HomeMy WebLinkAboutID Provider Meeting Minutes 08-4-17Franklin/Fulton
Intellectual Disabilities Provider Meeting
Friday, August 4, 2017
ID 1 8/4/17
MEETING MINUTES
Welcome & Introductions
Everyone introduced themselves and their agency affiliation.
Fiscal Updates
FY 2017-2018 Contracts/Billings
Almost all of the FY 2017-2018 contracts are out to providers and/or fully executed. As
a reminder, when submitting billing, it is due by the 15th of each month.
FY 2016-2017 Federal Award Payment Letter
Federal Award Payment letters for FY 16-17 are drafted. Ashley is waiting for
additional billing to come in before finalizing the letters. Letters should be received by
mid-August. The letters are information. If you should receive an audit, the letter
should be provided to your auditor. The letter will include all federal funds paid, check
number, Catalog of Federal Domestic Assistance (CFDA) number, etc.
Friendly Reminders to our Base Funded Providers
» All the following reports are due by August 15th
Quarterly Report of Expenditures (April – June)
Salary Review (for FY ending June 30th)
Purchased Property Report (for FY ending June 30th)
Property Leased Report (for FY ending June 30th)
Fixed Assets Purchased with ID funds (for FY ending June 30th)
Fiscal Year Renewal Discussion
Service Authorizations & Mid-Year Changes
Jane encouraged providers to check to make sure all services were authorized. For
residential and in home and community service providers, some service authorizations
will have an end day of December 31, 2017. As of January 1st, 2018, new residential
rates will be loaded and the approval of plans will be completed again.
Some of the new services for FY 17-18 were not available in the SSD screens for the SCs
to choose during the renewal process. If you find a service that is missing, please
contact the SC so it can be added.
In Home and Community Supports Service will no longer be able to be authorized if
receiving residential services. Please communicate with the Supports Coordinators
(SCs) what services will be provided during the day. As of January 1, 2018, “Residential
without day “and “Residential with day “ will be the new options. A template was sent
to SCs and providers of residential services to figure out “with day” and “without day”.
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If you have a family that takes an individual home every other weekend, this needs to
be figured out as well.
Over P/FDS Cap
There are 42 individuals over the Person/Family Directed Supports (P/FDS) cap. There
has been no additional direction from the Office of Developmental Programs (ODP)
beyond authorizing for a half year. As of right now, the ID program is not allowed to
supplement base dollars. The state will be looking at utilization of services. Services
are authorized to the maximum of what an individual could attend. Authorizations are
based off of individuals attending services every day; which they do not. The state
believes by looking at utilization it will reduce the individuals under the cap
significantly. Jane will keep everyone updated as she learns additional information.
If authorizations are changed due to an individual being out of a facility more and it
causes them to go over the cap, the authorization will be end dated. The units will be
cut in half and authorized until December 31, 2017.
Variances
Variances go into effect on January 1st, 2018. For Supplemental Habilitation (SH), Jane
is approving authorizations until December 31st, 2017. After that, if providers are
requesting SH, they will have to meet with the SC to complete the variance form. This
will be approved by ODP effective January 1st, 2018 instead of Jane.
The variance form replaces the checklist. SCs will also utilize this form starting
January 2019 for individuals doing less than 25% community participation. It is a
variance from the definition if an individual goes over 30 days respite or if additional
supports are needed for someone in residential. The new form explains who approves
what; some the Administrative Entity (AE) approves while a lot of it ODP makes the
decision for approval. SH will continue to be the AEs decision before and after January
1st. The form should be started at annual ISPs to be completed prior to January 2019.
Lori Young
Provider Monitoring/QA&I
Quality Assessment & Improvement (QA&I) is formerly known as AEOM, SCO and
Provider Monitoring. All providers have to complete a self-review by August 31st.
Providers should have received a link to the service pro. QA&I will be on a three (3)
year cycle. If your agency supports more individuals in Franklin County than other
counties, Lori will be the lead AE. Your MPI number determines which cycle you will be
in:
» Last numbers 0 – 2: year one (1) of an onsite.
» Last numbers 3 – 5: year two (2) of an onsite.
» Last numbers 6 – 9: year three (3) of an onsite.
The state is pulling the individuals in the core sample. Franklin/Fulton is in year two
(2) for AE and SCO monitoring. Any individuals pulled will have a desk review. ODP
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may call any provider in year two (2) to do an interview with an individual. QA&I will
be a 1% sample; minimum of five (5) individuals and a maximum of ten (10). Providers
will choose one sample for their self-review. Lori will send a sample two (2) weeks
prior for who she will be interviewing for the onsite review. For those Lori is not
assigned as the AE, the assigned AE will be picking the individuals for the agency. If
anyone did not receive the link for the tool for assessment, please email the new QA&I
mailbox. If anyone has any questions, please contact Lori (llyoung@franklincountypa.gov).
Provider Qualifications Changes
Provider Qualifications will be moved to a three (3) year cycle. Onsite review and
Provider Qualifications will be done at the same time. Provider Qualifications are not
due to Lori until March 30th. DP1059 is a new form that must be used. The provider
will complete the form, email it to Lori, she will check AE box and complete her section
then send it back to the provider. The provider will then complete a HCSIS application
then email Lori so she can qualify it. DP1059 must be attached to the Promise
application. Provider documentation record is new this year and is required. Those
who hired nurses or other staff who require a degree, Lori needs a copy of certificates,
diplomas, and licenses.
IM4Q Report
Independent Monitoring for Quality (IM4Q) is being looked at as a data collection for
the state. All state initiatives and quality management plans are using IM4Q data to
substantiate what they are doing with Centers for Medicare and Medicaid Services
(CMS). This will make IM4Q more available and strengthen it. It is strongly
encouraged if an individual is receiving residential, that they have an IM4Q. During
review from Temple University, they were discouraged about all the declines
Franklin/Fulton had; it is the highest declination percentage in the state. Lori
explained the process for surveying as providers provided reasoning on why they
believe families/individuals are not participating.
IM4Q data is a year behind; current report is for FY 15-16. IM4Q will be starting soon;
however, an allocation and samples have not been received yet.
Jane Cline
MH/ID/EI Administrator
Ashley Yinger has been hired as the new MH/ID/EI Administrator starting Thursday,
August 10th. She previously worked for the Case Management Unit in Dauphin County.
Marion Rowe
Incident Management: review & approval, target identifier and APS reporting
For FY 17-18, the ID program has contracted with the Advocacy Alliance to complete
the initial review and disapproval/approval process for incident management. The
contact information for the point person is:
» Christina Yeager
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846 Jefferson Avenue, P.O. Box 1368, Scranton, PA 18501
Phone: (570) 558-3974
Toll Free: 1 (877) 315-6855
Fax: (570) 558-6828
Email: christinay@theadvocacyalliance.org
There should be a quicker turn around in incidents being approved/disapproved. As a
FYI, Christina is in a different region; regions are not consistent in terms of criteria for
closure. Some incidents may have been disapproved because a staff members name
was in the report as the target. The region Christina is in, this is disapproved. They
discourage providers from using staff member’s full names when they are the target
(for legal purposes). Marion discussed with Christina how our region accepts the usage
of names. Other regions use identifiers instead of names. Providers can continue to use
staff names or they can start using identifiers. If using identifiers, please be consistent.
If you have any questions or concerns, you may reach out to Christina.
Marion will continue to review all critical incidents and coordinate county
investigations. The Advocacy Alliance will still continue to complete the county
investigations. Christina is not involved in the investigation process; just initial review
and approval/disapproval. She is currently working on current incidents then will go
back and work on old reports. If Marion receives a critical incident and has a question,
she will continue to email the provider directly and cc’ Christina so she is aware.
In the past, if an incident was disapproved Marion would reach out to the providers.
Marion can request that Christina do this but providers should check their alerts at
least once a week. The due date will show up on the dash board. The date is
automatically generated in EIM which is usually two (2) weeks.
Audrey Wicks handles all medical and death reports. If an individual is in the hospital
for a serious medical reason, reach out to Audrey to go over general information.
Adult Protective Services (APS) reporting –An oral report is completed then a written
report is also required. Make sure to fax the first section as your written report to APS.
ODP recently sent a reminder that the written report is still a requirement. Marion
suggests that providers type in the first section that the report was done and to keep
the fax confirmation page.
Level of Care
The Supports Intensity Scale (SIS) will now be one of the tools utilized to make level of
care determination for waiver services. This is one of the waiver renewal changes. The
SIS scores will be entered on to a tool that accompanies the level of care form. An
individual’s SIS score must meet the functional limitation criteria in three (3) areas in
order to meet eligibility. Providers do not receive the global services. SCs can provide
needs level; needs level is also in HCSIS. Long term changes can warrant a request to
change SIS scores for an individual.
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Moving forward, SIS evaluations will be coordinated during intake to ensure
functional limitations meet criteria for waiver enrollment. It will be known right away
if an individual is eligible. This will also prevent having a re-evaluation and finding out
an individual does not meet eligibility. Please follow the tool along with the 251. These
are sent to the individuals not the providers.
Annual physicals are no longer required for re-determination. They are only required
for the initial waiver enrollment. Marion is still encouraging providers to continue to
send the physicals to the AE as we will maintain in their record.
HCQU Consumer Training
The October Consumer Training has been changed to October 23rd.
The syllabus for Franklin County is the 2nd Friday of the month from 10:0 0a.m. to
12:00 p.m. and 1:00 p.m. to 3:00 p.m. The turnout for the afternoon has been low.
Starting January, the consumer trainings that are held at 4:00 p.m. at the Human
Services Building will no longer be available. Instead, they will take the place of the
afternoon training at the Administrative Annex on the 2nd Friday of the month from
1:00 p.m. to 2:00 p.m.
Round Table/Provider Updates
The ARC of Franklin and Fulton Counties
The ARC will not be hosting a social this year. There will be a Shippensburg University
board game night. More information will come in the newsletter.
Occupational Services, Inc.
The August 2017 Connector is now available. OSI is having an Open House for their
60th Anniversary on August 22nd from 11:00 a.m. to 2:00 p.m. and 4:00 p.m. to 6:00 p.m.
OSI is still looking for teams for the Golf Tournament that is scheduled for the end of
September.
Service Access & Management, Inc.
SAM is in the process of hiring a new SC; hopes to have new SC in two (2) weeks.
Elizabeth’s last day was last week. Currently, Stephanie Brindle is in training.
Angels on Call
Matt Sauserman is working for Angels on Call in Lebanon and Lancaster County but
could also be a contact person for Franklin, if needed.
Pathways
Pathways is almost at capacity; there are one (1) or two (2) part time openings. The
limit is twelve (12) per day. A Social Work intern will be starting August who will be
planning to start a social group that is consumer lead. This will utilize space at the
program on a Friday evening or Saturday afternoon. It is in hopes to be started in fall.
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There will be staff to monitor the building during these hours. There will be limited
supervision so individuals would have to require minimal assistance in order to attend.
Pathways will administer surveys to find out what individuals are interested in.
Pathways applied for a grant through Franklin County Foundation to purchase extra
equipment and pay for the salary of the staff monitoring the facility/group. Student
volunteers from colleges will be utilized as well. There is also potential to start a best
buddy or big brother/big sister program eventually.
Branch Creek Neighbors in Shippensburg is trying to hire additional staff. The
program is limited to no more than twelve (12) individuals a day. However, the space
is large enough so staff is looking to increase the capacity to fifteen (15) which is still
not going over allowance.
NHS
NHS has openings in their day program. They are currently working on community
participation. If anyone has any individuals they would like to bring by, please do so.
NHS will be having another open house at the end of September. The horticulture
program is going very well. Staff is looking how to incorporate it into community
participation by potentially developing a stand in the farmers market.
Family Care Services
LifeSharing Conference is October 16th and 17th at the Kalahari Resort in the Poconos.
Events & Info
Upcoming HCQU Training
Registration can be submitted via email to Tammy LaGraffe:
» 8/11 ~ Medication Errors
» 9/8 ~ Everyday Lives and Recovery: Functional Behavior Assessment and
Behavior Support Planning (Official ODP dual diagnosis curriculum, #17 in series)
If anyone is not on the mailing list to receive information pertaining to
HCQU trainings, please contact Tammy.
Next Meeting Date:
Friday, November 3, 2017 at 10:00 a.m.
at the Human Services Building – 425 Franklin Farm Lane
There are no remaining 2017 meeting dates; 2018 schedule will be released at the November
2017 meeting.
Minutes by Erin Nye