivery Learning Path, there is a navigation service guide on the Early Intervention Technical Assistance (EITA) website. The guide gives information about going through the different modules. As a reminder, the Service Delivery Learning Path includes the EI Service Delivery online course, the Family Guided Routines Based Intervention (FGRBI) online course, SS-OO-OO-RR online course and webinar, Family 5Q online course and webinar and the application of FBRBI key indicators webinars part 1 and 2. After that the person would select a trio or a professional learning community (PLC) and submit video to see about reaching fidelity with the coaching. A stipend of $1,000 is still being provided to individuals when they are endorsed. It is unknown how long that will continue. Jenn encouraged everyone to do the learning path now so they could get the stipend for their time for doing all the course work. 4± ¢ª¨¦ 3¯±¤ £²§¤¤³ȝ$ ³ In the past, we have used the EI Service Delivery tracking sheet. Jenn can send each has. The core leadership team would like to review all of these to see where everyone is, what courses are taken, who has completed courses, etc. Jenn would th like the tracking sheets submitted by Friday, February 16. She will try to get them Early Intervention Provider Meeting Wednesday, January 17, 2024 sent back out to everyone today or tomorrow. This will give providers a month to get them updated and sent back. In the tracking sheet, there are a couple different tabs. There are two (2) tabs providers want to really pay attention to. For those who are not currently going through the learning path but who have just taken the beginning webinars that Jenn has been asking people to through all the modules and taking the webinars to work towards reaching fidelity and being endorsed, you will want to use the A question was asked if when Jenn refers to videos if it is the 15 minute videos even though a lot of them are embedded in the learning path. o Jenn confirmed that these are the videos she is referring to. If someone is not taking the learning path, she wants them to see the videos. New staff may not be committed right away to be doing the learning path so Jenn would like them to watch the videos. They give perspective from those doing the FGRBI coaching and from families. I how we are using it in PA. o Jenn is also asking new staff to do the service delivery and FGBRI module. Once a staff starts on the pathway, they will probably see the videos again but it will be a refresher. Once they start watching the videos and do one of need to get. o It was noted that the videos are also embedded in the orientation course and the FGBRI. They receive a certificate for completing these. o Jenn shared the EITA portal during the meeting. On the Infant/Toddler Service Delivery page, all PA videos are listed. These are the videos Jenn is referring to. Jenn would like staff to watch all eight (8). If one is embedded in something else that is fine. As far as the Service Delivery Learning Path, Jenn would like new staff to take the EI Service Delivery and the FGBRI online courses. If they go onto the learning path, they do not need to retake the courses. o will update the providers. In the meantime, please continue to do what is requested above. o It was asked if these must be completed within 120 days or just within completion of their first year. Jenn confirmed just within the first year. Prior to starting, staff must do the EI orientation then within the first 120 days they must complete first aid & CPR and fire safety & emergency evacuation. The mandated reporter has to be completed prior to starting but everything else is just within the first year. o A provider noted that it would be tough for new staff to complete the new session notes without having the service delivery and FGRBI courses. Early Intervention Provider Meeting Wednesday, January 17, 2024 o Further discussion occurred about the orientation. There are two (2) certificates provided one for the orientation and one for the service delivery. There have been times when staff has not downloaded it so a reminder was shared to have staff go into the EITA portal to download both certificates as they do not realize they have completed it. The FGRBI is then and your orientation course says that it is six (6) clock hours. Jenn will have to make sure that others are aware of this. 5¯£ ³¤£ 3¤²²¨® .®³¤² Jenn reminded everyone of the Job Aid on the EITA portal for the session notes - https://www.eita-pa.org/it-service-delivery/. This is a good training to have staff take as well. The new session notes are quite different than the previous session notes. Jenn also reminded staff of the padlet - https://padlet.com/mbrink2/pa-early- intervention-session-note-2023-7ok3qwqkmbek16rg. This has the annotated guidance for writing session notes, a link to the Job Aid, Session Note Formats (for those who want to complete it digitally instead of handwriting them) and how to order session notes. 0±®µ¨£¤± 2¤¦¨²³±¸ The provider registry is being updated. Jenn was not able to do the webinar last week but was able to go onto the EITA portal yesterday to watch it. Things that are staying the same o Your username and password o All requirements for documentation o Organization information, IDs and roles o Individual information o Process for creating new accounts o Availability of resource documents Things that are changing o The URL or website you log in to o Landing page o Employment managing positions within an agency o Education and Training will only have options related to EI o Any information related to ECE (PQAS, PA Key) will be separate from EI and remain on the previous site If you had someone who worked in child care previously or had credits from nly items related to EI that will be on the new website. Preparation for the transfer over to the new system Early Intervention Provider Meeting Wednesday, January 17, 2024 o Blackout period from January 22-28, 2024 o Launch date is January 29, 2024 o Make sure all information is up-to-date in the registry prior to the blackout period. o Anything entered in the old site after January 21, 2024 will not be migrated. o Training certificates earned during the blackout period can be uploaded upon go live date. If you have new staff that is just setting their account up, they may want to wait. If they set st it up prior to January 21, it should migrate over. However, we are close enough so it may be best just to wait. Jenn recommends everyone goes into the EITA Portal to watch the webinar as it walks you through the landing page, reports, where to enter information, etc. https://www.eita- pa.org/. Go to the home page of the EITA Portal; scroll to the bottom; then under the EI Provider Registry Webinar, the first bullet point is the Infant Toddler Registry Updates link that will take you to the webinar to watch. &± ª«¨ȝ&´«³® 6¤±¨¥¨¢ ³¨® EI verification is next week! Members of the verification team from the Office of Child Development and Early Learning (OCDEL) and one peer reviewer from Cumberland/Perry will be in Franklin/Fulton January 23-25, 2024. They will be pulling information from standard record review, session notes, at risk tracking children, Infant, Toddler and Families (ITF) waiver children, ineligible for EI, no longer eligible for EI and transition records. Holly and Jenn have most of this together. They will be doing home visits, interviews and looking at policies and procedures. The verification will take place at the Service Access & Management (SAM) office. If anyone needs Jenn during this time, you can call her cell phone or email her (she will try to check emails as she can). Jenn will report back to providers once we get the final report. 0%3) 4± ¨¨¦ )¥®±¬ ³¨® An email came out from Erin Nye several months ago regarding the PESI Training Opportunity. The mental health department offers free PESI trainings. The three (3) Integrative Trauma Treatment Master class; and (3) Personality Disorders Certification Training. If you are interested in these trainings, a registration form needs to be completed then sent to Cori Seilhamer (caseilhamer@franklincountypa.gov). Cori will then register you for the course(s). Cori does request that you send the certificate of completion back to her. !££¨³¨® « 5¯£ ³¤² %) 0±®µ¨£¤± 2®²³¤± 5¯£ ³¤ %) 0±®µ¨£¤± 2®²³¤± 5¯£ ³¤ Jenn sent out the provider roster yesterday. Please take a look at it and let her know if you have no changes OR what changes need to be made. A copy will then be sent out with the minutes. Early Intervention Provider Meeting Wednesday, January 17, 2024 3¢§¤£´«¨¦ 4§¤± ¯¨²³² Holly noted that the SCs are struggling to get therapists even at the easier locations. She has asked staff that when we send out the request for a therapist that we give 24 hours for providers to respond. If no one responds, a reminder is sent. If one provider responds within 24 hours, that is the provider chosen. If multiple responses are received from providers and there is trouble contacting the family (a family is requested to respond within one day or so) then the SC will pick the provider that fits the best day and time for the family. If SCs are struggling with getting providers to respond, they have been requested to notify Holly and Jenn so they are aware. SCs have been busy and are now pushing to the end of February to get evaluations done which is making the 45 day deadline very tight. It is taking 30 days or longer for Holly to get reports out as she is making a lot of corrections. A provider asked if there was a certain discipline that is harder to schedule then cipline, it may also be a certain area. She encourages providers to take a look at the emails coming out to make note of the disciplines being requested and the areas. This could assist the providers in potentially hiring new staff and covering those areas. A provider expressed that it is helpful when the SCs do send reminders as caseloads change so while they may not have been able to fill the appointment with the first email their schedule may have opened up when the reminder comes out. Holly encouraged providers and therapists to look at the teaching strategies when they first get to see them and update them whenever they possibly can. Sometimes the teaching strategies are not made clear to the SCs initially. Some of the strategies are not accurate at the time and may need tweaking. SCs will try to go out on the first and second visit to talk to therapist and discuss teaching strategies. SCs are happy to change the information as the therapist sees fit. New SCs do not have the history and vocabulary as those with longevity may. We want to make sure what is going in the plan is accurate. A provider suggested that when the SCs send out referrals to please cover all information such as the frequency and location. If this information is not include a therapist cannot offer to provide the service. A standardized referral will help in therapist making a decision within 24 hours. Holly will remind SCs to please include this information. If a SC is not doing this, please let Holly know. A provider asked if they do not hear back from the SC that another agency is chosen is it say to say within 48 hours that they are able to offer that day and time to someone else. This causes a delay as the therapist does not want to offer the slot to another child without knowing. Holly will ask the SCs to notify the therapist that another agency was selected. Early Intervention Provider Meeting Wednesday, January 17, 2024 0±®µ¨£¤± 2¤¯®±³² due 0±¨®± ³® ³§¤ .¤·³ -¤¤³¨¦ Progress Report on Outcomes in Appendix A (for contracts with an encumbrance of st $50,000 or more) * ´ ±¸ Βΐ Schedule of Revenues/Expenditures (July-Dec) (for non-state-set rates) &¤¡±´ ±¸ th 15 st Appendix A for upcoming fiscal year - ±¢§ Βΐ Budget packets (to include Budget/Rate Letter, Staff Roster, Unit Assumptions, Budget Narrative for upcoming fiscal year if appropriate) (for non-state-set rates) st - ±¢§ Βΐ th Monthly Billing £´¤ ΐΔ ®¥ ¤ ¢§ ¬®³§ th Employee Debarment and Exclusion Check £´¤ ΐΔ ®¥ ¤ ¢§ ¬®³§ 2¤¬¨£¤±² ®¥ ³§¤²¤ ±¤¯®±³² ±¤ ²¤³ ®´³ Ζ-Η ¶¤¤ª² ¯±¨®± ³® ³§¤¨± £´¤ £ ³¤ȁ 9®´ ¢ «²® ±¤µ¨¤¶ ³§¤ ±¤¯®±³²ȝ£´¤ £ ³¤² ¨ ¯±®¢¤£´±¤ ²³ ³¤¬¤³ -()$%)-ΗΔΙ #®³± ¢³ 2¤°´¨±¤£ Reports £ $´¤ $ ³¤²ȁ .¤·³ -¤¤³¨¦Ȁ 7¤£¤²£ ¸Ǿ !¯±¨« ΐΖǾ ΑΏΑΓ starting at 10:00 a.m. in virtual format ΑΏΑΓ -¤¤³¨¦ $ ³¤²Ȁ !¯±¨« ΔΚ³§ *´«¸ ΔΚ³§ /¢³®¡¤± ΔΙ³§ Minutes by Erin Nye