HomeMy WebLinkAboutMH Provider Meeting Minutes 12-12-14Mental Health Provider Meeting
Human Services Building
December 12, 2014
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MEETING MINUTES
Welcome and Introductions
Everyone introduced themselves and their agency affiliation.
Provider Announcements and Updates
Family Care Services: The new CR Program Director and Family Based Clinical
Consultant has joined the team - Jennifer Horton.
Occupational Services, Inc.: OSI is looking for referrals in their new work crew
program. Individuals will not be working in facilities; they will be out in the
community. Examples of work crews/locations: Staples, Schreiber Foods, cleaning
crew in the community and recycling work crew.
Pyramid Healthcare: Pyramid provides services to drug and alcohol in Chambersburg
and Waynesboro. The goal is to start mental health services in Waynesboro,
hopefully by the beginning of the year. Currently, Pyramid is looking for a
psychiatrist. Pyramid’s location: 316 Grant Street, Waynesboro. If anyone has any
questions, contact Fawn Greenland at 717-261-9100 ext. 1501.
Healthy Communities Partnership: HCP was approved by the Franklin County
Commissioners for the Human Services Enhancement grant to expand Student
Assistance Program (SAP) services to elementary level. Funds will be used to train
SAP personnel as training has always been a barrier. It is a three day training; more
information to come. Part of the grant will also be to develop curriculum called
Healthy-U which is modeled after Vanderbilt’s wheel of health for K-12.
HCP continues to hold the tobacco grant for Franklin, Fulton, Huntingdon, Mifflin
and Juanita counties. Hotline available all hours is 1-800-784-8669 (1-800 Quit
Now). Nicotine replacement is available at no cost. There is also the Fax to Quit
program. The form is on the website. Providers can send it in with clients’
information. After the fax is received, a status report (if HIPAA compliant) is sent on
whether the client was accessible. Nicotine replacement is available as well.
HCP is moving forward with Waynesboro Area Community that Cares youth talent
show. The show takes place on April 19th at Green Grove Gardens for ages 5 through
19 years. Talent show is looking for children who do poetry, sing, dance, etc. An art
component will be added and judged. Auditions are March 2nd in Shippensburg,
March 10th in Greencastle and March 23rd in Chambersburg at 6:30 p.m. Locations
will be sent at a later date. If all goes as planned, next year there will be an auction. If
anyone is interested in being on the committee, please contact Karen Johnston. The
talent show is a fundraiser for the Community Coalition. There is a small fee to
audition and for attendees to raise money for drug and alcohol prevention and other
programs.
Mental Health Provider Meeting
Human Services Building
December 12, 2014
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Jen Johnson, Housing Program Specialist: Annual Point in Time Count (homeless
inventory) will be held the night of January 28th. The survey is changing; there will
now be two surveys. A planning meeting is being held on January 13th at 10:30 a.m.
the Human Services Building, Conference Room 155 for those who would like to
volunteer.
Children’s Services
There were no updates to Children’s Services due to representatives from CASSP,
TMCA and PerformCare being unable to attend the meeting.
Provider update per Children’s Services – Family Care Services has a need to build
capacity in their CRR program. FCS is looking for a few good families to provide
training and education to manage CRR home. Andrea Adams is in charge of the
recruiting team; to contact her, call 717-263-2285 ext. 209.
County announcement – emails have been sent out regarding the laws and training
opportunities for recognizing and reporting child abuse. The information pertains to
the new Children Services Law. If you would like the information that was sent out
or additional information, please contact Steve Nevada at 717-264-5387 or by email:
sanevada@franklincountypa.gov.
Standing Agenda Items
County Announcements/Information
Reports due since our last MH Provider Meeting:
- MCR Report (program funded providers only)
- Quarterly Report of Expenditures (July-September)
Reports due prior to our next MH Provider Meeting:
- Audited Reports (for fiscal year ending June 30th)
- Progress Report on Outcomes in Appendix A
- Quarterly Report of Expenditures (October-December)
- Appendix A for upcoming fiscal year
- Budget/Rate Letter for upcoming fiscal year
- Staff Roster for upcoming fiscal year (if appropriate)
- Unit Assumptions for upcoming fiscal year (if appropriate)
- Budget Narrative for upcoming fiscal year (if appropriate)
Psychiatric Admissions Reporting Overview (handout)
- From last year to this year in the 3rd quarter, numbers have
increased significantly. Length of stay has increase due to a
couple individuals with extensive stay.
- Correction to document: under EAC, discharge difference
should be +1 instead of +2.
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Human Services Building
December 12, 2014
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- The EAC continues to have all three beds full; any that come
available are filled quickly. There is currently no waiting list.
- At Danville, we are currently one over bed cap of five.
New Agenda Items
Fiscal Reminders and Monthly Projections (See Attachment)
Becky Leidig, MH Fiscal Officer, presented scenarios of the type of billing
projections that the County has been receiving from providers. Scenarios were
presented to illustrate what information should be submitted. Scenario #1
illustrates a provider projecting billings for the remainder of the year by
dividing the remaining encumbrance by the remaining number of months.
Scenario #2 illustrates a provider projecting billings for the remainder of the
year using the estimated monthly billing. In both Scenario #1 and Scenario
#2 the projected billings do not appear to accurately project the anticipated
annual expenses. Scenario #3 illustrates a provider that is more accurately
reflecting projected billings for the remainder of the year. It is important that
projections are accurate so the County can plan accordingly for those
providers that may need additional funding and identify areas where
providers will not be utilizing their entire encumbrance.
2015 check dates were provided as well. Invoices are to be received by noon
every other Monday in order for the check to be sent out the following
Thursday. Please see the 2015 Check dates handout for more information.
Cost Settlement Items
Ed Franchi is close to completing final cost settlement for FY 11-12.
Providers whose service(s) are cost settled should be expecting letters within a
couple weeks. After those letters are sent out, Ed will start working on final
cost settlement for FY 12-13. This will then bring the County up to date with
the cost settlement process.
There was some funding available for the interim cost settlement process for
FY 13-14 so checks and letters will be sent out to providers after they are done
being processed. If anyone has any questions, please contact Ed at 717-264-
5387 or eefranchi@4umgt.com.
Ed reminded providers that the interim cost settlement process requires
providers to submit reports by the end of July so he can prepare for cost
settlement, which is done in August. While the cost settlement requirements
have not changed, the process has due to the block grant. This means that cost
settlement must be presented to the block grant before final determination is
made on whether there are funds available for cost settlement.
FY 2015-2016 Contracts and Budgets
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Human Services Building
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As a provider, please make sure your contact information is up-to-date with
our Administrative Assistants so that contracts are delivered to the proper
person, along with any other information that needs to be sent out.
Contract related documents:
At this point, the County is not anticipating any changes to any documents
that are involved in contracts (boilerplates, Appendices, etc.).
Shifting of Dollars:
It appears that providers may have thought that funds were automatically
shifted in contracts that provide more than one service. Historically, shifts
have taken place, but this was not automatic... With the State budget
challenges and limited funding, any shift of dollars must have a rationale, as
to the reason for being over budget in one service and under budget in
another. Services within a contract are not encumbered together; they are
separate encumbrances. Therefore, it cannot be assumed that one will cover
the other. Franklin and Fulton counties have two separate allocations.
Encumbrances must be looked at as two separate contracts.
Q: If someone is under their encumbrance, where does that funding go? Does
it go back to the block grant or is it utilized in other programs? Do block grant
funds carry over from one fiscal year to the next?
A: The County sees if that provider can utilize the dollars. If they cannot
deliver the services and there is a need in a particular area, the dollars are
utilized elsewhere. The money can go back to the block grant if it is
determined MH is under budget and other programs within the block grant
could utilize those dollars. Block grant funds up to 3% can be carried over
from one year to the next.
Electronic Contract Process and Procedure Statements
Contracts/Echo Sign:
The County has implemented an electronic signature process from start to
finish. The electronic process has changed the turnaround time significantly.
Some contracts may only take a day now to be completely finalized.
Providers will receive an email from Echo Sign stating that they have a
document to sign. In the email will be a link that states “Click Here to E-
sign”. It will state how many places signature is needed. After all areas have
been signed, at the bottom of the document is a button that says “Click Here
to Submit”. This must be clicked or it will not be sent back to Erin as signed.
Providers will receive a step-by-step manual of the electronic process at a later
date. The Echo Sign system is set up to automatically remind those who need
to sign the document daily until it is signed.
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If anyone has any questions or needs assistance, please contact Erin Nye at
717-264-5387 or ednye@franklincountypa.gov.
2015 Procedure Statements:
The 2015 Procedure Statements will be uploaded to the County website in
January for providers to review. Staff has updated most procedure statements;
however, nothing has changed significantly. Providers will receive an email
stating the procedure statements are ready for review, along with an
Acknowledgement Form to sign and return to Erin Nye stating they have
read the procedure statements and will ensure that the organization they
represent will abide by all policies and procedures established by
Franklin/Fulton MH/ID/EI. If anyone has any questions, please contact
Erin Nye at the above mentioned number and email.
The meeting was adjourned.
Next Meeting:
Friday, March 13, 2015 starting at 10:00 a.m. in the Human Services Building
Remaining Meetings for 2015:
(All second Fridays of the month beginning at 10:00 a.m.)
June 12th September 11th December 11th