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Home My WebLink AboutID Provider Meeting Minutes 11-3-17Intellectual disabilities Provider Meeting Friday, November 3, 2017 ID Provider Meeting 1 11/3/17 MEETING MINUTES Welcome & Introductions Everyone introduced themselves and their agency affiliation. Fiscal Updates – Ashley McCartney  Friendly Reminders to our Base Funded Providers » November 15th: Quarterly Report of Expenditures for 1st Quarter of FY 2017-2018 (July – September). » December 31st: Audited Financial Statements for FY 2016-2017. Providers may email Ashley to request an extension if the audit has not been completed by this date. » Projection spreadsheets should be submitted to Ashley each month. Providers may call or email Ashley at any time with questions about their projection spreadsheets. Jane Cline  Discharge Notices » Jane reviewed the highlighted contents of § 51.31 Transition of Participants (see handout). All providers, regardless of service type, must submit a written discharge notice to the Office of Developmental Programs (ODP), the Administrative Entity (AE), and the Supports Coordination Organization (SCO) if they decide that an individual can no longer be supported. The notice must state reasons why the individual can no longer be supported. Providers are generally expected to assist with supporting the discharged individual during a thirty (30) day transition period when placement with a new provider is being arranged. If a provider is unwilling to assist with the transition period, they must state reasons for this decision within the discharge notice.  SIS » Jane has received many requests for guidance related to the Supports Intensity Scale (SIS) because rates will be based on the individual’s Needs Level (NL) and Needs Group (NG) as of January 1, 2018. A brief overview of scenarios was provided for which providers should be requesting a new SIS from their clients’ Supports Coordinator (SC). Earlier this year, providers were instructed to request a new SIS for any individual whose current SIS did not adequately meet their needs. ODP recently sent out guidelines clarifying the Urgent Request Process: Providers should request a new SIS from the SC when the individual experiences a “significant life change” such as prolonged illness or a newly diagnosed medical condition/behavioral issue. If a provider disagrees with an individual’s NL/NG and would like to address their concerns to ODP, they may email Rick Smith at riesmit@pa.gov or the RA-ratesetting@pa.gov. Contacting ODP with a SIS concern will not necessarily lead to the initiation of a new SIS. Intellectual disabilities Provider Meeting Friday, November 3, 2017 ID Provider Meeting 2 11/3/17 » Providers can now view the NL/NG in the print version of the ISP by following this path in HCSIS: Plan → Plan Admin → Print Plan. Marion Rowe  Incident Management » The “Health Alert”, “ODP Criteria for Incident Closure”, and “Target Identifier for HCSIS Incident Report Data Entry” handouts were distributed to providers for reference. It is important that providers have access to this information. » Marion discussed examples to determine whether a client’s visit to Urgent Care requires the completion of an Incident Report:  If the client is taken to Urgent Care in lieu of their Primary Care Physician (PCP) and a vitals/wellness check is performed, no incident report is necessary.  If the client is taken to Urgent Care in lieu of their PCP but a service not typically done at the PCP is performed (i.e. an X-ray is taken), the visit must be documented as “more than first aid” in the incident report.  If the client is taken to Urgent Care in lieu of the Emergency Room (ER), the visit must be documented as an “ER visit” in the incident report.  If 911 is contacted but Emergency Medical Technician (EMTs) determine that transport to the ER is not necessary after examining the client on-site, the event must be documented as “more than first aid” in the incident report. » ODP has been replying “No” to their review that “Actions were Taken to Ensure Health and Safety” due to the omission of required documentation. Providers should always document clearly what medical attention was provided, the police were contacted (especially for sexual abuse allegations) or Adult Protective Services (APS) notification in this section of the report. APS notification consists of an initial phone call to APS (1-800-490-8505) followed by a fax (484-494-1590) of the first section of the incident report. » Marion reminded providers of items that have caused reoccurring issues related to incident closure.  Target identifier: Providers must use first and last initial plus last four (4) digits of Social Security number with no spaces (ex: AB1234) to refer to individuals registered with the County ID Program.  Follow up from initial review: Providers should be periodically checking both County and Regional initial reviews on EIM to ensure timely responses to any comments by the requested due date. There is no alert system to notify providers when ODP or the County makes a comment seeking clarification or additional information. Marion receives a weekly list of “disapprovals” from Christina Yeager. Marion will email providers to notify them when a pending incident report is overdue (more than 51 days). Providers must state corrective actions to address any overdue pending statuses. Intellectual disabilities Provider Meeting Friday, November 3, 2017 ID Provider Meeting 3 11/3/17  Family notification: Providers must document family notification in both the first and final sections of the incident report. Name of family member contacted is required in the final section of the report.  Training: Audrey Wicks at ODP expects to see documentation of training (including who provided it) related to a client’s new diagnosis and major side effects of any new medication in the Corrective Action section of the incident report. There should also be documentation that the Primary doctor was contacted regarding any medication changes made by the ER or hospital doctor. » Audrey is working on closing old death reports and isn’t finding some of the information that was previously sent to ODP. Marion has been going through old emails and forwarding relevant information to Audrey rather than asking providers to retrieve it. Providers should be aware that Marion may request this information from them if she cannot locate it. As a reminder, investigations are required for the deaths of all Waiver participants (including both clients who died at home and those receiving residential services). » Occupational Services, Inc. (OSI) is seeking a Certified Investigator. All County providers are required to have access to a Certified Investigator either on their staff or contracted out. However, there are currently long wait lists to enroll in upcoming Certified Investigator training classes. The Advocacy Alliance can provide this service on an emergency basis but they are already experiencing a high workload and their separate role in performing the County Review may present a conflict of interest.  HCQU Training Update: » Medication Error Training and CDC: Marion and Tammy LaGraffe (HCQU) discussed the development of this consumer training which is scheduled to start in January 2018. In the past, medication errors were identified at Quarterly HCQU Risk Management Meetings and trainings to address these errors were subsequently scheduled for the affected residential homes. The plan is to pair Medication Error Trainings with CDC (Consumer Data Collection) at every residential home in the County over time. This will allow the nurses to provide more house specific training not only related to medication errors but client specific training as well. Medication Error Trainings and CDCs will now be coordinated on a rotating schedule at each residential home and will be tracked to ensure that both are kept current. Lori Young  Requalification of Providers » There are still no formal guidelines from ODP regarding changes to the requalification of providers. If a provider plans to start a new service or open a new site, the Provider Qualification Form (DP1059) must be submitted to the AE and ODP. The form can be downloaded from the My ODP website - https://www.myodp.org. Tony Fisher (Family Care Services) recommended faxing the DP1059 to ODP rather than submitting electronically because data Intellectual disabilities Provider Meeting Friday, November 3, 2017 ID Provider Meeting 4 11/3/17 entry can be very time consuming on the Promise website without a copy/paste feature. Waiver Renewal Changes  Updates » All residential authorizations for FY 2017-2018 have been completed. Providers were reminded to check that their authorizations are accurate. Jane recently received an email from ODP requesting they verify no individuals are authorized for over 181 days from January to June. » ODP has confirmed Waiver funds can be utilized to pay for individuals who to go to camp through Lifesharing because it is considered to be a form of respite. Needs Group respites for individuals who are not in Residential (i.e. Life sharing) have very high rates and Jane is still waiting for further clarification from ODP concerning the exact service offering. » The Community Living Waiver is scheduled to go into effect on January 1, 2018 but the Centers for Medicare & Medicaid Services (CMS) has not yet approved and it is not yet accessible on HCSIS. There will be 1000 Community Living Waiver slots statewide but is unclear how many will be allocated to Franklin and Fulton Counties. Jane and Marion are still waiting for clarification from ODP on how to handle individuals who are over their PFDS cap. Round Table/Provider Updates  Keystone Human Services » Keystone will be moving to a new tentative location on Kennebec Drive in Chambersburg (behind the Butcher Shoppe) after their Day Program closes on November 30th. Most of the clinical department staff and program specialists attended Functional Behavioral Assessment (FBA) training at the end of September.  HCQU » The Fall 2017 HCQU newsletter and syllabi for remaining 2017 trainings and 1st Quarter 2018 trainings (January through March) were distributed as handouts at today’s meeting.  Family Care Services » Behavioral supports will continue to be provided in-house for Residential clients.  NHS » The director recently resigned. A new director is in training and will hopefully be ready to perform all duties by the time the next ID Provider Meeting is held in February. Intellectual disabilities Provider Meeting Friday, November 3, 2017 ID Provider Meeting 5 11/3/17  Elder Day » Elder Day is still waiting on the HCSIS Help Desk to set up an account for their administrator. Meeting participants recommended calling the Help Desk until a live person answers rather than leaving a message because it may not be returned.  OSI » The latest issue of The Connector was distributed.  The Arc of Franklin and Fulton Counties » The Arc’s Annual Bingo Social will be on November 16th. The Civitan Club of Waynesboro and Chambersburg will host this year’s bingo social. The Arc Christmas Party will be on December 21st.  SAM, Inc. » Caseloads are still being adjusted to cover for an SC who is expected to be out on maternity leave until December 28th. Providers and the AE may contact Shanna Golden if they have any questions about caseload coverage.  Kaleidoscope Family Solutions » Weekly activities for individuals are ongoing and have included game day, library time, and outings for ice cream among others. Direct Support Professionals are ready to start (primarily day shift) in Franklin County. It has proven extremely difficult to recruit an adequate number of Direct Support Professionals in Fulton County thus far. Events & Info  Upcoming HCQU Training Registration can be submitted via email to Tammy LaGraffe: » 11/7 ~ Consumer Training: Handwashing/Flu Prevention » 11/17 ~ Autism and Sensory Integration » 12/7 ~ Consumer Training: (Last Consumer Training at the HSB; these trainings will move to the Annex on the 2nd Friday of each month in 2018) » 12/8 ~ Everyday Lives and Recovery: Stress Management for the Direct Supporter (Official ODP dual diagnosis curriculum, #20 and final presentation in the series). Next Provider Meeting Friday, February 2, 2018 at 10:00 a.m. at the Human Services Building 2018 Schedule February 2nd May 4th August 3rd November 2nd Minutes by Dan Rhodes