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HomeMy WebLinkAboutID Provider Meeting Minutes 5-2-14Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, May 2, 2014 1 MINUTES Welcome & Introductions Everyone introduced themselves and their agency affiliation. Fiscal Updates  Contract Projection Sheets The contract projection sheets will be done in FY 14-15. Providers will be receiving them once their contracts are finalized. The projection sheets are important due to the block grant and in order to make sure ID retains as much revenue as possible. A provider with multiple base services must complete a projection sheet for each service. The projection sheets are due every month to help track provider’s encumbrance amounts.  14/15 Contracts The ID Program Specialist and fiscal staff are currently working on FY 14-15 contracts. The contracts will continue to contain the Franklin/Fulton split. If providers have not provided Marion or Jane with the Franklin/Fulton split projection, please do so. If the services will be 100% Franklin, the contract will state that. However, if at some point a provider whose contract is 100% Franklin will be providing services to a Fulton County individual, a contract amendment will need to be completed.  Friendly Reminders for our Based Funded Providers ~ May 15th: Quarterly Expenditure Report ~ July 10th: Audit Engagement Letter ~ July 31st: Outcome Progress Report Jane Cline  Unlicensed Home & Community Habilitation (handout) ODP has sent out three corrective action plans to three providers with 30 and 60 day corrective action. ODP also sent a document of when residential habilitation home and community is allowed and what the rules are. The SCs are going to be monitoring this through monthly monitoring, outcomes and ISPs. Jane has received questions about walking. If an individual has to walk to help transition to the next activity then it would be considered home and community habilitation. If an individual is walking all day to fill in time it would not be considered home and community habilitation. Providers need to start looking at what an individual’s day looks like. Non-Transitional day service has to be completely different than what is supposed to be provided in residential homes. ODP is requesting more case notes and progress notes. It was discussed that ODP should be reviewing other documents, such as quarterly monitoring. The rules, regulations and expectations from Chapter 51 were also discussed.  Supplemental Habilitation Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, May 2, 2014 2 Jane sent emails to individuals that have been receiving supplemental habilitation. For fiscal year renewals, if an individual has received supplemental habilitation for less than 12 months, Jane needs a new check list. Jane will complete the MA 97 and DP 1031 then send it for approval by July 1st. For individuals who received supplemental habilitation the entire fiscal year, a critical revision meeting needs to be held and the ISP needs updated. It will be the regular process if the service is needed to continue. MA denials should always be sent to Jane for individuals receiving nursing services.  Central Region Nurse Central region does not currently have a nurse as Burton Bush has resigned. OBRA packets are going out to the different regions for determination and approval. If someone is looking at nursing home placement the process could take longer than expected. Lori Young  IM4Q (handout) A flyer was provided to save the date for the Independent Monitoring for Quality (IM4Q) Annual Statewide Training 2014 on July 23rd and 24th at the Harrisburg Hilton & Towers. Providers are welcome to attend. There are 30 surveys left to do, which is a little over half way done. MHA is moving Beth Palmatier into a new position, Peer Services Division, on July 1st. She will finish out the FY in her current IM4Q Coordinator position then Carrie Clippinger will take over that position.  WRAP: Wellness Recovery Action Plan (handout) Lori showed providers the WRAP workbook that was written through partnership with Copeland Center for Wellness and Recovery. The four individuals on the cover are from Franklin County. Lori will be presenting the workbook in New Jersey and the pilot program at OSI will be completed in May it will then be available county wide. The workbook was written for individuals who have mental health challenges and intellectual disabilities. The county previously trained 16 facilitators that are able to facilitate if a provider wants to offer WRAP at their facility. It is an eight week curriculum free of charge. The only charge would be for the workbook - $19.99 each. OSI is currently doing a pilot that will be done in May. Kristen Fisher is working with Lori on the pilot. In June, Lori is meeting with OMHSAS, ODP, Copeland Center, HCQU and Kristen Fisher to develop a curriculum. It will eventually be an evidence based practice. If there are any questions, please contact Lori. Marion Rowe  Incident Management Procedure Statement Revisions (handout) Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, May 2, 2014 3 Marion recently did an annual refresher course at the Administrative Annex. Marion was not aware that providers do not receive alerts if ODP approves incident reports with comments or disapproves an incident. Marion will make an effort to send providers an email when she receives the alert as ODP may be requesting additional follow up. There were revisions to the Incident Management procedure statement. The procedure statement still contained information related to the SC organization, which was removed. The main revision to be aware of is the notification process to the AE for particular incident reports. Incident reports that need to be notified within two hours of discovery: incidents of improper or unauthorized use of restraint, injury resulting from a restraint, or death. The restraint incidents require County investigation. The procedure statement provides contact information for when the AEs are out of the office or for after hours.  Fiscal Year Renewal Preparation (handout) The SCs will be working with providers closely to complete the FY 14-15 renewal plans. A preparation packet was provided. Please make sure that SSD screens are cleaned up and services that you will not be offering in FY 14-15 are ended by the end of the FY. If there is a change in frequency in units, please contact the SC. When figuring out units, please take a look at the previous year’s utilization. The units should be based on historical units used. Jane and Marion generally complete the pre-approval the last two weeks in June. Come July 1, HCSIS authorizes plans and services so providers can review the service authorization notices at that point. Please make sure the first two weeks in July to look at notices and make sure everything is accurate. If anything does not appear correct, please contact the SC. There was a notification that came out to revalidate enrollment for MA. Please make sure to take a look at the bulletin.  HCQU Update (handout) Deb Berg’s last day with the HCQU will be May 16th. Tammy LaGraffe will be the Acting Director beginning on May 19th. The HCQU Training Syllabus was provided as a handout. All HCQU Trainings are still at the Admin Annex on 218 North Second Street. It is anticipated to keep the 10:00 a.m. and 1:00 p.m. trainings the second Friday’s of every month. Please provide staff with the information needed to register. If anyone is interested in a particular topic, please put that on the evaluation form or let Marion or Tammy know. The Dual Diagnosis training is now available. There are eight topics total. The first two modules are available upon request. First module contains two topics and the second module contains four topics. By the end of the year, the entire module will be available. Deb was hoping to have the last two topics in for a HCQU training at the end of the year. Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, May 2, 2014 4  2014 Graduates It is anticipated that there will be 14 graduates in June. The County has not received notification from ODP regarding funding. Only one or two of the graduates are looking for a day program. The rest of the graduates are looking for employment services. Unfortunately, the County does not have a contract for day programs but does have a contract for employment services through AHEDD and OSI. Providers should be getting information from the SCs of who is graduating to start planning for the individuals. If there are any questions, please call Marion, Jane or Lori. SCO ~ SAM  Review of Electronic Case Notes The SCs are responsible for monitoring day programs and residential programs. The case notes and information needed is electronic now. Providers are hesitant to let the SCs look at the computers. Is there anything we can work on to make the process better? For the providers who have electronic systems, is there a way to create a guest login so that SCs can access the information they need as view only? The SCs review progress notes, monthly reports and medications. Nancy Quaresima will check on this for SAM. NHS will express to staff the importance of having the documents printed out ahead of time. If a visit is unannounced, the providers will provide the necessary information in a timely manner. Round Table Discussion  Bridget Pugh – Keystone Human Services ~ Keystone is working on getting plans of correction completed. ~ Keystone opened up a new site. It is going well. A second person is scheduled to move in on May 20th. There is still one opening that Keystone is accepting referrals for and is willing to accept the third person at the end of June. ~ There are no openings in day services.  Tony Fischer – Family Care Services (FCS) ~ FCS had an individual move out yesterday into their own place. ~ There are a couple openings in a new home.  Nancy Quaresima – Northwestern Human Services (NHS) ~ NHS is working on implementation of the new design of the day program to include areas to help with independent living skills, lab, work shop, etc. This allows individuals to choose. ~ There are not many changes in residential besides community habilitation. NHS is trying to be creative so that individuals do not have to sit in their homes. NHS is looking at services to develop acceptable home and community activities. ~ It is still undecided on moving the day program. There are six openings.  Sarah Guyer – AHEDD Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, May 2, 2014 5 ~ All presentations for the parent seminars are complete. AHEDD is now targeting students that would be interested in benefits counseling. The plan is to meet with 20 families if possible.  Shanna Golden – Service Access & Management, Inc. (SAM) ~ SAM has hired a new SC, Tyson Davis to take over Shanna’s caseload as she is now the ID Supervisor.  Deb Berg – HCQU ~ The HCQU has a new nurse, Katie Freeman that started the beginning of March. She has been a great addition to the HCQU. ~ The HCQU has received 30 CDC referrals. It is important to have the CDC done for any new intakes to residential right away, preferable before. As long as the nurse has the records she can make the request.  Deb Thomas – Occupational Services, Inc. (OSI) ~ OSI’s annual banquet is Thursday, May 8th. For those who do transportation, please make sure everyone gets to the banquet! ~ New at OSI: individuals and SCs now have to sign in at the front door, receive a badge then sign out.  Tim Morris – Person Directed Supports (PDS) ~ PDS had their day program licensing in April, which went well. ~ Residentially, a new individual is moving into a home within the next month. There is one other residential opening which is wheelchair accessible. ~ There are also several day program openings. Events & Info  Upcoming HCQU Trainings ~ ID & Schizophrenia – May 9th ~ Medication Errors – June 13th ~ Observing, Reporting & Documentation – July 11th ~ Grief & Bereavement – August 8th  ICD-10 The ICD 10 change was to be effective in October 2014 but has now been delayed until 2015. Next Meeting Date: August 1, 2014 at 10:00 a.m. in the Human Services Building Located at 425 Franklin Farm Lane, Chambersburg Minutes by Erin Nye