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HomeMy WebLinkAboutID Provider Meeting Minutes 2-1-13Franklin/Fulton Intellectual Disabilities Program Provider Meeting February 1, 2013 Minutes Welcome & Introductions Everyone introduced themselves and their agency affiliation. Fiscal Updates  Friendly Reminders for our Base Funded providers:  February 15th: Quarterly Report of Expenditures (Oct-Dec)  March 1st: Fixed Asset Report  Audited Financial Reports were due by December 31st.  13/14 contracts: Budget template/fiscal packet & request for Appendix A documents will go out to providers on February 10th.  Jane and Marion are asking that providers make sure goals and outcomes are measureable. Providers might be getting some feedback regarding what they submit. Providers might also see changes with contracts this year. Feel free to contact us if you have any questions.  Providers who have state set rates only do not have to complete the fiscal packet of the appendix. However, if you provide program funded services, you still must do the fiscal packet. Once we receive the state set rates for FY 13/14 we will include that into the contract.  Linda Hess, MH/ID/EI Fiscal Officer, will no longer be with the County. She will be working with Service Access & Management (SAM) as of March 14th. SCO  SAM Update – Marion is on a transition team with SAM. It is expected that SAM will be at the next provider meeting. It is in hopes that next month all providers will get an introduction letter from SAM. February 28th will be the Supports Coordinators first day with SAM. Providers will see critical revisions ending the County Supports Coordination services effective February 27th then starting with SAM on February 28th. Case Management as a whole will all be mobile. They will all have cell phones and laptops. Providers will be able to directly contact with SCs via cell phone. Providers may also see the SCs more frequently. As for supervisory staff, they will all be the same for now. The SCs along with the rest of case management will be located across from Burger King on Lincoln Way East as of February 28th. Matt Yingling will still be the director but Natasha Kara, a SAM employee, will be directly over him.  The following are questions/concerns/comments regarding the transition: - Will there be any shuffling of SCs? – Initially no but we cannot give a definite answer of what will happen in a few months. - Will the SC let providers know when ISPs have been updated so they know when to print them? – Marion suggested that providers go in to check for updated ISPs around March 8th. SCs are working on getting things finalized but they will need to do critical revisions to end date services with the County and start them with SAM. Marion said we can send out a reminder for providers to check ISPs when they are done. - Jane Cline said that SCs are supposed to keep their cell phone numbers but their email addresses are going to change. Their new business cards will have their direct line of contact. - Providers asked if Marion and Jane could send out a list of the new email addresses along with the cell phone numbers. - SCs will no longer have an office, are there other changes like trainings? Is there a meeting room at SAM’s location? How will it be used? – HCQU trainings will still be at the Admin Annex. As far as the new location, the case management unit can work in the building but each worker will not have their own office. There will be a conference room for meetings that can be reserved. - Where will SCs meet with individuals? – SCs will meet with individuals at their homes, in the community, group homes, etc. - Will the same procedures still be in place? – Yes. We still have to authorize services and the ISP manual will still need to be followed. - This is a huge transition and is going to be a big change for everyone. SCs will most likely not get a full idea of expectations until they have their first initial training on February 28th. As processes change that will affect providers, we will notify you. However, most changes will be more internal. At the May meeting, providers have the opportunity to discuss issues and concerns with the transition. Lori Young  Provider Qualifications (see handouts) – For Provider Qualifications Application, the application is open today, February 1st in HCSIS. It needs to be completed by March 31st. All supporting documents need to be to Lori by April 30th. Lori will collect documents from providers who are scheduled for provider monitoring audits. Those who are not scheduled can send the documents to her. After this current year, the application will only be done if you are scheduled for a provider monitoring on site audit. It will then be bi-annual. Vendor services now have to be qualified. There are no changes to the supporting documents.  Provider QM Plans – All providers are required to have QM Plan for ODP. There is a bulletin on PIC titled Bulletin 00-01-02. It is due by June 30th. This will be an every other year procedure. After completing the QM Plan this year, it will not need to be updated until June 2015. If you have any questions, please give Lori a call. Jane Cline  SSI & Room & Board Contracts – Since the SSI rate went up January 1st, we need new room & board contracts from residential providers.  DP 1022 (see handouts) – As we are getting into that time of the year to request additional units, Jane wanted to remind providers that there is a process that SCs must follow. They have to have the individual sign off that they are requesting additional units or changing services. Providers cannot just call the SC and ask for additional units to be authorized. There is a critical revision process that needs completed. A DP 1022 handout was provided. Marion and Jane sent questions to ODP due to the form and process being complicated. A form must be completed for each and every service if you make a change or adjustment to. ODP has been receiving a lot of feedback regarding the instructions and there is a possibility it might change. There is a checklist that Marion and Jane must complete. They have to approve it first before a critical revision can be done. A letter must be sent to individuals if services are disapproved or partially approved but there is no standard letter. Marion and Jane are trying to figure out the best way to complete the DP 1022 form and meet requirements.  Residential Openings – There are three individuals that will be looking for residential placement. Two of the individuals are at Deverux that CBHNP is saying they no longer meet medical criteria and the other individual is living at home that has a lot of behavioral supports. All three are 19 or 20. They will still be eligible for wrap around services and a TSS until they are 21 if they remain in school. . If providers would like more information, please call Jane. She will get releases signed to provide information. If providers would like to visit the individuals, that can be arranged. Two of the individuals have self-abusive behaviors and the other has elopement issues and aggression. Jane does not believe the individuals are suited for life sharing.  Aging Care Giver Initiative – Jane and Marion are still working on Aging Care Giver Initiative. We are still working with the slots that were given to use from the State. We still have one transitioning slot from 2012 which is a PFDS slot. There are three out of the four aging initiative spots that we plan to fill. Those four slots are consolidated. Two of the individuals Jane discussed under the residential openings could fall under the Aging Care Giver Initiative. We have a few students that are graduating this year that we are looking for residential placement but do not fall under the Aging Care Giver Initiative. Providers might be getting calls regarding these individuals. Marion Rowe  AE Information – ODP is aware of the provider enrollment issues that providers are having. They are aware there is a huge back log. The plan is for ODP staff to go in and assist with ODP registered providers to get the process moving along. ODP is working on current licensed providers’ information. Tony Fisher discussed that approved providers can complete their own inspections. Various providers discussed issues they have been having with the provider enrollment.  ODP is working on being able to help providers with start-up funds. There is no date as to when this will be available, but they are looking into it. Now that the State has taken over waiver, counties are not allowed to utilize base funds for startup or one time only need for providers.  Marion forwarded the request for information for Adult Protective Services for individuals 18-59. There is finally funding to back up the Adult Protective Services. Now, an agency is needed to do the services.  Dauphin County started a Crisis Diversion bed. It is being run by NHS and CSG. It is for individuals who do not meet inpatient requirements and is funded by base funds through the county. HCQU ~ Deb Berg  Dual Diagnosis Series (see handouts) – Deb and Marion set up 6 weeks of Dual Diagnosis Series HCQU Trainings at the Administrative Annex on North Second Street. Every session is a Monday starting April 1st then continues for six weeks from 1:00 p.m. to 3:00 p.m. (The dates are April 1, 8, 15, 22, & 29 and May 6). Please see the Dual Diagnosis Series hand out to see the titles of each session. Providers do not have to attend all but it is encouraged that they do. Providers can use the regular HCQU registration form that is used for Friday trainings and fax it to the HCQU.  Upcoming HCQU Trainings – Please try to make the HCQU trainings. Deb stated that registration is going great since there are now two times for people to attend the trainings. There have been times where no one was registered for either the am session or pm session. The nurse will still be present for both training times just in case someone would show up. The registration form has not been updated. With the HCQU trainings having two times now, Deb instructed providers to write the time on the form or to email her to register. Marion and Deb discussed updating the registration form.  Legal Seminar – There was a legal seminar held last October that will be held again on April 16th, 2013. It will be held at the Child Welfare Building in Mechanicsburg. Registration is at 9, seminar is beginning at 9:30. The room is booked until 1:00. Deb encouraged those who attended in October to attend again in April. A flyer will be sent at the end of February. For those who want to register, email Deb. Round Table Discussion:  OSI: has started document destruction services. OSI has received a grant to purchase an industrial shredder. This task should be up and running in the next couple weeks. OSI will be looking for contracts for the document destruction services.  New Light: house is licensed and ready to move someone in.  Keystone: Sunday, February 10th will be the Chocolate Fest Fundraiser. There are two sessions each 2 hours; first one starts at 1:00 p.m., second one starts at 3:00 p.m. It is $20 a session. The premier is from 9-11 and cost $50.  ARC: Upcoming events – Valentine’s Day Social is the third Thursday of February, Golf Tournament is Friday, May 3rd and Basket & Vera Bradley Bingo at the VFW is Sunday, April 7th. Events  Upcoming HCQU Trainings: Healthy Nutrition and Weight Management ~ 2/8/13, Dysphagia and GERD (Gastroesophageal Reflux Disease) ~ 3/8/13, Cultural Diversity ~ 4/12/13, Asthma ~ 5/10/13, and Pain Management ~ 6/14/13. Next Meeting Date: May 3, 2013 at 10:00 a.m. in the Human Services Building located at 425 Franklin Farm Lane, Chambersburg. Minutes by Erin Nye