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HomeMy WebLinkAboutIDD Provider Meeting Minutes 05-18-18Intellectual & Developmental Disabilities Provider Meeting Friday, May 18, 2018 IDD Provider Meeting 1 5/18/18 MEETING MINUTES Welcome & Introductions Everyone introduced themselves and their agency affiliation. IM4Q Overview – Carrie Clippinger Independent Monitoring for Quality (IM4Q) is a program that was started by the Office of Developmental Programs (ODP) in 1997. The purpose was to survey individuals about the quality of life and the services they receive. For more information IM4Q, please review the following website: www.dhs.pa.gov/citizens/intellectualdisabilitiesservices/independentmonitoringforquality/. Temple University Institute for Disabilities is responsible for the IM4Q program especially the content and length of surveys. The program was developed by scholars in different institutions and made to be as standardized as possible to compare across regions and states. The key objective is to provide information to help improve the quality of life for individuals with disabilities. Thousands of individuals complete surveys to give a picture of what is happening in the communities for individuals with disabilities. The data has been used for such things as increasing consumer voting, consumer rights and helps drive ODP Communication Bulletins. Locally, questions were asked regarding emergency preparedness which resulted in packets being developed and provided to Supports Coordinators to give to individuals. The surveys help with decision making. IM4Q is conducted once annually from November - June. Individuals who complete the survey receive a service from ODP and are randomly selected. There is a process called “closing the loop”. If families state that there is something specific they would like to see change with an individual/their plan, IM4Q Monitors can enter that information into HCSIS which then goes to Service Access & Management (SAM). SAM will then let MHA know what they did to assist the families and MHA/IM4Q will close the report in HCSIS (also known as closing the loop). Monitors may skip questions and sections on a survey depending on the individual’s disability. The sections are for individuals themselves but if they are unable to communicate, there are sections that the family, staff, guardian, friend, etc. can complete on their behalf. IM4Q is the only independent outcome source for families and consumers that goes to ODP. IM4Q Monitors at MHA that complete the surveys are individuals with disabilities or have family members with disabilities. There are two (2) surveys to complete depending on the guidelines that the Office of Developmental Programs has given to the Administrative Entity (AE). There is the National Core Indicators which is done nationwide. There is a short survey specific to PA called Essential Data Elements. The survey asks questions about choice and control (such as voting and choosing what you do during the day), satisfaction (where you live, do you see people you’re close to), relationships and community inclusion. Franklin/Fulton does well compared to statewide results. This year a section has been added to the survey on medical questions. IDD Provider Meeting IDD Provider Meeting 2 5/18/18 Monitors try to make the “appointment” around an hour suitable to the individual and family. The process is: the SCs complete a pre survey. The AE then provides the pre surveys to MHA. MHA sends a letter to those listed on the pre survey. The pre survey has basic information about the individual, who their contact person is, can they communicate, etc. The letters are introductions as well as an explanation of the survey and to schedule the survey. Only 74 surveys are completed for Franklin/Fulton. The surveys can be done at the individual’s homes, day programs, MHA’s office, restaurants, libraries, etc. MHA does data entry into HCSIS. However, they cannot see anything else. This means that the Monitor may enter information that the SCs are already working with the individual on. Individuals are given feedback forms to see how the survey went to ask things such as if the Monitor was respectful, what could be changed to make the survey more pleasant, etc. Feedback is appreciated. Future of IM4Q surveys – every year a couple changes take place. This year, surveys were not focused on individuals transitioning from school as they were in the past. There is ongoing issues of who can consent or decline for the individual which plays into individual’s rights. Guidelines have been received from Temple University, which came from their legal that a provider cannot decline on an individual’s behalf. If the individual cannot state that they do not want to participate in the survey then it’s an automatic consent. The guidelines even state that a guardian cannot decline the survey. MHA is trying to adhere to the states rules but they do not want to cause any distress on the individuals and are trying to respect individual’s rights! MHA cannot remove individuals from the list. Individuals must decline every year. Additionally, for the future, there has been discussion on concentrating on the new Community Living waiver and individuals living with families instead of individuals living in residential placements. If anyone has any questions or suggestions, please contact MHA at (717) 264-4301. Easterseals Western and Central PA – Virginia Anderson Easterseals has camp and adventure sports programs. Adventure sports are a therapeutic recreation out of York that provides services to individuals with disabilities. In January and February, there is a snow skiing weekend. There is sit down and stand up skiing depending on the individual’s interest and disability. Water skiing (stand up or sit down) takes place the first weekend of August. Additionally, kayaking has been added at Lake Aldred. The community recreation component of Easterseals provides horseback riding, adaptive bowling, etc. These programs are offered in York, Cumberland and Dauphin counties. Some camps provided by Easterseals are: Camp Joy El in Greencastle, PA; Camp Lily which is for adults with disabilities; Camp Amp for children with disabilities (this is a week- long), etc. The camps provide children and adults with the opportunity to participate in activities they typically would not be able to do. They also build friendships. Children’s camp is for individuals seven (7) to 17 years old; however, they may qualify up to 22 years old if they are still in school. Easterseals also has military programs that offer camps for children with parents in the military. Project Beacon takes place in the spring and fall. Easterseals contracts with the National Guard. IDD Provider Meeting IDD Provider Meeting 3 5/18/18 Easterseals relies on others for referrals. This summer, Easterseals is trying to get into the HCSIS system as a waiver provider. Name Change Franklin/Fulton MH/ID/EI has added Developmental to the agency name now known as Franklin/Fulton MH/IDD/EI or Franklin/Fulton Mental Health/Intellectual & Developmental Disabilities/Early Intervention. We are currently in the process of changing everything to reflect this name change. Fiscal Updates » Friendly Reminders to our Base Funded Providers  May 15th: 3rd Quarterly Report of Expenditures (if you haven’t already turned it in)  July 10th: Audit Engagement Letter  July 31st: Progress Report on Outcomes in Appendix A  August 15th: 4th Quarterly Report of Expenditures Regional Meeting IDD staff attended the Regional Meeting that took place earlier in the week. One topic discussed under Incident Management (IM) was death investigations. Audrey is focusing on the thoroughness of those investigations. Her expectation is that they are not focused primarily on what occurred right before the death; she is focused on the investigator going back, possibly even a year prior to the death to show the decline in health leading up to the death. Audrey will bounce back the report if she feels there is not enough information. Please share this with your investigators. There are times when staff feels that doctors are not providing the best care that they could be. You may contact the Bureau of Occupation and Professional Affairs regarding unethical licensed professionals. Contact: (717) 787-8503 or RA- BPOA@pa.gov. As for the notification piece of incidents, it is two (2) parts. One part is in the first section for family notification (this must be a family member) and the other is in the final section of the report (list names of family and all others who were notified). When it’s an incident that involves an investigation, there is responsibility to notify the family of the outcome and corrective action plan that is taken to assure that it does not happen again. The final section/verification page relates to the follow up. Make sure this section is being completed and note who you contacted specifically. Additionally, make sure to include under what circumstances or what to look for if the individual needs to go back to the ER or seek further medical attention. Usually on discharge papers it states (for example) “come back to the ER if experiencing dizziness.” You should be aware of this information and share it with others that are working with the individual. It is important to make sure staff is trained on side effects of new medications. The corrective action should indicate that staff was trained on discharge instructions, new diagnosis, and side effects of new medication. Fiscal Year Renewals IDD Provider Meeting IDD Provider Meeting 4 5/18/18 Supports Coordinators (SC) should be complete with FY Renewals by June 15th. Marion and Jane will then review and approve them by June 30th. A spreadsheet was provided by CPS for providers to fill out and send to ODP; Marion and Jane are requesting that providers send a copy to them so they can verify the units. If anyone has any questions regarding service authorizations come the end of June, please let Marion or Jane know. Please take a close look at all services to assure they are correct and units are accurate. If they are not, please reach out to the SC to make revisions. Cap exceptions will remain the same for FY 18-19. The state was requesting waiver conversions. Since Franklin/Fulton had vacant PFDS slots, a spreadsheet was submitted to convert the slots. For every one (1) Community Living waiver, counties must give up two (2) PFDS slots. Jane requested two (2) Community Living waivers for individuals we have cap exceptions for. Franklin/Fulton has 24 individuals with cap exceptions. ODP is looking to make some changes next FY related to rate/service changes and cap exceptions. ODP expected a lot more graduates this year than what was actually requested. The initiative was for 820 students; however, across the state there was only close to 400. Now it is hoped to use that additional funding that was set aside for graduates to convert waivers to help with cap exceptions and to allocate additional Community Living waiver slots. This is the plan created to help fix issues with CPS and individuals being over their cap. Community Living waivers are not being used for what they were originally intended for. They are being used for cap exceptions as related to CPS as opposed to providing supports to those that live at home with their families. Staff expects the list of individuals who need exceptions to grow. Transportation will go to a state set rate. It is unknown if the rates will be changing in October or not. So the rates will remain as is for the start of the FY. For residential, if you know an individual is having a new SIS completed, stop your billing so you do not have to back out units if the needs group changes. Do not bill from the interview date forward. The turnaround time for processing has been quick. Providers expressed their concern on how it would be good to know when the scores changes as they do not receive notification. Community Participation Supports State has been hosting CPS training. A meeting took place with ODP to go over general questions about new services. There is confusion on what is considered CPS, the expectation of it and what to do with the service. “It’s not going out into the community; it’s about being engaged in the community. In the past, outcomes were kept very general to allow for flexibility. However, they should not be that general. If providing CPS, it should be specific as to what skills the person is gaining to support community engagement. It should also be specific to each individual. The Consumer Trainings should be billed at facility based not the community modifier primarily due to the number of people attending. Providers can continue to take individuals bowling, to the library, etc. but these may be just a community activity vs CPS. Consider the purpose when determining CPS vs. community. If you are having concerns with services or have any questions, please reach out to Jane or Marion so IDD Provider Meeting IDD Provider Meeting 5 5/18/18 they can request ODP come back for a meeting. A meeting can take place with providers individually or as a group. There may need to be ongoing trainings until everyone has a better grasp on the service. Individuals may be receiving residential without day in their home but also participating in CPS through a residential provider. Questions arose about taking individuals to the grocery store and going out to lunch. These are not CPS; they are considered residential without day. CPS needs to be individualized per individual. The SCs are going to start working on outcomes related specific to CPS. Round Table/Provider Updates » HCQU Tammy LaGraffe is no longer with the HCQU. Katie Freeman is the new contact. There has also been a new HCQU Referral Form that will be sent out to all providers. Please make sure to utilize the form that is sent out. » Elder Day at Menno Haven Elder Day just had their annual inspection for licensure; did very well. Elder Day has changed their name from Elder Day at Penn Hall to Elder Day at Menno Haven. Elder Day did a rebranding of the organization a year and a half ago. Penn Hall is now Chambers Point and Menno Village is now Brookview. All of these are under Menno Haven as a big umbrella. » Keystone Human Services Keystone is doing training on Risk Mitigation as well as health related trainings. » Mental Health Association May is Mental Health month. MHA is hosting their annual Art Show at their office on Grant Street on May 18th – 20th. Annual Walk the Walk is being held May 25th. » AHEDD Karen Price and Marna Yingling are currently the contacts for AHEDD. » Kaleidoscope Family Solutions Kaleidoscope is growing in Franklin/Fulton area. Activities, such as rock painting, bowling, arts and crafts, etc. are being held every Tuesday. » Service Access & Management One of the SC is transferring from IDD SC back to MH Case Manager. There will be an opening for IDD SC. As of right now, there is no date of the transfer. Once a date is decided, a letter will be sent out to individuals notifying them of who is covering their case until the new SC is trained. Events & Info » Provider Self-Assessments due June 12th  There is a list of questions that ODP is paying close attention to in the assessment piece related to ISAC priorities being worked on around IDD Provider Meeting IDD Provider Meeting 6 5/18/18 employment, health and safety. Marion will send the information to providers that ODP will focus on during the monitoring. It is good to look at and see where you may need to improve as a provider. » Autism Conference is June 5th – 7th » Lifesharing Conference is October 15th and 16th » Upcoming HCQU Trainings -  6/22 ~ Guardianship, POA & End of Life Decision Making ~ Child Welfare from 10a – 3p (contact HCQU to register)  Routine Friday HCQU Trainings: Date 10:00 a.m. – 12:00 p.m. Consumer Training 1:00 p.m. – 2 :00 p.m. 6/8/18 Medication Errors Healthy Habits 7/13/18 Summer Safety Summer Safety 8/10/18 The Urinary System Hygiene 9/14/18 Gastrointestinal Disorders Grief Next Provider Meeting Friday, August 17, 2018 at 10:00 a.m. at the Human Services Building Remaining 2018 Schedule November 16th Minutes by Erin Nye