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HomeMy WebLinkAboutID Provider Meeting Minutes 11-7-14Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, November 7, 2014 MINUTES Welcome & Introductions Everyone introduced themselves and their agency affiliation. Fiscal Updates  Contract Projection Sheets Ashley has not been receiving projection spreadsheets from every provider. The projections are critical so that the services provided are able to be paid. The September numbers are in; fiscal is going to start looking at the funding needs for each service Provider’s offer. Projection sheets should be received along with the final billing of the month, usually the 15th unless the contract states otherwise. If fiscal staff are having issues or need help with the projection sheet, please contact Ashley (almccartney@franklincountypa.gov) and she can walk you through it.  MHIDEI-2014-409 Fixed Assets and Minor Purchases Procedure Statement (Procedure statements MHIDEI-2014-407 Purchase of Vehicles with MHIDEI Funds and MHIDEI-2014-408 Purchase-Lease of Property with MHIDEI Funds coincide with MHIDEI- 2014-409 Fixed Assets and Minor Purchases.) In terms of waiver providers, the County still needs to be aware of any purchases that are being done. While the check (or payment) comes from the State, MH/ID/EI is still responsible for the oversight. The County needs to be involved to make sure the approval is provided for anything purchased. If anyone has any questions, contact Ed at 717-264-5387 or eefranchi@4umgt.com.  Friendly Reminders for Base Funded Providers  November 15th: Quarterly Expenditure Report  December 31st: Audited Financial Statements  January 31st: Outcome Progress Report If any providers are in need of an extension for the Audited Financial Statements, please submit your request in writing to Steve at sanevada@franklincountypa.gov so that he can approve the extension. The due date can be extended up to the end of March. If a provider is not on a June 30th fiscal year, this does not relate to you. Marion Rowe  Physicals Prior, the Supports Coordinators were managing the physicals to assure individuals maintain their waiver eligibility. It is an Administrative Entity (AE) requirement to have the physicals on file to complete the annual level of care determination for people enrolled in the waiver. The AE will now be tracking and maintaining the physicals. Residential Provider Directors will receive an email (from the AE instead of SAM) requesting a copy of the updated physical. For individuals living at home Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, November 7, 2014 with their families, they will be receiving letters about their physicals being due. Letters will go out 60 days prior to the due date of the physical so families have time to schedule appointments. It is the families’ responsibility to forward the information to the AEs. Individuals living in Residential settings will not receive a letter as the provider is required to have it on file. If anyone has any questions, contact Marion at 717-264-5387 or mrowe@franklincountypa.gov. Q: Will SCs be able to help with the process of getting the physical, as this is what they are used to? A: The SCs can help but cannot bill for helping individuals in maintaining waiver eligibility. It is important for everyone to assist in explaining the waiver requirements to individuals and their families as most do not understand the requirement for maintaining the eligibility. Q: Is the physical form being included when the letter is sent out? A: Yes. If providers already have their own physical form (i.e., residential, day programs), they can use it instead as some providers require more information than the general form the AE provides. However, if providers would like to use the form provided, they may do so. For waiver, the form provided includes the level of care determination. Q: Does a copy need sent to the SCs? A: It would be great for the SC to get a copy of the physical but the SC will not be requesting it. Residential Providers must get in the routine of sending a copy to the AE. If the AE does not have a copy, an email will be sent from Marion.  HCQU – Medication Error Training Medication error is one of the top three incidents in the county. The Risk Management Committee members are trying to come up with ideas to reduce medication errors. The HCQU has been offering medication error training as one of the syllabus training annually. However, it is hard to get direct care staff in for those trainings. As a corrective action the Committee has requested that the HCQU reach out to residential providers to coordinate the training within a group home or within their agency when it is convenient with staff.  General Updates: Dual Diagnosis Training Dual Diagnosis is available through the HCQU. Staff can take all modules or schedule for particular modules beneficial to them. The modules will also be offered as monthly syllabus trainings, as we coordinate them. The HCQU can also come to your agency and train module by module or staff can complete the modules online. The HCQU has been providing “Your Passport to the Dual Diagnosis Direct Support Curriculum” booklet to direct care staff so the nurse can sign off that the training (or modules) were completed. Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, November 7, 2014  Provider Monitoring Process Changes Ensure that Lori receives a copy of the self-assessment results and is forwarded the confirmation e-mail upon electronic submission. If there are any questions, contact Lori at 717-264-5387 or llyoung@franklincountypa.gov.  Miscellaneous/Hand Outs There has been an increase in SSI this year. As a reminder, the room & board contracts need to reflect the increase. Keep in mind the start-up funds for family living are only available for new individuals to residential habilitation. If providers have someone in licensed 6400 who goes to licensed 6500, you cannot request initiative funds. Cowboy Christmas Dinner & Show is on November 20th, a special night for the developmentally disabled. The schedule is as follows: Activities 4:30 p.m. – 5:00 p.m., Dinner & Music 5:00 p.m. – 5:45 p.m. and The Show 5:45 p.m. – 7:45 p.m. At our next provider meeting on February 6th, the Early Reach Coordinator through OVR will talk about the initiative and what it means for individuals in our County. Steve Nevada  HCBS Final Rule HCBS Final Rule is addressing what is considered community integration. An individual has to be in a community integrated setting. The State submitted a plan to CMS that impacts other waivers as well, such as Aging. Steve can forward the plan to providers that are interested. There are five years to meet the federal expectations of the final rule. Individuals now have room choice. Questions pose, such as what does this mean, how will it play out, what is considered community integration, where will sheltered workgroup fall into the array of services? All this is still being looked at. It is encouraged that each involved in the system stay a tuned with the final rule. As Steve receives updates, he will update providers.  MH/ID Coordination Meetings The County has MH/ID Coordination Meetings that continue to happen monthly. It includes staff from Tuscarora Managed Care Alliance (TMCA), MH and ID. The meeting is beneficial in planning purposes when an individual is involved in both systems, MH and ID. Staff continues to process and collaborate to make sure there are sufficient transfers. In the past two years that the meetings have taken place, there has been some positive changes with two individuals that came out of a RTF setting. The group is trying to move towards individuals that are out in the community that need better collaboration. There are individuals in residential that are missed due to the care provided in that particular setting. We need to make sure all their needs are met jointly. Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, November 7, 2014  2015 Procedure Statements and Acknowledgement Forms This is a reminder that it is soon time to review the 2015 procedure statements. The procedure statements are reviewed and edited annually by MH/ID/EI staff. One of the changes taking place this year is that the Department of Public Welfare (DPW) is changing their name to Department of Human Services (DHS) effective November 24th. Among that change, there will be other changes throughout the procedure statements. Once the procedure statements are posted to the County website and ready to be reviewed, providers will receive an Acknowledgement Form that they must sign and return to Erin either by mail, fax (717-263-0469) or email (ednye@franklincountypa.gov).  Miscellaneous Steve is involved in a group, along with the SCOs, that are looking at IM4Q reports and how they are represented. Other things being discussed: OVR’s referral process, as it is not consistent across the state and Adult Protective Services and how that is handled. If anyone who has any feedback, please let Steve know. Carrie Clippinger  IM4Q The Mental Health Association (MHA) received the pre-surveys back for Independent Monitoring for Quality (IM4Q). Letters should be back shortly. The surveys run through June. MHA is always accepting applications for the surveys. If anyone knows an individual interested, please contact Carrie at 717-264-4301 or cclippinger@mhaff.org. MHA is looking for individuals who received services as youth, speak Spanish, or receive MH and ID services. Q: Will there be notice of who is in the sample? A: The sample is ready now. A letter will be sent out and phone calls will be made for notification. The scheduling is flexible as MHA has a couple months to get the surveys completed. SCO  Monitoring Tool Service Access & Management, Inc. has a new monitoring tool to use when going on visits. This is mainly affecting residential. The new tool contains a lot more questions, such as expiration dates on food. Round Table/Provider Updates  Nate Sullivan ~ Family Care Services Cindy Stratton is leaving Family Care Services. Her position has not yet been filled.  Deb Thomas ~ Occupational Services, Inc. Franklin/Fulton Intellectual Disabilities Provider Meeting Friday, November 7, 2014 OSI is working on getting the new building up and running for recycling. An open house will be held when it is ready. The new building is the old Pretzel building on Industrial Drive.  Shanna Golden ~ Service Access & Management, Inc. SAM hired a new SC in September, Samantha Martin.  Bridget Pugh ~ Keystone Human Services Keystone is having a Thanksgiving Dinner on Tuesday, November 25th. SCs are welcomed to come. The Christmas Dinner Dance is Saturday, December 13th on the grounds of the old Scotland School. The building can fit up to 400 people. Events & Info  Upcoming HCQU Trainings: 11/14 ~ Stress Management 12/12 ~ Depression and Seasonal Affective Disorder (SAD) 2015 Provider Meeting Schedule: February 6 May 1 August 7 November 6 Next Meeting Date: Friday, February 6, 2015 at 10:00 a.m. in the Human Services Building Located at 425 Franklin Farm Lane, Chambersburg Minutes by Erin Nye