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HomeMy WebLinkAboutIDD Provider Meeting Minutes 02-21-20Intellectual & Developmental Disabilities Provider Meeting Friday, February 21, 2020 MEETING MINUTES Welcome & Introductions Everyone introduced themselves and their agency affiliation. Allison Scott  Easterseals Western & Central Pennsylvania: Club Lily Allison Scott, Assistant Director of Camping and Recreation , provided an overview of Easterseals’ Club Lily co-ed overnight camp programs for adults with any disability or special needs. The programs are offered year round (April to November) with weekend retreats in the spring/fall and five (5) day camps in the summer. A weekend retreat is scheduled at Camp Joy El in Greencastle from May 8th to 10th. It is still open for registration with several spots available. Most of Club Lily’s offerings are hosted at Camp Victory in Millville, PA (Columbia County). This facility features activities (i.e. rock climbing wall, zip line, archery) that are completely accessible to individuals using wheelchairs, walkers, and crutches. All camp sites are staffed at a ratio one (1) counselor for every three (3) campers. Individuals with fragile medical or behavioral needs are allowed to bring their own personal care aide. Every location has a nurse on duty at all times to dispense medication and provide first aid. Other staff are fully trained in personal care (i.e. showering, toileting, transfers in and out of wheelchairs). Club Lily is specifically for adults ages eighteen (18) and older. Activities vary considerably by location and are always designed around campers’ interests. Although the programs are mainly focused on recreation, they have also proven effective at developing campers’ life skills by encouraging them to establish daily routines. Very few individuals pay for Club Lily out-of-pocket. Waiver, state, or county funding is accepted and financial assistance is available to families in need. Easterseals is currently in the end stages of the Office of Developmental Programs (ODP) Licensing process so other providers will soon be able to find their information on the Home and Community Services Information System (HCSIS). Club Lily’s rates are $475 for weekend retreats and $875 for summer camps. More information about the programs and registration is available at https://eastersealswcpa.recdesk.com. Any provider staff who are interested in employment opportunities may contact Allison at ascott@eastersealswcpenna.org or (717) 741-3891. Easterseals is always looking to hire more nurses for its Club Lily programs. The scheduling is flexible so that nurses can split their time between different camp weeks if necessary. IDD Provider Meeting Marion Rowe  Yellow Dot Yellow Dot is an available resource for providers that transport individuals. PennDOT will send a Yellow Dot kit to anyone who requests one through the following website: https://www.penndot.gov/TravelInPA/Pages/Yellow-Dot.aspx. The kit contains a yellow dot sticker that is to be placed in the lower left section of the vehicle’s rear window and participant medical information sheets for the driver and their passengers. The sticker will alert first responders to check the vehicle’s glove compartment where completed medical information sheets are stored. This information is critical in the event that the driver and passengers cannot communicate their needs after an accident.  Health Care Quality Unit (HCQU) and Health Risk Screening Tool (HRST) Updates Katie Freeman presented HCQU and HRST updates. Franklin and Fulton Counties are currently ahead of the state average for completing screenings. As of mid-February, 34% of individuals have been screened statewide while 75% of Franklin/Fulton individuals have been screened. Some Franklin/Fulton individuals have already been re-screened with a change. The HCQU is willing to do trainings on any topics that have been identified as training considerations during the screening process. These trainings can be offered in-person or online and for an individual or countywide audience. Live online trainings are still available every month and open to anyone (working in the IDD field is not required). Interested individuals can reach out to Katie to register for an online training. Providers in attendance did not report any specific problems with the HRST. Katie acknowledged that completing the initial screening is time-consuming and that the amount of training considerations can be overwhelming. Generic recommendations also pose a challenge for providers. More specific recommendations will only be generated if the individual receives specific scores. Overall, re-screenings tend to be less difficult because they mostly consist of updating previously saved information. According to the HRST, seizures and eating/swallowing issues are currently coming up as the most common training considerations in Franklin and Fulton Counties. The HCQU will use this data to form their future course schedule so that specific training considerations are addressed. HCQU Training Syllabus o The HCQU Training Syllabus for the next quarter (April to June) will be sent out with this meeting’s minutes. All Franklin County HCQU trainings will take place from 10 a.m. to 12 p.m. at the Human Services Building. Please check the syllabus for specific dates as the trainings may not be following a regular 2nd Friday of the month schedule due to conference room availability. Providers may contact Katie at kf1@theadvocacyalliance.org to register for a training. IDD Provider Meeting  Incident Management o Preparation for Individual to Individual (I2I) Abuse Marion sought feedback from providers in regard to their preparations for upcoming changes through which I2I abuse will become a regular abuse allegation requiring an investigation. She asked if providers with residential programs had enough investigators and about the current frequency of I2I abuse incidents. Providers observed that more training classes are needed on this topic because initial ones filled up too quickly. Marion has previously brought the need for more classes to the state’s attention and will continue to do so. In the absence of formal training, providers can still make preparations to ensure that individuals living in close proximity are getting along and working well together before the changes are fully implemented. They can examine trends such as whether certain individuals are being targeted as victims and may need additional support. Changes and alternative techniques should be considered if providers determine that individuals are not a good fit for each other in order to reduce the likelihood of an I2I abuse related investigation. Providers may contact Marion if they have questions about the I2I abuse changes since ODP probably will not host another training class for the remainder of the fiscal year. She discussed ways that smaller providers could collaborate and share resources such as swapping investigators to increase objectivity. Marion offered to facilitate collaboration efforts by connecting interested providers. She also welcomed all providers to attend Quarterly Risk Management Meetings. These meetings feature discussion of previous incidents and high profile/extremely challenging individuals, review of restrictive procedures, and recommendations for providers. o Reminders: County and Regional Review, Information in 1st Section Providers should be clicking on the County and Regional Initial Review sections within HCSIS to check for any comments before finalizing their incident reports. They must scroll through every screen to view the comments. Skipping this step will leave the comments out of the final report and result in it being bounced back. For incident reports involving challenging behavior that led to police involvement, an ER visit, or Behavioral Health Unit (BHU) admission, the initial section should mention if staff were following the behavior support plan that was in place as written. It is important to provide as much information as possible about the individual in this section because ODP does not look at Individual Support Plans (ISPs) during its incident report review process. IDD Provider Meeting o Adult Protective Services (APS) Involvement All incoming and outgoing communication with APS should be documented in the initial section. If no communication with APS occurred, this should also be documented. ODP wants to know about APS’ follow- up actions after being notified. If APS does not come out to meet with the individual, it can be documented as “no APS involvement.” Likewise, any information received directly from APS should be documented. o Reports Never Submitted Providers should pull reports on the Enterprise Incident Management (EIM) system to determine whether there are any reports that have been initiated but never submitted. These reports should be deleted from the system because they will continue to appear state reports in an initiated status. If the incident still needs to be submitted, it should be deleted and started over again. o Due Today vs. Overdue Providers should frequently check the Overdue tab on the EIM dashboard for any pending report submissions. All items are time stamped and will automatically move from the Due Today tab to the Overdue tab after twenty-four (24) hours. It is possible for this to happen without the provider noticing depending on how often they access the EIM dashboard. Checking the Overdue tab will ensure that no items are missed. Marion Rowe on behalf of Lori Young  Provider Qualifications Update Provider Qualifications are due if the provider had a Quality Assessment and Improvement (QA&I) on-site in 2019. Providers can review ODP Announcements 20-007 and 20-010 on the MyODP website (https://www.myodp.org) for more details.  QA&I There are no new priorities for Cycle 2 and no new tool incorporating the 6100 Regulations. Lori will send providers updates on both items when she receives them. Jane Cline  Meeting with Care Management at Chambersburg Hospital WellSpan Care Management at Chambersburg Hospital would like to schedule a meeting with residential providers. They requested this meeting to find out who they should be contacting and what information should be communicated during the discharge process. There have been recent issues with hospital nursing staff not providing necessary information because they were unfamiliar with support coordinators and residential provider staff. Care Management wants their nurses to know the appropriate contacts within each agency. IDD Provider Meeting Jane will send residential providers possible dates to schedule this meeting for March or early April. She would like residential provider nursing staff, directors, and any other relevant contacts to attend. If an individual is admitted to the hospital prior to the meeting, providers should reach out directly to Care Management to facilitate the discharge process. It is important to note that there are completely separate Care Management Teams for medical (located in the ER and throughout the hospital) and behavioral health (located in BHU only). Jane’s overall goal is to establish better relations with WellSpan since they are still relatively new to the area.  2020 Census Census Bureau staff had requested group home addresses during a recent training to prepare for the 2020 Census. IDD has decided to provide each agency’s main address and contact information. The Census Bureau may contact residential providers to ensure that all individuals are being counted. Reports  Friendly reminders of due dates for Base funded providers (See procedure statement MHIDDEI-416) % February 15th – Quarterly Report of Expenditures (October – December) % March 31st – Appendix A and Budget Packets for FY 2020-2021. All Base funded providers should have received their Appendix A information. % May 15th – Quarterly Report of Expenditures (January – March) If you have any fiscal questions, please contact Ashley McCartney (almccartney@franklincountypa.gov). Round Table/Provider Updates  Marion Rowe and Jane Cline Residential providers and support coordinators should begin to collaborate on the staffing ratio changes that must be incorporated into ISPs. A recent training emphasized that staffing ratios should have a person-centered focus and change throughout the day based on the individual’s unique needs in certain areas. Going forward, these specific changes to staffing ratios will be included in all ISPs. IDD will be enrolling eleven (11) or twelve (12) upcoming graduates in the Person/Family Directed Support (PFDS) Waiver.  Service Access & Management (SAM), Inc. SAM has hired Sandy Kling to be its newest support coordinator. She has already contacted several providers to schedule meet and greet sessions. Sandy is currently completing a fifteen (15) hour orientation program. After finishing this IDD Provider Meeting program, she will eventually take on much of Darlanna Heinbaugh’s former caseload. Sandy’s agency cell phone number is included on the SAM contact list that will be sent out with this meeting’s minutes.  The Arc of Franklin & Fulton Counties The next Arc social events will be a Game and Craft Night on March 17th and Talent Show on April 21st. Both events will take place from 6:30 p.m. to 8:00 p.m. at St. Paul United Methodist Church in Chambersburg. A 5K walk/run fundraiser to benefit the Nathan Tappen Memorial Scholarship is scheduled on April 4th at 9:00 a.m. at Shippensburg Township Park.  Menno Haven and PennCares Support Services These providers are partnering together to offer two (2) trainings on April 16th at the Menno Haven Resident Life Center in Chambersburg: “Communication & Behavioral Challenges of Dementia” from 10:00 a.m. to 12:00 p.m. and “Understanding Intimacy & Dementia” from 1:00 p.m. to 3:00 p.m. The registration fee for each training is only $10 due to funding received through The Franklin County Community Foundation.  Person Directed Supports Person Directed Supports has identified an individual who needs a home placement but is still trying to find a suitable rental property.  Angels on Call ODP will be doing a self-audit of HCSIS/PROMISe billing sometime in the spring or summer to check for potential fraud and gaps. Progress notes and any paperwork related to billing could be subject to review during the self-audit. To prepare for implementation of its Electronic Visit Verification (EVV) system, ODP will be adapting a new goal sheet and progress note which allows providers to check off the appropriate boxes. The information will be submitted directly to the EVV system thereby replacing an existing paper goal sheet. ODP is expected to provide additional direction and feedback on this change in the summer or fall. Mary deCoen’s last day at Angels on Call will be March 13th. She will be taking a position with EyeTech which is a new company specializing in the development of eye gaze technology for individuals with disabilities in clinical settings.  Keystone Human Services Keystone Human Services will be rolling out a new electronic health record with check off options so that staff learn how to use these features prior to implementation of the EVV system. There are currently plans to upgrade available housing options which include building a new home for three (3) individuals that satisfies all Americans with Disabilities Act (ADA) accessibility requirements. Keystone Human Services wants to move towards owning more properties rather than leasing in the long term. IDD Provider Meeting  Merakey Merakey has recently hired a Site Director, Residential Director, and Residential Program Specialist. A transition plan has been put in place to prepare these staff for their new roles. The Site Director will likely be available to attend the next IDD Provider Meeting on May 15th. Upcoming Trainings  March 20thth: HCQU – Post-Traumatic Stress Disorder (10:00 a.m. – 12:00 p.m.) Next Provider Meeting Friday, May 15, 2020 at 10:00 a.m. at the Human Services Building. 2020 Provider Meeting Schedule May 15th August 21st November 20th Minutes by Dan Rhodes