HomeMy WebLinkAboutIDD Provider Meeting Minutes 08-21-20Intellectual & Developmental Disabilities
Provider Meeting
Friday, August 21, 2020
MEETING MINUTES
Welcome & Introductions
This meeting was held via Google Meet. Marion Rowe confirmed the attendance of
providers that were present.
Marion Rowe
Incident Management Updates
There is an updated Enterprise Incident Management (EIM) user manual
available within the Learning Management System (LMS). All recent EIM updates
are included in the user manual dated June 27, 2020. It is possible to print
specific updated sections only, such as adding Supports Coordination (SC)
comments, uploading documents to the incident report, and the print summary
page. Marion observed that a new feature, which allows providers to upload
documents such as discharge summaries, behavioral support plans, etc. directly
into the incident report, is one of the most helpful changes. Providers can save
time by utilizing this feature. Also, the SCO now has the ability to add comments
and ask questions for clarification to the incident report’s point person.
o Please note that these new features do not apply to incident reports that
were entered prior to June 27, 2020.
A change has occurred to the requirements of reporting COVID test results in
incident reports. Previously, both positive and negative results were required to
be reported. Currently, only positive results are required to be reported.
o If staff members have tested positive, the results must be reported in the
Health Risk Screening Tool (HRST). This is how the Office of Developmental
Programs (ODP) tracks COVID test results. ODP Announcement 20-099 &
20-065 summarizes the current test result reporting requirements and will
be sent out with the meeting minutes.
ODP has been providing feedback in response to categories/classifications that
providers are using on the incident classification page. Providers are
encouraged to reach out to the County if there are any questions in regard to
how a particular incident should be classified. Due to changes in EIM criteria,
discussion may be needed to determine which incidents may require an
investigation. This may result in changing the category in the final section of an
incident report.
o Christina Yeager, the primary incident report reviewer and approver, is
currently out on extended leave. Myachiya Jones and Lindsey Stevens
(and now James Belcher) are covering initial reviews and
approvals/disapprovals. They may reach out to providers for clarification
on incident reports. Please be patient during this transition.
o Marion reminded providers to respond to all County and regional initial
review comments prior to finalizing the incident report. Providers need to
click through each page of the reviewer section to review comments
needing response/clarification prior to submitting the final section.
IDD Provider Meeting
Notifications should be included in both the first and final sections of the
incident report.
Risk Management Quarterly Meeting Follow Up
These meetings are held quarterly as an opportunity to review incidents that
occurred during the previous quarter. Representatives from the Healthcare
Quality Unit (HCQU), SCO, and Administrative Entity (AE) regularly attend the
meetings. Topics include incident data/trends, a rotating review of providers’
restrictive plans and recommendations for high profile individuals and those who
have had multiple incidents (six or more). Marion will send recommendations for
additional trainings and reviews of restrictive plans that were discussed during
each Risk Management Meeting directly to the appropriate provider’s program
director.
The Risk Management Meeting participants have also been tracking data
related to the Fatal Four in order to make recommendations for specific trainings.
The recommendations are especially important for individuals who have had
multiple incidents.
IDD Office Staffing
Jane is in the office daily; Lori is in the office all day on Mondays and Marion has
a limited schedule in the office on Fridays. IDD staff can be reached by phone or
email at any time.
HCQU Updates: Katie Freeman, HCQU Director
The HCQU is currently offering virtual trainings on the Fatal Four, Compromised
Skin Integrity, and COVID among other topics. All HCQU staff members continue
to work remotely; however, providers can contact staff to schedule virtual
trainings on various platforms. There will be a “Compromised Skin Integrity” virtual
training on September 18th. If providers are interested in attending, please email
Katie (kf1@theadvocacyalliance.org) and she will send out a registration link. The
syllabi of HCQU trainings for the remainder of the calendar year will be sent out
with the meeting minutes.
o Attendance for virtual trainings varies depending on the topic.
Participation has been increasing as individuals become more
comfortable with virtual platforms. Marion would like providers to
encourage individuals who are at home and have not yet returned to
day programs to utilize the virtual trainings. These individuals could benefit
from breaking up their day and interacting with others. Katie emphasized
the HCQU is willing to provide multiple, shorter sessions and
accommodate smaller groups. Please reach out to the HCQU for specific
training requests.
Franklin/Fulton Counties are ahead of the curve in terms of screening individuals
with the HRST. According to the HRST database, there are currently 119
individuals registered and only seven (7) individuals who have not yet been
screened. HRST registration numbers for Franklin/Fulton are higher compared to
other counties that the HCQU serves.
IDD Provider Meeting
o Providers can contact Katie if they need any assistance setting up HRST
accounts for staff COVID tracking.
Lori Young
Quality Assessment and Improvement (QA&I) Update for Interim Process
QA&I will now be done as an interim process so Cycle 2 Year 1 will not be
starting. The interim process should slowly mimic Cycle 1 Year 3 but this has not
been confirmed. Lori has provided samples to the providers that will be having a
scheduled QA&I but the tool is not yet available on the MyODP website. The tool
should be available on the MyODP website by September 1st when the record
review will begin. ODP will be doing all interviews and has reactivated the
reviewing AE for the interim review process. No Franklin/Fulton providers had a
sample for the reviewing AE. The upcoming QA&I’s will be taking place remotely.
Provider Qualifications Updates
The Bureau of Supports for Autism and Special Populations (BSASP) Waivers will
be added to the provider qualification documentation record. ODP is not yet
sure how the record will change. ODP has also not given any guidance on Cycle
1 Year 3 yet.
Administrative Entity (AE) Quality Management (QM) Plan
The new AE QM Plan for 2020 to 2023 will be sent out with the meeting minutes.
Franklin/Fulton has reduced its plan to three (3) goals: Employment, Medication
Errors, and Individual to Individual (I2I) Abuse. This will give the AE’s room to add
two (2) additional goals to coincide with ODP’s priorities for Cycle 2. Providers
should review the plan and contact Lori if they have any questions.
Jane Cline
Transportation Updates
Due to Gerald Peck’s recent retirement, the County has contracted with
Alliance for Nonprofit Resources (ANR) to provide transportation services to day
programs on a tiered schedule. Occupational Services, Inc. (OSI) is the only day
program currently open to individuals. As additional day programs reopen, the
County will become more involved with making families aware of ANR’s services
especially if they previously used Peck Transportation.
Jane explained the difference between ANR being a vendor as opposed to an
ODP provider like the ARC and Peck Transportation. ODP providers are required
to have an aide in the vehicle when six (6) or more individuals are present;
however, vendors are exempt from this requirement. Another difference is that
ANR does not have to follow a set route and is comparable to how Rabbittransit
operates. After ANR is fully operational, Jane will invite their staff to a future IDD
Provider Meeting to introduce their services.
IDD Provider Meeting
Reports
Friendly reminders of due dates for Base funded providers
(See procedure statement MHIDDEI-416)
o August 15th – Quarterly Report of Expenditures (April – June)
o August 15th – Salary Review (Fiscal Year ending June 30th)
o August 15th – Property Purchased/Leased Report (Fiscal Year ending June
30th)
o August 15th – Fixed Assets Purchased with MH/IDD/EI funds (Fiscal Year
ending June 30th)
o September 30th – MCR Report (Program Funded Only)
o November 15th – Quarterly Report of Expenditures (July – September)
If you have any fiscal questions, please contact Ashley McCartney
(almccartney@franklincountypa.gov).
Round Table/Provider Updates
Erin Nye – MH/IDD/EI
Dore Strock began employment on July 23rd as the Administrative Officer for
MH/IDD/EI. Going forward, Dore will be sending out meeting invitations, report
reminders, contracts, etc.
Keystone Human Services – Chuck Nussbaum
Keystone Human Services expects to complete the construction of a new
handicap-accessible house by September 23rd. Individuals will be moving out of
their current homes and placements at the former facilities will be reallocated.
An invitation will be sent out for an open house at the new facility after
construction is completed.
Person Directed Supports (PDS) – Rachel Travis
An individual moved into a new home on August 16th. PDS is in the process of
finding a housemate for this individual. Another home for two (2) handicapped
individuals will open within the next month. There is also one more home being
planned.
Marion Rowe and Jane Cline on behalf of Family Care Services
Family Care Services’ recent licensing visit went well. It involved an in-person
record review at their office and a virtual home tour.
Occupational Services, Inc. (OSI) – Deb Thomas
Scheduling shifts for individuals at the 75% occupancy requirement has been
challenging. There were initially concerns about enforcing mask wearing and
social distancing mandates but this had been going surprisingly well. Individuals
have received additional reminders and trainings as needed.
OSI has been the first provider to utilize ANR’s transportation services. ANR’s
approach to services is more customized to individuals’ schedules. Individuals
IDD Provider Meeting
may experience the use of multiple vans throughout the week. Also, the pick-
up/drop-off times and duration of trips may vary depending on the day. ANR has
been very responsive with handling any issues or concerns.
AHEDD – Sarah Guyer
AHEDD has been supporting many individuals who have been working essential
jobs during the pandemic. AHEDD continues to take referrals and checks with
employers to confirm that on-site job coaching can take place.
The Transition to Adult Life Success (TALS) program continues to operate in-
person or virtually depending on the preferences of each school district. For
example, the Franklin County Career and Technology Center has reached out to
coordinate Zoom meetings while Greencastle-Antrim School District has
requested in-person meetings as long as the necessary protocols are followed.
AHEDD has been assisting individuals with unemployment claims that have been
furloughed recently due to the physical closure of various school districts.
Service Access & Management (SAM), Inc. – Shanna Golden
SAM will be adding an intern to their staff. The intern will be participating in
various virtual meetings with providers and the County. Supports Coordinators
continue to work remotely and communicate with individuals virtually or by
phone as per guidance from ODP. In-person meetings will continue to occur
when warranted and only under extenuating circumstances.
Menno Haven – Katie Ackerman
ElderDay is its seventh week of operation since reopening. There has been a
decreased census in both individuals and staff. ElderDay has cut the number of
days of attendance per individual in order to serve as many as possible.
Upcoming Trainings
See attached September 2020 HCQU Syllabus
Next Provider Meeting
Friday, November 20, 2020 at 10:00 a.m.
Minutes by Dan Rhodes