HomeMy WebLinkAboutID Provider Meeting Minutes 5-6-16Franklin/Fulton
Intellectual Disabilities Provider Meeting
Friday, May 6, 2016
ID 1 5/6/16
MINUTES
Welcome & Introductions
Everyone introduced themselves and their agency affiliation.
Fiscal Updates
Fiscal Year 2016-2017 Contract Changes (handout)
Ashley provided an “Update for Subrecipient Monitoring” document that highlights
Uniform Guidance requirements for federal awards. There will be a few changes in
regards to FY 16-17 contracts for providers that receive federal awards from the
County.
› The checks received will have the federal dollar amount listed on it along
with the Catalog of Federal Domestic Assistance (CFDA) number that applies
to the federal award received.
› Providers who expend over $750,000 in federal funds from all payer sources
(not just the County; not just from one location base for those who have
multiple sites in other locations) will require a Single Audit.
› Appendix G and Attachment X (in the handout) will provide the federal
award name , award period, full amount that will be received for FY 16-17,
etc. These two documents will be completed by Ashley prior to receiving the
contract for signature.
Please pass this information onto fiscal staff in your agency. If anyone has any
questions, please contact Ashley (almccartney@franklincountypa.gov). If anyone is
interested in links and resources to Uniform Guidance, please let Ashley know.
Final Cost Settlement for FY 15-16
Ed is working on FY 14-15 cost settlement. If he does not have everything he needs,
he will be reaching out to providers. If anyone has any questions regarding cost
settlement, please contact Ed (eefranchi@4umgt.com).
Friendly Reminders to our Base Funded Providers
› Quarterly Expenditure Report ~ May 15th
› Audit Engagement Extension Letter ~ July 10th
› Outcomes Progress Report ~ July 31st
Rabbit Transit (Rose Cook)
Rose Cook from Rabbit Transit provided brief overview/changes of transportation services
in Franklin County since the transition on April 1, 2016:
› During the transition, five (5) drivers have resigned. If anyone is looking for a job as
a driver, please refer them to Rabbit Transit.
› There were some issues due to software; appointment times were pulled
incorrectly. It is in hopes this issue is resolved.
› Rabbit Transit is trying to do more with ridership and continue to increase
ridership.
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› Rabbit Transit encourages individuals to continue to make requests for services.
Hopefully, as they continue to look at demands and see if there is a need for that
service the request can be put into place.
› There has been miscommunication in regards to individuals with a disability stating
that individuals could not take someone with them if they needed assistance. For a
person with a disability, an escort is allowed to ride with them. A form must be filled
out and turned in prior. For those registered with MH/ID, some individuals with a
disability may need other services such as laundromat, store, etc. This is allowed but
Rabbit Transit cannot duplicate services.
› A lot of individuals have medical assistance. Transportation can be provided to
medical programs.
› Seniors can go where they want. Disability pays 85%; individual is required to pay
15%. Aging pays a portion of fare for most clients while some individuals pay the
whole portion.
› Rabbit Transit is trying to expand their guidelines. Individuals are able to do things
that are not just necessities but are for fun.
› Previous transportation services, children could not go along with a parent to an
appointment. With Rabbit Transit, an additional child is allowed with a parent.
Rabbit Transit must be notified prior to the ride and a proper booster must be used.
› If there is a language barrier, two (2) escorts are able to join an individual. Again, a
form must be filled out prior to the ride.
› Employment for individuals working must follow the guidelines (please refer to
travel guidelines on website). Right now, this is still limited. It is in hopes to expand
but in a slow process due to resources.
› It is possible down the road that fixed routes are an option. It is currently being
discussed but no further action has been taken.
› Rabbit Transit will travel within five (5) miles outside of county lines. If there is a
request of transportation into another county, Rabbit Transit will try to work with
that County to meet and do a transfer.
› Rabbit Transit sells ride tickets. Drivers do not have change so it is encouraged for
riders to purchase a ticket. Tickets can be ordered online, at Rabbit Transit or over
the phone.
› An app was in the process of being created; however, there are technical challenges
as this point.
› There is a call out service; an automatic system. It will call riders the night before to
remind them that they have an appointment scheduled to go to a certain location, at
a particular time and provides a window of approximate time to be picked up. It is
important that riders keep their phone numbers updated.
› Drivers do assist with passengers as far as assisting riders on and off the bus, and to
and from the door of their destination (if the door is visible). If a rider needs more
assistance inside the building, please let Rabbit Transit know in advance. There is a
form to complete. Drivers will also assist with packages. However, please keep in
mind to always only get what you can fit on the bus and what you can handle.
For more information, visit www.rabbittransit.org or call 717-846-RIDE (7433).
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Steve Nevada
Adult Protective Services (APS)
There was a forum recently at the state level with discussion on APS between Steve,
Liberty Healthcare, ODP, DHS and representatives from counties. There seems to be
frustration and communication issues. The communication loop does not get tied.
Those involved are not made aware whether the situation is being looked into, if
there is a need, etc. Biggest concern is the overlap in investigations. There was
discussion on how to make investigations better. However, there is no change at this
point. APS is trying to make sure people know the criteria of APS. If someone is not
in a dangerous situation, they have the choice to stay. If anyone has any feedback on
APS, please let Steve (sanevada@franklincountypa.gov) know.
Communities of Practice
Information has been sent out from ODP. Nancy Thaler brought Nancy Ritchey in to
handle this. There has been discussion about upcoming webinars and building six
(6) regional Community of Practice areas. There has been a request to do eight (8)
areas based on HCQU. Notification will continue to be sent from ODP.
Office of Developmental Program (ODP)
ODP is giving $500,000 to Office of Vocational Rehabilitation (OVR) to add
additional OVR counselors. The OVR counselors can come to IEP meetings
potentially instead of just sending in the paperwork. This provides early
communication with OVR. Pennsylvania Department of Education will be holding
meet and greets at schools.
Employment is a big focus and the first initiative. ODP is looking at areas and
comparing employment rates. They are looking at why some areas have high
employment rates. A plan may possibly need to put in place to get to a certain
employment rate.
FY 16-17 Budgets
It is unsure how FY 16-17 budget is going to go. The state is expecting it to be worse
than FY 15-16. Steve will keep everyone apprised.
Marion Rowe
Incident Management (handout)
A lot of changes are coming through with EIM. The main focus of the last regional
meeting with ODP was medical related incident reports. Audrey Wicks discussed the
information the region was looking for hospitalizations and emergency room visits
reports. Audrey and Theresa Toombs will be attending our next provider meeting
(August 5th) to talk more in detail of what they expect in the reports in order to meet
criteria for closure. Providers should make sure to bring their point people to the
meeting; think about disapprovals you have received and bring any questions along.
Marion will send out a sign-up sheet in July as we will need to know the number of
people attending the August meeting.
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Examples of details the region is looking for:
› After discharge, what signs and symptoms staff should look for that require a
return back to the ER.
› If an individual has a new diagnosis: information is added to the ISP, staff is
educated and trained. The education and training can be done by HCQU.
These details are often should be included in the incident report.
› If an individual goes to the ER or admitted in the hospital and they receive a
new prescription, there should be follow up with their primary physician so
they are aware of medication changes. Some hospitals do not look at all the
medications contraindications. Major side effects of medication should be
reviewed with staff. An individual passed away in our region as staff did not
recognize the side effects associated with a new medication.
› The state is looking more closely to make sure follow up is done.
› They are also looking at incidents where staff has called 911 versus drove the
individual to the ER. This particular incident has resulted in death as well.
› Injury as a result of a fall: if the person hit or possibly hit their head, they
should automatically go to the ER.
› It is in hopes that EIM modifications continues with the possibility of alerts
for approvals, disapprovals, and comments. Alerts are a big concern with
providers as the system does not alert them at all.
Updated Certified Investigator Trainings (handout)
July 2016 – June 2017 Certified Investigator Training locations were handed out.
There are no trainings close to us. There is a new 2016 CI Manual that everyone
should be sure to download. Administrative review piece at the end of
investigations has changed; manual details out the requirements of the
administrative review. Investigators are not expected to make determinations;
admin review makes all recommendations and corrective actions.
Pathways Update: UCP (handout)
Address: 123 Chamber Hill (at 5th Avenue), Chambersburg. On Walker Road, go past
Target, there’s a St. Paul’s Methodist Church on the hill then a brand new building on
the corner. Pathways will be located in the first suite.
Pathways is moving along with renovations. All wiring is going in for computers and
alarm systems. Contact has been made with Jim in regards to licensing to expedite
that piece. At this point, Pathways is looking to open by the end of June. Pathways
Initial Referral form was provided for those who have an individual who would
benefit from the program and/or may be interested in the program. The referrals
should be sent to the County. The Program Specialist will forward the referral
documents to Kathy to make a determination if they meet the criteria. Kathy will
then reach out to the individuals to schedule a date to meet. If anyone has any
questions, they can contact UCP at (717) 737-3477.
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UCP is also in the end process of finalizing a contract with OVR. This would allow for
a condensed version of Pathways in the school districts with students. UCP received
a grant to do a pilot in the summer for a Summer Camp in Perry County. Once it is
seen how that goes, the curriculum will be used as a basis to run through OVR. If all
goes well with the pilot, it will be presented to districts all over the central region.
Lori Young
Employment Fair Update (handout)
Employment Fair is Thursday, May 12th. Thank you to providers who have helped.
The morning is geared towards businesses. Guest speaker is Stacy Kyle from PA
Business Leadership Network. She will do a presentation on the benefits of hiring
individuals with a disability. Stacy will facilitate a panel discussion with businesses
that are already hiring people with disabilities. Businesses in attendance at the
Employment Fair will be:
› Sears Holding
› Chartwell Staffing Solutions
› Shepherd University – Martinsburg
› Target Distribution Center
› Office Vocational Rehabilitation
› Rabbit Transit
› Kelly Services
› Guardian In Home Services
If anyone has any questions, please contact Lori (llyoung@franklincountypa.gov).
QM Certification (handout)
Lori provided a handout “ODP Opens Registration for Spring 2016 ODP Quality
Management (QM) Certification Classes.” The first class is May 24th and 25th, 2016.
The first class will be six (6) AEs, six (6) providers and six (6) SCOs. Deadline to
register was April 25th. Classes will be offered again next fall and spring. The pre
requisites that must be done are in the bulletin. The state will send module 105 if
accepted to the class. There is a pre-test to take. If you do not receive an 84% or
higher on the pre-test, then you have to redo the pre requisites, take the test again
and sign up again. It is encouraged that all QM leads of an agency be certified.
Jane Cline
Fiscal Year Renewals (FYR)
Marion and Jane will be working on fiscal year renewals the last two (2) weeks of
June for individuals receiving base, PFDS and Consolidated waiver. Lori will be
working on SC only renewals. If you are requesting critical revisions for reduction in
units or adding additional units for new services, they need to be submitted by June
1st. If critical revisions are coming in to add a new service then it can be submitted
after June 1st. For Supplemental Habilitation and Additional Individualized Staffing
(AIS), if an individual has received service for the whole FY, a meeting will need to
be held to see if that service needs to continue. Any individuals who have not
received a full year, Jane will automatically request additional units for FY 16-17. If
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they do not need those additional units, need to meet prior to June 1st. After July 1st,
please check service authorizations to make sure they are correct.
County Assistance Office
ODP sent out communication about getting PROMISe access for AEs to access PA
162s. Changes at the County Assistance Office are not running as smoothly as they
used to. There have been struggles with individuals losing funding due to glitches.
Jane has sent CAO a list of who is in PFDS and Consolidated waivers. CAO will
contact Jane when the reapplications are due then Jane will reach out to the SCs
stating the date their MA will be closed if paperwork is not completed and turned in.
Round Table/Provider Updates
Occupational Services, Inc. (OSI)
The Connector May 2016 edition was handed out. If anyone would like to advertise
in The Connector, please contact OSI: (717) 263-9293 or email Joe Lahr at
jlahr@osinc.org. You can also post your ad online at www.osinc.org/theconnector.
OSI’s Banquet is May 12th and the 8th Annual Golf Tournament is September 29th.
Service Access & Management (SAM)
Justine Greenwood is a new Supports Coordinator at SAM. Her contact information
was sent out to providers.
Keystone Human Services
Keystone is working with PAR to coordinate a day as a direct care professional.
UCP of Central PA
Branch Creek has two (2) part time openings and a potential for one (1) full time
opening.
Events & Info
Upcoming HCQU Trainings:
You can submit registration via email to Tammy LaGraffe:
› 5/13 ~ Fetal Alcohol Spectrum Disorder (FASD)
› 6/10 ~ Understanding Behavior: Autism Spectrum Disorder (Official ODP
Dual Diagnosis Curriculum, #11 in series)
Next Meeting Date
Friday, August 5, 2016 at 10:00 a.m.
at the Human Services Building located at 425 Franklin Farm Lane
Remaining 2016 Meetings
November 4th
Minutes by Erin Nye