HomeMy WebLinkAboutEI Provider Meeting Minutes 10-17-18Early Intervention Provider Meeting
Wednesday, October 17, 2018
EI Provider Meeting 1 10/17/18
Staff Present: Ashley Yinger, Jenn Hawbecker, Ashley McCartney, Dan Rhodes
Providers Present: Holly Whiteside & Matt Yingling (Service Access & Management, Inc.), Krista
Miracle (Pediatric Therapy Specialists of South Central PA), Adam Rowland (Advanta Therapy),
Cynthia Bosserman & Lori Beam (PennCares Support Services), Faith Blee & Stefany Messina (Invo
HealthCare Associates), Lauren Everetts (Fulton County Medical Center), Jack Jones (BOPIC, Inc.)
Providers Present by Phone: Jody Bering (Lincoln Intermediate Unit #12), Phillip Miracle
(Pediatric Therapy Specialists of South Central PA)
MEETING MINUTES
1. Welcome & Introductions
Everyone introduced themselves and their agency affiliation.
2. Fiscal Updates
No major changes are currently foreseen. EI fiscal staff continues to work
with the state on funding for allocations. While this should not directly affect
providers in the short-term, it is expected to eventually benefit them.
Since providers are no longer required to complete monthly projections, it is
very important that all billing be submitted on time. EI’s projections are now
based on actual billing received and must be as accurate as possible as they
are included in various county and state reports. Providers should
immediately notify Ashley and Jenn if they know billing will be late or if a
major change occurs (either staffing or service related) that will significantly
impact county billing.
Holly reminded providers to notify her whenever there is late billing for a
child nearing their service end date. She typically reduces a child’s units
while preparing to close them in PELICAN in order to lower the county’s
overall encumbrance. In these cases, providers should communicate to Holly
the number of units that are needed but have not yet been billed. The child’s
current units can always be viewed on the Service Authorization section of
PELICAN. Final closure does not occur until after the 15th of the month for a
child who had a service end date during the previous month. However, the
child’s IFSP cannot be re-opened after closure to add “missing” units.
3. Self-verification
The state is not requiring EI to complete self-verification during FY 18-19. Jenn had
to submit documentation based on FY 17-18 data, however, a full self-verification
report was not required. The next on-site verification visit is scheduled for FY 19-20.
Provider Monitoring
o Jenn will be reaching out to schedule appointment times for Provider
Monitoring in the near future. As with the previous year, the
monitoring will be focused primarily on the review of billing and
session notes. A list of children under review will be sent to each
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provider prior to their monitoring appointment so that the
appropriate files and information can be gathered ahead of time. Jenn
intends to complete all Provider Monitoring by March 2019.
o MH/IDD/EI Advisory Board member Shelly Schwartz will be
accompanying Jenn on a visit to Pediatric Therapy Specialists in order
to learn more about their programs and services. Jenn will follow-up
with Krista to schedule this visit.
QEP Update
o Review of FY 17-18 data has identified the development and review of
annual IFSPs within the required timeline as a non-compliance issue.
The state considers a late annual IFSP to be an incident of non-
compliance regardless of the reason it occurred. Circumstances
beyond providers’ control can lead to a late IFSP such as when a
family cancels their Annual Evaluation appointment due to their child
being sick or other scheduling conflicts. This issue will be addressed
with a plan (see Scheduling Annual Reviews) the next time the QEP is
reviewed and updated. Jenn will look into the possibility of adding
more providers to the QEP Planning Team Committee in order to
increase their involvement with the process.
o Service coordinators and therapists should continue to strive for a
100% outcome for meeting the fourteen (14) day deadline for service
delivery. When the deadline cannot be met due to a family cancelling
or declining their appointment, this should be thoroughly
documented.
o OCDEL Family Survey reminder flyers were distributed to families last
spring to enhance their knowledge of Procedural Safeguards before
taking the survey. Jenn will share the survey results with providers
when they are released. During the most recent EI Leadership
Meeting, OCDEL announced plans to offer an online version of the
survey in the future aimed at improving response rates. The survey
would likely be accessible on smart phones by scanning a QR code.
While the survey questions are not expected to change, OCDEL did
consider the recommendation that the online version should have
clickable information icons which explain the meaning of Procedural
Safeguards and other concepts.
o OCDEL is considering changes to how ECO’s are completed. It is
possible that they will eventually be done for only a sampling of
children rather than the current practice of doing entry and exit ECO’s
for every child. Jenn will continue to update providers on these
changes which are expected to be implemented by July 1, 2019.
4. SC Announcement
OCDEL released an updated Service Coordinator Announcement on September 26,
2018 (see handout). The updated announcement removed wording that had
previously required service coordinators to review and have families sign off on
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receiving a “Service Coordinator Support Plan” document containing a list of
support activities (see bullet points on pages two (2) and three (3) of the
announcement). All current EI Announcements can be accessed at this link:
https://www.education.pa.gov/Early%20Learning/Early%20Intervention/Pages/E
arly-Intervention-Announcements.aspx.
Progress Monitoring
o The state had previously required that Progress Monitoring be done
every three (3) months but now only requires that a child’s IFSP be
reviewed with the family every six (6) months. However,
Franklin/Fulton EI will not be changing its internal Progress
Monitoring procedure. Paperwork for Progress Monitoring will still be
requested from therapists every three (3) months and service
coordinators will be reviewing it with families at this time interval.
o The change to the state’s Progress Monitoring requirement is
intended to offer families flexibility to individualize their child’s
services so that the frequency of service coordination meetings aligns
with their needs and preferences.
5. Scheduling Annual Reviews
Service coordinators with now begin to schedule Annual Reviews by the eleven (11)
month mark to ensure that therapists have adequate time to prepare the required
paperwork and to prevent unforeseen events (i.e. cancellation due to weather or
other family reasons) from pushing the Annual Review past its due date. Certain
Annual Reviews are already being scheduled as early as the nine (9) month Progress
Monitoring Meeting but this option is not always feasible given the family’s schedule
and preferences.
6. 2019 Initiatives
EI’s 2019 Initiatives were presented and explained to providers:
“Explore ways to help providers with interpretation costs.”
“Collaborate with the community to offer trainings on NICU.”
o Jenn will be working with Cumberland/Perry, York/Adams, and
Dauphin EI Programs to coordinate a future training with the York
Hospital NICU staff.
“Community Outreach: Increase referrals.”
o This initiative is being pursued with LICC Child Find activities, a new
referral form including medical necessity, and an updated screening
process to assist Fulton County physicians with referrals.
“Community Outreach: Exploring Family Center.”
o HOPE from the Start, a coalition of various community organizations
and local government agencies, is currently exploring the possibility
of starting a Family Center in Franklin County. The state-funded
centers are designed to be hubs of information on services, child
development, employment, education, health care, and other
community resources for any family regardless of income. As the state
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plans to open the Family Center in the near future, HOPE from the
Start has been identifying types of services which could be made
available at the center and potential locations (Chambersburg and
Waynesboro).
“Continue to explore nutrition/nursing services.”
o Providers were encouraged to reach out to Jenn if they have any
interest or ability to offer nutrition and nursing services in
Franklin/Fulton Counties. Although there is a continued need for
these services, it has been difficult for local providers to recruit staff
who hold the required certifications. At the request of providers,
Ashley looked up the state set rates for nutrition support ($27.99) and
nursing with nutrition ($27.99). Jenn obtained the following
information regarding qualifications for nursing/nutrition service
providers:
Nursing – Nursing-Nutrition (Home/Community), Procedure code
S9470 ($27.99/unit) – LPN or RN with a state license.
Nutrition - Special Instruction-Nutrition (Home/Community),
Procedure code W4407 ($27.99/unit) – Licensed and Registered
Dietician.
7. PELICAN/HCSIS Update
A major update to PELICAN will go into effect on December 1, 2018. The update will
be based on input from over a year and a half of statewide service coordinator
“think tank” meetings. Jenn provided an overview of some expected changes (see
handout):
Family Assessment will be consolidated from five (5) to two (2) questions
which will gather the same information. The entry fields for these questions
will automatically transfer information between the ER and IFSP within the
PELICAN site eliminating the need to copy/paste or retype. Similarly,
Recommendations will be consolidated from six (6) to three (3) questions.
Jenn will be sending providers an updated annotated ER/IFSP when it is
finalized so that they may begin to familiarize themselves with where to find
specific information.
Service coordinators will have the option to add a “Unique Service
Coordination Outcome” to the child’s IFSP.
Jenn will inform providers if any additional updates are received about the PELICAN
update at the next EI Leadership Meeting in November. Service coordinators should
plan to back up any open ER/IFSP’s they are working on immediately before the
update takes place so that information is not lost during the transition.
8. LICC Updates
Both LICC’s are planning holiday parties that will serve as Child Find events
to be held on the following dates:
o Franklin County: November 29, 2018 from 4:00 p.m. to 6:00 p.m. at
Coyle Free Library
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o Fulton County: December 4, 2018 from 4:00 p.m. to 6:00 p.m. at
Fulton County Library
The events will feature a variety of fun games/activities. Childhood
development and agency informational resources will be available for
distribution to the families in attendance. Providers may contact Jenn if they
have a donation/resource to contribute or if their staff is interested in
participating as an activity demonstrator. EI currently has a $1,000 LICC
budget for each county that could be utilized to reimburse therapists who
purchase materials for their activity. Additional information will be sent out
to providers closer to the party dates.
9. Re-budget for FY 17-18: Interpreter Costs
At the end of FY 17-18, limited administration funds had been available from
a FY 16-17 re-budget to help providers with some of their interpreter costs.
Following the most recent FY 17-18 re-budget, these funds are no longer
available due to being reallocated to other counties based on need. EI fiscal
staff is currently in the early stages of research and discussion with the state
to potentially restore the funding for interpreter costs. Providers will be
informed of any updates and the final outcome.
10. EITA Application
An overview of the EITA Mobile App was presented with an emphasis on its Tools &
Resources content (see handout) that can be accessed during home visits with
families. It is available as a free download through the Apple App Store and Google
Play.
11. Review Provider Roster
The Provider Roster was circulated and reviewed prior to today’s meeting. The
names of infant massage certified staff will now appear on the roster in red with an
asterisk. Providers should contact Jenn to report any updates or changes to their
staff entries.
12. Provider Updates and Announcements
Lincoln Intermediate Unit #12
o This year’s focus on Trauma-Informed Practices has continued. Staff
are completing training modules on this topic and learning how to
take a more proactive approach when working with children and
families who have experienced trauma. Changing mindsets and
providing support is emphasized during these interactions.
Service Access & Management, Inc.
o SAM’s move to its new Franklin County office location (1640 Orchard
Drive, Suite 3, Chambersburg, PA 17201) will be complete as of
January 1, 2019. The new Fulton County office location (216 North
Second Street, Suite 3A, McConnellsburg, PA 17233) has been open
since earlier this year.
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PennCares Support Services
o Training on “Improving Outcomes for Children with a TBI (Traumatic
Brain Injury)” will be held at the LifePoint Church (339 Lincoln Way
East, Chambersburg, PA 17201) on November 16, 2018 from 9 a.m. to
11 a.m. Registration is $10 per person and more information can be
found on the PennCares website
(http://www.penncares.org/events/).
o There are currently a few openings for the Child Development and
Preschool Groups. PennCares continues to seek positive peer models
for each group.
Pediatric Therapy Specialists
o PTS recently hired a Special Instructor (SI) with a focus in behavioral
interventions. Three (3) SI’s are currently taking a language coach
certification class through EITA. Krista has earned an infant massage
certification.
o PTS is hosting a CPR/First Aid training at their office location (25
Penncraft Avenue, Suite D, Chambersburg, PA 17201) on December 6,
2018 from 6 p.m. to 8 p.m. Registration is $35 and can be paid at the
training but a RSVP is required.
o PTS is sponsoring an Introduction to Self Defense Techniques class at
Thompson’s Karate Studio (18 Sarah Susan Lane, Greencastle, PA
17225) on November 3, 2018 from 11 a.m. to 1 p.m. The covered
techniques are beneficial for therapists and service coordinators to
know before going into the home setting. Registration is $15 person
and RSVP is required by October 28, 2018.
Fulton County Medical Center
o The Speech Therapy position is still vacant. A Fulton Family Practice
Physician’s Assistant (PA) is now a certified lactation consultant and
is currently accepting referrals. Construction at Fulton County Medical
Center is finished. The facility is now a Level Four (4) Trauma Center
with a walk-in clinic.
Invo HealthCare Associates
o All therapists have completed their annual EITA trainings. Two (2)
therapists have earned their infant massage certifications.
BOPIC, Inc.
o BOPIC has experienced a challenging year so far due to unexpected
vacancies on its board and executive committee. Nevertheless, BOPIC
looks to expand its partnership role with the Borough of
Chambersburg and Franklin County as a community development
organization. A recently received $300,000 grant from the PA
Department of Community and Economic Development (DCED) will
be put towards services, economic development opportunities, and a
large workforce development program for low-income individuals.
BOPIC has hired outside consultants and will draft a sustainability
plan to manage future projects.
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13. Provider Reports due prior to the next meeting
Audited Financial Report (for FY ending June 30th) – due December 31st
Monthly Invoices – due 15th of each month
Employee Debarment and Exclusion Check – due 15th of each month
Reminders of these reports are sent out 3-4 weeks prior to their due date. You can also
review the reports/due dates in procedure statement MHIDDEI-416 Contract Required
Reports and Due Dates.
Next Meeting: Wednesday, January 16, 2019 starting at 10:00 a.m.
Located at the Human Services Building (425 Franklin Farm Lane)
2019 Meeting dates:
January 16th April 17th July 17th October 16th
Minutes by Dan Rhodes