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HomeMy WebLinkAboutEI Provider Meeting Minutes 7-18-14Early Intervention Provider Meeting Friday, July 18, 2014 [1] Staff Present: Trish Elliott, Ed Franchi, Dan Rhodes, Steve Nevada Providers: Holly Whiteside & Matt Yingling (SAM, Inc.), Krista Miracle (Pediatric Therapy Specialists), Lori Beam (UCP) Conference Call: Adam Rowland (Advanta Therapy), Shelly Tobin (Invo HealthCare) MEETING MINUTES Welcome & Introductions  Fiscal Please make sure any final projections or additional billing has been sent to Ashley by the close of business on July 22nd. The projection sheets at this point should match the total billing for the fiscal year. There should only be a difference if there is an outstanding invoice that a provider is holding due to unresolved issues. If this is the case, this needs to be shown in the projection column for the appropriate month. These issues need to be worked out as quickly as possible so that the 2013/2014 fiscal year can be finalized. If there are any issues, please let Ashley or Ed know so they can account for any issues. The state has changed time frames in terms of due dates. The Income and Expenditure (I&E) report due to the state has a quicker turnaround time now. Anything related to fiscal year 13-14 needs done as soon as possible. Ashley will be emailing out the new projection forms reflecting the FY 14-15 contract on them. If anyone needs a refresher on how the projection sheets are to be done please contact Ashley and she can walk you through it. The first re-budget from the state was received. This resulted in contract amendments. The second re-budget was submitted. However, we did not ask for an increase or decrease. The third and final re-budget will be due soon. The projection sheets will allow us to know where providers will end the FY2013-2014 and what allocation we need to ask for in the final re-budget.  Battelle 2 / Informed Clinical Opinion Holly feels the Battelle 2 is going really well. The time the test is taking is getting better and everyone is getting used to the tool. There have been evaluations that are only taking 4 and 6 units. Holly is satisfied with what the evaluators are doing on their justification for a child who qualifies for services under Informed Clinical Opinion. With the Battelle 2 there is a marked increase in children not qualifying at the initial evaluation or at the child’s annual. Early Intervention Provider Meeting Friday, July 18, 2014 [2] Trish attended a conference in Harrisburg about interpretation services. The positive thing from the Battelle 2 is when it was translated into Spanish the translation is reliable. The Battelle 2 is an entirely different test than in the past.. The IFSP is a working document. If it is not working, therapists and the team need to contact the SC to set up a meeting. Holly does not track the number of Informed Clinical Opinion (ICO) as they were low to begin with. The ICO is still low compared to other counties. The numbers have increased about 5%-10%. Holly is going to start tracking the number of children not qualifying at initial and annual evaluations. There is a concern about the number of children not qualifying. Holly has talked to SAM in other counties and they all seem to use the Battelle 2 and a couple other tools. Holly is interested in checking into the other tools as some point. One of the counties stated they saw an increase in the children qualifying with the Battelle 2, which is a different outcome from any other county.  Pediatric Therapy Specialists (PTS) of South Central PA Krista Miracle, owner of Pediatric Therapy Specialists of South Central PA, formed the company three years ago. It was originally in practice as occupational therapy. Krista had been asked by many families to treat their children after the age of three (in which they would be closed from Early Intervention services). At the time of starting the company, Krista also worked for UCP of South Central PA as a contractor of occupational therapy. This year, Krista decided to go independent. As of July 1st, 2014 Krista contracted with Franklin/Fulton MH/ID/EI. Pediatric Therapy Specialists currently has two special instructors and an occupational therapist, Krista. Krista has a 20 child case load. Administration, two more specialist instructors, a bi-lingual instructor, an occupational therapist and a physical therapist will be coming on board.  Session Notes Trish completed monitoring for all agencies. One thing she saw as a concern in all the charts that were looked at were the session notes. The session notes are so you know what is happening, what questions are being asked and what the homework is until the next session. Trish suggested a review of the session note guidelines be done. She will send out a document that she worked on for all providers to show their staff. The document contains different parts of session notes, where things should go and tips on completing the session notes. It is important to know what belongs in a session note as Medical Assistance reviews those notes and makes a decision regarding payment. Legibility is extremely important as those reading the session note need to be able to read what is written. The notes should contain less clinical wording, symbols and abbreviations so that the families understand them. Early Intervention Provider Meeting Friday, July 18, 2014 [3] Krista ~ can clinical words be put in a session note for the families that we have worked with and taught that clinical word? One clinical word can be used for a wide range of meanings. The families are taught what that particular word means. Matt ~ in the first note explain what the clinical term is then in later notes that word can be used. It is great for the parent but if someone from the outside reviews the notes they may not understand what is being said. The session note has to be reflective of what is in the ISP. They are reviewed to make sure the therapist is working on the appropriate outcome and goal.  Miscellaneous The Franklin/Fulton MH/ID/EI office now has an auto attendant phone system. Providers are now able to call staff’s extensions directly, dial by last name or press 0 to speak to the secretary. Extensions for EI: Trish – 21343, Ashley – 21366, Ed – 21121 and Steve – 26002. Early Childhood Partnership is now on Facebook – https://www.facebook.com/pages/Franklin-County-Early-Childhood- Partnership/638765132843526. To view minutes and handouts, visit https://sites.google.com/site/earlychildhoodp/. The notes will probably start appearing under the United Way website as the LICC in Franklin County has teamed up with them and several other agencies in town. Trish would encourage all to attend the meetings. We have to give the children the tools they need to succeed. If anyone knows of anything going on for children, there will be a volunteer from the United Way posting information to the Facebook page. The page will provide meeting dates and other information. The partnership is in the process of discussing the emphasis on behaviors. There was conversation on having providers come talk about the behavioral health aspect of mental health and how to resource those options for infants and toddlers. Holly would like to see the County find and contract with a nutritionist and a social worker. These services would not be used every day but they would be beneficial to have. MH/ID/EI supports those services but it is finding the dollars to contract with them. The County is currently seeing how this can be done. Vision and Hearing providers – In Fulton County, Trish has contacted the TIU and Ed has talked to their accountant. We are in the process of getting a contract together for hearing. It is in hopes to have the TIU contract for vision as well. Western PA School for the Deaf is currently providing services to a child for hearing until he is three but is unable to see any other children. There is no vision or hearing in Franklin County. If a child is diagnosed, those services will not be available. Pediatric Therapy Specialists (PTS) has a therapist coming on board with Early Intervention Provider Meeting Friday, July 18, 2014 [4] hearing experience. It is possible, down the road, that PTS can possibly provide that service. PTS also has a therapist currently on board that has vision experience. Krista will keep Trish posted with information. In the meantime, if anyone knows of any providers that provide hearing or vision services please let Trish or Holly know. The Autism Fair is September 13th from 11:00 a.m. – 3:00 p.m. at CAMS South school. A flyer will be distributed at a later date.  2014 Provider Meeting Dates All provider meetings are on Fridays at 10:00 a.m. in the Human Services Building at 425 Franklin Farm Lane, Chambersburg, October 17th The meet was adjourned. Minutes by Erin Nye