Respite, Habilitation, and Attendant Care

Phone: 480-720-9093Fax: 480-248-3122

laura@beeskneesaz.com www.beeskneesaz.com

Bees Knees, LLC

“Bee Exceptional”

Respite, Habilitation, and Attendant Care Training

Part II:

Forms, Policies, and Procedures

Bees Knees, LLC

Forms, Policies, and Procedures

As a respite, habilitation, and attendant care provider, you will provide in-home

services working with clients. Your responsibilities will vary based on your

position and the individual needs of your clients.

This portion of the training will familiarize you with the process of working as

a provider and the Bees Knees forms, policies, and procedures that you will be

responsible for using.

There are many links to various forms throughout this portion of the training.

You can click on the link for a quick reference to the form. You can also access all forms on our website at www.beeskneesaz.com. This

presentation is also available on the website:• Getting Started• Working With Clients• Timesheets• Timesheet Worksheet• Gaps• Incidents• Important Points• Part II Test

Estimated Completion Time: 3 hours

You Are An Important Part Of Your Client’s Life

You are a role model and a companion for your clients. They will look forward to seeing you. Ideally, you will become a very important person in their lives. The more you get to know them, the more you will bond with them. Use the time you have to truly get to know them and build the groundwork for a life-long relationship. Do not take your position lightly. You are providing a very meaningful service for your clients and their families.

What Is My Job As A Respite Provider?

Respite Providers:As a Respite Provider, you will be supervising and caring for a person in order to relieve caregivers/parents so they can go to a movie, out to dinner, take a vacation, or even take a nap.

Respite may be provided overnight. If parents request that you stay with the client overnight, please notify me in advance, as this does require additional authorization.

Consecutive Hours for Respite

If you are planning on working for 13 or more consecutive hours, you need to let me know in advance.

This falls under a different rate and is paid as “Respite Daily” rather than “Respite Hourly.”

What Should I Do During Respite Sessions With My

Client?As a Respite Provider, you are NOT a babysitter. Although you are providing all basic caregiving needs, Bees Knees prides itself on providing quality care, above and beyond.

You will need to tend to all basic needs of the client. For example, feeding, changing diapers, brushing teeth, etc. When you have spare time to spend with your client, try to engage them in activities that spark their imagination and appeal to their personal interests. You are not just there to “watch” them. Use the time to truly engage them as an individual. For example, rather than watching television- read a book with them, or play a game.

Here are some ideas…Some suggested activities you might do with your client as a respite provider:

• Play a board game• Puzzles or card games• Read a book• Play catch or sports• Actively participate in playing with toys• Crafts• Community activities (with proper authorization)• Other activities of interest specific to your client

Some activities to try to avoid as a respite provider:

• Watching television• Playing video games

Habilitation Providers:

As a habilitation provider, you will be working on specific goals which are outlined in a client’s ISP. This service uses a variety of methods designed to maximize the person’s abilities, such as habilitative therapies, special developmental skill instruction, behavior intervention, and sensory-motor development.

Habilitation teaches clients communication, social, life, motor, and cognitive skills.

Habilitation providers are required to take a Skill Building/ISP training course, which explains the above information in greater detail. You will also learn more about habilitation in the Habilitation portion of the training presentations.

As a habilitation provider, you are qualified to also provide respite and attendant care. Keep in mind that the pay rate for these service differs from your habilitation pay rate.

What is My Job as a Habilitation Provider?

Attendant Care Providers:

Attendant Care providers will supply the needed services to an individual in order for them to remain in their home and participate in work or community activities.

Providers will assist the individual with maintaining a safe and sanitary living environment, personal cleanliness, and activities of daily living as indicated in the Attendant Care Assessment of the ISP.

What is My Job as an Attendant Care Provider?

Some duties of the provider may include:

• Bathing• Dressing• Feeding and meal preparation• Shopping• Cleaning• Assistance in participation in community

activities

What is My Job as an Attendant Care Provider?

So How Do You Get Started?First… You will need clients.

After you have turned in all your employee paperwork and completed all required training, Mickey and I will assist you in setting up interviews with clients in the geographical area that you would like to work.

You must have ALL employee paperwork turned in and ALL training completed before we can begin setting up your interviews!

We receive referrals/service inquiries from DDD for various services. We then contact the parents on the referral and inquire if they are still in need of respite, habilitation, and/or attendant care services. If so, we will discuss the specific scheduling needs and client needs with the parents and determine potential providers to match their needs.

InterviewsThere are 2 different ways that interview

scheduling may occur. This is based on parent preference.

More than likely, you will do one of the following:

1. You contact the parent directly to set up an interview: Once we have established that the parent would like to have potential providers contact them by phone, we will provide you with their contact information so that you can call them and set up a time to meet.

This gives parents a chance to speak with you on the phone before meeting in person- almost like a preliminary interview for both of you. They can get a feel for your personality and you can get a feel for their personality as well. This gives both of you an opportunity to ask any “make or break” questions prior to meeting as well as just gain some basic knowledge about each other and the situation.

**Once you have scheduled any interviews, please let us know.

Or…2. We will set up the interview time for

you:

Some parents are not comfortable having providers contact them directly. They may prefer that Mickey or I be the representative from Bees Knees for all interview scheduling and your liaison with them during this period. In this case, it is imperative that you communicate your schedule and needs with us in order to have a successful interview process.

Based on your interview availability, we will schedule the interview for you and confirm the time with you.

Remember…• When you interview with parents, you are representing Bees

Knees. Please remember to present yourself in a professional and honest manner.

• The parents are not only interviewing you. This is also your chance to see if you are comfortable with the situation and make sure that you are a good match for each other.

• If you have set up the interview yourself, please be sure to contact the parents the day prior to the interview to confirm. If we have scheduled the interview for you, we will contact parents to confirm.

• If you need to reschedule for any reason, please contact the parents as soon as possible with schedule changes. Please let us know about these changes as well.

• This is your first impression with parents. Make sure to be punctual and professional.

Are You Paid For Interviews?

Yes. You will be paid for ½ hour at minimum wage for interviews. (Up to 4 interviews for full-time providers and up to 3 interviews for part-time providers.)

Make sure to list all interviews on a timesheet. These can be listed on a regular timesheet. You will just write in “I” in the “Service” column. Please specify which client each interview was for. Do NOT include this in your total hours at the top of the timesheet.

How Long Does It Take To Get Clients?

The amount of time this interview process will take and the time it takes to fill your schedule with your desired amount of clients and hours can vary. There are several factors that can effect the amount of time this will take:

• The amount of clients available at that time- Client needs vary from day to day. Sometimes there may be several clients in your area, sometimes there may not be. Also, are the clients available at that time, the right clients for you?

• How well you interview• How flexible you are

– Areas you want to work in– Families and clients you want to work with– Availability for interviews and schedule availability

• Your experience level (more experience is often more desirable to parents)

• How reliable, aggressive, and committed you are to the interview process

We will always do our best to fill your schedule as quickly as possible. Please feel confident that we will do everything we can to assist you in this process and find families for you. We cannot guarantee the amount of time this will take. For some, it could take a week, for some a month. Every situation is different. We may have better insight regarding your specific situation. Our goal is to find great matches for you and our clients and create a long-term match that works for everyone involved.

Timing is Everything!If we give you a potential client to contact,

CALL THEM RIGHT AWAY!!!

Remember, we are not the only agency trying to provide services for these clients. If you wait even a short amount of time to call, it may be too late. They may find another provider and you will have lost the chance to meet with them.

Remember that you need to be aggressive in this process in order to fill your schedule as quickly as possible. We will work hard to find you clients, but ultimately it is up to you as to whether or not those clients work out.

How Many Clients Do I Need?

The amount of clients you will need depends on:

• The amount of hours you want to work per week• The amount of service hours each of your clients have

For example, if you are hoping to work 40 hours a week, you might have one client with 10 hours a week and two clients with 15 hours a week each. This would be 3 clients to equal 40 hours.

Maybe you have clients with less hours per week. In this case, you would need more clients. Maybe you have clients with more hours per week. In this case, you would need less clients.

You can have as many or as few clients as you need to fill your schedule. This is a puzzle that we will work out during the scheduling and interview process to create the best schedule for you.

What Do I Do If My Interview Goes Well And They Want Me To Start

Working With Them?If after an interview, you and the family feel that it is a good match, you will need to let us know right away.

We will contact the family and make sure that we get authorization through DDD to provide services for them.

We cannot begin providing services for them until we have authorization through DDD.

We will speak with them about orientation information and we will schedule an orientation session. This session involves you, the parents, and one of the owners.

Orientation With Your Client

Once you have found a good match with a client and their family, we will set up a time to have an orientation meeting with them. This will be an orientation to services with the parents.

When Mickey or I speak with the parents, we will let them know that for this visit, they need to fill out paperwork and have an orientation of services. After this first visit, they do not need to be present during your sessions.

It is important that parents know they will be participating in an orientation session so that they can make sure they are present and able to focus on the information. We will let them know in advance, so that they can make necessary arrangements.

This is an extremely important meeting! Having a successful orientation session with the parents, will give you a much better chance of working successfully with them in the future. The more information they understand up front, the smoother things will go.

Orientation SchedulingMickey our I will be scheduling the orientation meeting. In order to do this, we will need to know your schedule as well.

YOU MUST BE PRESENT AT THE ORIENTATION MEETING.

Please make sure to communicate your schedule with us so that we can successfully schedule this meeting.

Getting To Know the Parents and the Client

Orientation will give you a great deal of insight on the client’s needs as well as the parent’s needs. This will help you provide services tailored to these individual needs.

Orientation gives you a chance to discuss the client and their ISP. This will help you get to know important information that will help you when working with your client.

You will be spending a good amount of time with the parents and the client in the future. Get to know them as people and use this as a chance to develop a relationship with them.

Orientation Folders

At the orientation meeting, parents will receive a Parent and Client Orientation Folder with all the necessary orientation forms and information. The orientation folder is for the parents to keep. They will keep some of the documents inside the folder and we will collect some of the documents from them after they are filled out or signed.

These forms are available to you on the website and within this presentation for your reference.

Each Folder Is Tailored To Your Client’s Needs

Each folder will contain forms relating to all services that we will be providing for them.

They will also contain personal information for the client regarding their authorized hours and personalized contact information for the parents.

Mickey or I Will Lead the Orientation

You will not be responsible for running the orientation meeting. Either Mickey or I will do that. For attendant care as a sole service, Cal will conduct the orientation meeting.

You do, however, need to be present at the meeting and be familiar with the orientation information.

Orientation FormsWe will be going over the following forms at the orientation meeting:

• Orientation Checksheet• Important Contact Information• Parent Contact Information• Photo Consent Form• DDD Authorized Hours• Parent Welcome Letter• Definition of Services Form• Important Points for Parents Form• Agreement for Services• HIPAA Form• “The Buzz About Me” packet• Calendar• Consumer Rights and Responsibilities Packet• ISP• Timesheet

Orientation Forms

The following slides contain links that will take you to the corresponding documents.

All of the links from this training are also available on the website at www.beeskneesaz.com.

Orientation Checksheet

This form will walk you through all the documents that we will go over during orientation.

We will initial next to each item after we go over that item. The checksheet lists the items in a logical order for presentation. This should help us stay organized and ensure that we do not accidentally overlook anything.

We will take this form with us after the orientation meeting and place it in the client file.

Important Contact Information

Quick reference contact info for parents.

Parent Contact Info for Providers

Quick reference of parents’ contact info for you.

Photo Consent Form

Allows us to post pictures on the website.

DDD Authorized Hours

Amount of service hours available to client and date of renewal.

Parent Welcome Letter

Welcomes parents to Bees Knees. This sample shows you a welcome letter for all three services. Each welcome letter will only show the services we are providing for that

client.

Definition of Services Form

Defines the services we will be providing. This sample shows

definitions for all three services. Only the services that we will be providing

for the client will be listed.

Important Points for Parents Form

This form briefly explains important policies and information that parents

need to know.

Agreement for Services

We will take this with us for the client file and make a copy for you

and for the parents.

Notice of Privacy Practice(HIPAA)

We will take this signed acknowledgement form with us for

the client file.

“The Buzz About Me” Packet

This packet is EXTREMELY important. This provides us will all pertinent information regarding the client and their needs. This includes contact information, medical information, daily routines, etc. This will help you get to know your client and better understand their needs.

We will take this form with us for the client file and we will provide you with a copy as well.

Remember that we have a responsibility to our clients to keep all information confidential.

Calendar

You will need to develop a calendar/scheduling system that works for you and the family.

For example, this could be a traditional calendar, the calendar in your smart phone, or a day planner.

Just make sure that you and the family are coordinating your schedules and that you are keeping track of your schedule.

Consumer Rights and Responsibilities

This is a State issued packet for the parents’ reference which provides information regarding changing

qualified vendors. (Bees Knees is a qualified vendor.)

Copy of the Client’s ISP

We will request this from the client’s support coordinator prior to orientation. Ideally, we will have this for orientation, but sometimes it takes time for the support coordinator to fax a copy to us.

The ISP will give you extreme insight into the needs, goals, and history of your client. It will also give you the client’s support coordinator’s name and contact information.

If you are providing habilitation, you will be going over the outcomes established in the ISP in order to establish your goals. For respite and attendant care, you will want to check for any specific guidelines for these services in the ISP.

If we do not have the ISP at the time of orientation, we will have to review this information at a later time.

Timesheet

So You Can Be Paid!!!

Remember that we have a responsibility to our clients to keep all

information confidential.

Don’t Forget To Fill Out the Timesheet at Orientation!

Remember to fill out the timesheet at your orientation, so that you can document your orientation session and have the parents initial the timesheet.

On your timesheet for this client, just label this as “O” for “orientation” in the “Service” column. Do NOT include this in your total hours at the top of the timesheet.

This will not count against the client’s hours.

What Am I Paid For Orientation?

You will be paid for 1 hour at minimum wage for orientation with your client.

This is a chance to go over paperwork and information with parents regarding services. This is not a time when you are actually working with the client. Therefore, this cannot count against their hours.

Where Do I Find Copies of These Forms?

• Our website at www.beeskneesaz.com. You can print these forms from the website or download and save them to your computer.

• Through this presentation

• From the owners- You can request any of these forms at any time from us.

Know The FormsIt is extremely important that you not only have the forms, but that you also fully understand the information in the forms. You should be well versed in the event that parents ask you questions regarding these forms or the policies within them.

Please take time to thoroughly read through all the forms so that you have a strong understanding of all information in the forms. If you have any questions, please contact me.

Some of the questions on your training test will be about the material included in these forms.

What Copies of Forms Should You Have After Orientation for your own

Client File?

• Agreement for Services• “The Buzz About Me”- Client Information Packet• Calendar with tentative schedule• Copy of the client’s ISP (as soon as available)• Any notes you may have taken• Habilitation Objectives Page (Habilitation Only-

explained in Habilitation section of training)• Timesheet- To continue adding to until

timesheets are due (addressed later in this training).

So Each Person Should Get…

To Bees Knees:

• Agreement for Services (SIGNED)

• Notice of Privacy Practice (HIPAA) form (SIGNED)

• Photo Consent Form (SIGNED)

• “The Buzz About Me” Packet

• Orientation Checksheet

Your Own File:

To Parents:• Parent Contact Info• Agreement for Services (SIGNED)

• “The Buzz About Me” Packet

• Calendar with tentative schedule

• Copy of the client’s ISP

• Notes• HAH Objectives Page (Habilitation Only)

• Timesheet

• Important Contact Info

• DDD Authorized Hours

• Parent Welcome Letter

• Definition of Services• Important Points for Parents

• Agreement for Services (SIGNED)

• Notice of Privacy Practice (HIPAA) form (SIGNED)

• Consumer Rights and Responsibilities

**Parents will keep the orientation folder with all of their copies of information.**

Client FoldersWhen you have a session with a client, you should always have the following with you:

•“The Buzz About Me” Packet•Agreement for Services• Timesheet: (Parents MUST initial at each session)•Incident Report: (To report any injuries or situations during a session- explained in detail later in presentation)•CPR Guide (Adult and Infant- for reference)•Notes Section: To take notes on sessions. Habilitation providers will need to take notes and gather data in order to formulate the quarterly habilitation report.•Habilitation Report/Data Page- Habilitation Only (explained later in presentation)•Copy of client’s ISP•Calendar with scheduled sessions•Any additional material that you feel you need to help you stay organized

You will need a folder for each client to keep this information organized. You can put this together in a way that works for you. I suggest a 2 pocket folder (similar to the orientation folder). This way these confidential documents will not fall out easily. Once you have established a new client, you will need to print out an Incident Report and the CPR guide from the Provider Resources Page on the website. You will need to add your timesheet, client information, HAH report, notes pages and scheduling system. These forms are also available on our website.

Take this folder with you each time you see your client.

For client confidentiality, only have information with you for the client you are with at that time.

Client Folder Checksheet

This document provides you with a checklist of items that you should

have in your client folder at all times.

Working With ClientsRemember, when you are with your client, you are responsible for their well-being. Always keep their best interest in mind, and always focus on them and their needs.

Use the information in “The Buzz About Me” Packet as well as the ISP to help you better understand your client’s needs. This will also help you know what things work for your client, and what things do not. This will help you tailor your techniques to fit the unique characteristics of your client.

The more time you spend with them, the more you will get to know them and understand their style of learning and interacting.

Where Do I Provide Services?

All of our services are home-based. You will be working with your clients in THEIR home. With proper transportation authorization and parent permission, you may end up taking your client to public places (park, clinic, school, etc.). This varies from client to client. Please make sure to have proper documentation in place.

You should NEVER provide services in your own home or any private residence other than the client’s home. There is an extensive State certification process that you must go through to have a private residence (home) authorized as an approved direct-service location.

You Are Only Responsible For Your Client

When you are working with your client, you should ONLY be working with your client. You are not to be supervising siblings or other children at the same time.

If parents request that you watch a sibling, this is a private agreement between you and the parents, and Bees Knees will not be involved in this process or responsible for any children other than our Bees Knees clients. This CANNOT occur during Bees Knees work hours.

If this becomes an issue, or if you have any questions regarding this, please let me know.

Communicate With Parents

ALWAYS, ALWAYS, ALWAYS…

Have open communication with parents. Make sure that you are both clear on your schedule. Parents are relying on you to be there for their children. Do not risk any miscommunication. If you leave a message, make sure you can confirm that the message was received. Never assume that the message was conveyed. Make sure you have spoken with them and that you are on the same page.

If in doubt…call them to clarify information!

Timesheets

A timesheet is a record of the hours, dates, times you work, and type of services you provide. You will be filling out a timesheet to be turned in twice a month. Timesheets will be turned in each month on:

•The 15th of the month (hours from the1st to the 14th of the month)

•The 1st of the month (hours from the 15th to the last day of the previous month)

TimesheetsThe timesheet will keep a record of your hours. You will need to carry the

timesheet for your client with you to each session. At the end of your session with your client, you will need to fill in the date, hours worked, and service provided. The parents will need to initial this at the end of the session. Timesheets will be filled out by hand each day you work and initialed by parents each time you work.

The timesheet will be turned in on the 15th of the month and should include all hours from the 1st to the 14th of the month. Another timesheet will be turned in on the 1st of the following month, with hours from the 15th to the last day of the previous month.

For confidentiality, you will have a separate timesheet for each client. The parent or guardian will need to initial the timesheet EACH DAY THAT YOU WORK, to verify the hours.

The following slide shows you an example of a timesheet.

How to Fill Out the Timesheet

Fill in all the information requested. At the top, “Month/Year:” would be listed as “May 2012”, etc. and the dates would be either 1-14 or 15-30 (or whatever date is the last day of the month). At the end of the timesheet period, make sure you total all the hours for the timesheet and list under “Hours”. This will be a separate total of RSP, HAH, and ANC hours and then a combined total.

For the information in the table, list each date that you work. Under service, specify either H, R , or A for Habilitation, Respite, or Attendant Care. This is also where you would list “I” for interview, or “O” for orientation. Make sure to specify in order to keep track of hours for each service that you may provide. Please remember that interviews and orientations do not count in the Hours section at the top of the timesheet.

“Specific Hours Worked” should list the actual timeframe that your session took place. For example, 2:00pm- 6:00pm. The “Number of Hours” would then equal 4. Be sure to include am or pm.

Make sure you have the parent’s initial EACH DAY YOU WORK. This is concrete proof that you worked during the specified time and it has been verified each time by the parent.

Please DO NOT ask the parents to initial times in advance or have them wait to initial all days at the end of the timesheet period. They should always initial right after the session time has been completed to verify the hours.

At the end of the timesheet period, you and the parent will both need to sign and date to verify that all the information is accurate.

_____________________________________________________________

Time Increments for “Specific Hours Worked”

You will be documenting the timeframe that you work. Your times need to be listed as either 15, 30, 45, or 00 (15 minute time increments)

For example, you might work from 3:15- 5:45. You should NOT have times such as 3:20pm- 5:47pm.

You will need to round the time to the nearest 15 minute time increment.

Therefore:If services were provided for 65 minutes, round this to 1 hour.If services were provided for 68 minutes, round this to 1.25 hours.If services were provided for 50 minutes, round this to .75 hour.

Time Increments for “Number of Hours”

Your “Number of Hours” on your timesheet should be written as quarter decimals.

For example, if your “Specific Hours Worked” = 3:00pm- 5:15pm, your “Number of Hours” should = 2.25, because your worked a total of 2 and a quarter hours.

Turning In Your TimesheetYour timesheet will be filled out throughout the month, each day you work, to keep a record of your hours.

Timesheets will be turned in by scan and email on the 1st and 15th of the month to: timesheets@beeskneesaz.com

Email Subject/Title should be the dates of service- your last name- ex. 5/1-14/12- Kawa.

You must have access to a scanner in order to be able to scan and email timesheets.

On the 15th of the month…

This will have all the days and times you worked from the 1st of the month to the 14th of the month. You should have initials next to each date of service and the timesheet should be signed and dated at the bottom by both you and the parent to verify that all information is accurate.

On the 1st of the following of the month…

This will have all the days and times you worked from the 15th - to the LAST DAY of the previous month.

Please be sure to have parents initial timesheets daily and then sign and date the timesheet at the end of the timesheet period to verify that everything on the page is accurate.

Please keep your original copy for your records and please provide a copy of the timesheet to the parents. Many parents may like to have this to help them keep track of the hours they are using. Different clients are eligible for different amounts of hours and services. Parents should be keeping track, so they can make sure not to exceed their hours.

You should also be keeping track of hours. If you exceed the hours that your client is authorized for, you may not receive payment for excess hours worked.

Where Do I Find The Timesheet Form?

You can access the Timesheet document on the website. You can save it on your computer so that you can print a new one to fill out each timesheet period or you can print it from the website each timesheet period.

You can also click on the link below to open the Timesheet and save it to your computer or print it out.

Timesheet

On the 15th…The following slide shows you an example of what a timesheet might look like on the 15th of the month. The timesheet shows all the information for hours worked from the 1st of the month to the 14th of the month with parent initials next to each date. The information at the top of the timesheet is filled in including the total hours and the timesheet is signed and dated at the bottom by you and the parent.

You may have a day where you work with the same client, but provide both respite hours and habilitation hours or attendant care hours. These hours will need to be separated on your timesheet, as seen in the example under 5/3/12.

Remember, all of your timesheets will be filled out by hand during each session with your clients. You will have a separate timesheet for each client.

Example Timesheet to be Turned in on the 15th of the Month

_____________________________________________________________

On the 1st of the month…The timesheet for the 1st of the month will look just like the one turned in on the 15th, except that the dates will be for the 15th – the LAST DAY OF THE PREVIOUS MONTH.

On the 1st of the month, I will send in a billing spreadsheet to the State with all the hours for the previous month. If I do not receive your timesheet, I cannot bill for the hours and therefore will not be able to pay you for the hours until they have been billed the following month.

It is IMPERATIVE that you send these in on time so that we can receive payment from the State and in turn, pay you.

This is How You Get Paid!!!Your timesheets MUST be turned in ON TIME in order to guarantee that you will be paid for those hours ON TIME. If you turn in your timesheet late, you may not be able to receive payment for those dates of services as scheduled.

You must turn in a timesheet each 1st and 15th of the month. If you did not work at all during that timesheet period, please email me and let me know so that I will not be waiting for your timesheet.

It is your responsibility to make sure you turn your timesheets in every month on the 1st and 15th of the month. You will receive an email reminder prior to the due date.

Timesheet Review…• Timesheets are due:

– 1st of the month– 15th of the month

• Timesheets must be scanned and emailed to: timesheets@beeskneesaz.com

• Scanned and emailed timesheets should be titled as the dates of service- your last name

• - ex. 5/1-14/12- Kawa.

• Make copies of all timesheets for parents

• Timesheets are hand-written and initialed daily by parents

• Timesheets should specify the service provided (R, H, A, I, or O)

• Timeframes for “Specific Hours Worked” should be listed as quarter times (15, 30, 45, 00)

• “Number of Hours” should be listed as quarter decimals (either a whole number or .25, .5, or .75).

• You will have a separate timesheet for each client

• This is how you get paid! Timesheets must be turned in on time in order to guarantee that you will be paid on time.

Timesheet Practice- Worksheet

You will be completing a timesheet worksheet to practice filling out a timesheet on the 1st of the month. You will need the worksheet and a timesheet to complete this exercise. Read the instructions on the worksheet in order to accurately fill out the timesheet.

Below are two links. One is the timesheet and the other is the worksheet. Click on the links below to open the timesheet and the worksheet.

These will open in your Internet browser window as a .PDF. If they do not open on top of the slide show, they may be open underneath the slide show in a separate window or tab. If you do not see the Internet window on top of the slide show, you can toggle between the slide show and your other window by pressing Alt and Tab. This will allow you to view and print the PDF documents.

Please print each document so that you can complete the exercise. You should fill in the timesheet by hand, because this is how you will fill in all your timesheets. You will fax or scan and email your completed worksheet to me, along with the test, after you have completed this portion of the training. Once you have completed this exercise, continue on with the training presentation. WorksheetTimesheet

Client Schedules

You have a great deal of freedom in creating your schedule with your families to suit both your own and their scheduling needs. You will be able to determine your own schedule, but you will need to keep me informed of your schedule.

You may be asked for your schedule through email. Please respond to the email with your upcoming schedule for the requested timeframe.

Be sure to include the clients’ names, times, and type of service provided.

If there are changes in your schedule, let me know, so if can be reflected on your schedule.

Reporting GAPS in Service

Gap- The State defines a “gap” as a lack of provider to meet assessed needs of an individual.

Respite and Attendant Care are subject to gaps in service. Missed Habilitation sessions are NOT considered gaps in service.

You MUST report all gaps in service to me for all respite and attendant care sessions.

This means that any time you are unable to work with a client during part or all of a scheduled session, you need to let me know immediately.

Examples of Gaps

• You are late to a scheduled session• You have to cancel at the last minute• You forget to go to a scheduled session/no-show

You may have very valid reasons for these “gaps” and we understand that emergencies happen, but you always need to let me know, so we can report all gaps to the State.

Please let the parents know as well, as soon as possible!

Back-Up Plan

Part of the client’s ISP is a Back-Up Plan. This is a plan for who will care for the child if a provider cannot make it to a scheduled session. This could be the parent, a relative, or maybe a substitute or back-up provider.

You should be aware of the parent’s back-up plan and we will discuss this with them during orientation as we go over the ISP.

Mutual Change In Schedule

You and the parents will be working together to create your schedule.

There may be times that your schedule needs to change, initiated either by you, or the parent. Mutually agreed upon schedule changes are fine, as long as they have been made in advance. Just let me know of your change in schedule.

Pre-arranged schedule changes are NOT considered gaps in service.

Incident Reporting

As a direct service provider to yourclient, you are a mandatory reporter and are required by law to report any incidents, as defined by the State.

Incidents and Serious Incidents

Incident- The State defines an incident as an occurrence, which could potentially impact the health and well being of an individual.

Serious Incident- The State defines a serious incident as an extraordinary event involving an individual which poses the threat of immediate death or severe injury to a person, substantial damage to individual or state property, and/or widespread interest in the news media.

Examples of IncidentsSome incidents include, but are not limited

to:

• Death of an individual• Potentially dangerous situations due to neglect of

the individual• Allegations of sexual, physical, programmatic,

verbal or emotional abuse• Suicide threats and attempts• Individual missing• Accidental injuries• Violation of an individual’s rights• Use of behavior management techniques not part

of a behavior plan• Theft or loss of individual’s money or property

When Should I Report An Incident?

If an incident occurs, first and foremost, take whatever actions are necessary to resolve the situation. The person’s health and safety are priority number one.

For all life-threatening emergencies, always call 911 immediately!

Any time an incident occurs, you are REQUIRED to report it. Even if you think it is a minor incident and you take care of it quickly, ALWAYS report it! This is designed to protect you and provide written documentation of anything and everything that may come up later.

IF IN DOUBT… REPORT!

How Do I Report An Incident?

After the situation has been resolved, you will need to report the incident.

Incidents must be reported to DDD by the close of the following business day. Serious Incidents must be reported and written as soon as possible, but no later than 24 hours after the incident.

1. Make sure the parents are aware of the situation.

2. Notify me of the situation.3. Fill out an incident report.

Incident Report FormYou will use the DDD Incident Report Form to report all incidents. You should always have a copy of this form with you in your client folder. The following is a link to an Incident Report: Incident Report

This form can also be accessed from the website.

Please take time to look over the incident report so you are familiar with the format and requested information.

Incident Reports MUST…• Be written clearly, objectively, and in order of occurrence,

without reference to the writer’s opinion. Remember, the family will see this and it is a legal document.

• Include the individual’s full name, address, date of birth, and FOCUS ID# (if you can’t find this- ask me.)

• Include all witness information and information for everyone involved

• Include a description of the incident• Include causes of any injuries• State whether or not the responsible person was notified• Include whether or not law enforcement or CPS was

involved• Include signatures and names of the person completing

the report and the immediate supervisor• Be completed for each individual involved in the incident• Be maintained in the individual’s records

CPS- Child Protective Services

Anytime you believe that a child is a victim of abuse or neglect, you must report this to a police officer or CPS as soon as possible, but no later than 72 hours.

If you believe that abuse or neglect has occurred you will need to contact CPS directly, to be able to provide a first-hand account of the situation.

Please then contact me as well, to notify me of the situation.

Can I Drive My Client Places?

As a provider, you are NOT permitted to drive your client anywhere, without prior discussion and authorization from me and the parents. At which point, you, the parents, and Bees Knees will need to complete and sign a transportation authorization form. This form is also available on the website. In addition, you will need to provide:

• A copy of your driver’s license• A copy of your insurance card showing at least the

minimum level of state required coverage• A copy of your current vehicle registration• A copy of your current driving record. You can get this on

the DMV website.• A completed vehicle inspection form (inspected by Mickey

or Cal).

Below Are Links To Information Regarding Transporting Clients

• Transportation Checksheet• Vehicle Inspection Form• Transportation Authorization Form

Can I Administer Medication To My Client?

You are NOT permitted to administer ANY medication to your client. If the parents feel that medication administration is necessary in order for them to take full advantage of services, we will need the following:

• The provider must complete a Medication Administration Class and receive certification before they will be approved to administer any medication. Ask me for more details if necessary.

• A signed Medication Administration Form detailing all medications and medication procedures for the client must be completed. (contact me for this form)

Where Can I Find More Information About State Policies?

A great deal of this information can be found in detail at www.azdes.gov/ddd.

For more information about Bees Knees policies, please refer to your Bees Knees Employee Handbook.

Working Independently

Because you are a home-based provider, your job requires you to

work extremely independently and be very organized. You need to

be a self-starter, efficient, and reliable.

It is your responsibility to create an organizational system that

works for you. You will have many documents that need to be saved

on your computer, and you will need to keep track of confidential

client information and client folders. Use techniques that work for you to create an organized system.

You will always have access to me by either email or phone, for any

questions. I am happy to help.

Communication

Because you are working independently and not interacting with me on a daily basis in an office setting, communication is IMPERATIVE to make sure that things run smoothly.

You will need to be responsible for maintaining open communication. In order for me to do my job, I will need you to be available by email or phone, to answer any questions or receive new information. If you are unavailable when I contact you, please respond in a timely fashion.

Most of this correspondence will happen through email. You must be able to access your email each day to make sure that you are on top of everything you may need to know.

Bees Knees Email AddressYou will be issued a Bees Knees email address to be used for all business correspondence.

Soon, you should receive an email at your current email address, explaining how to activate this account. Please do this promptly and then let me know that you have activated your account.

From that point on, you will be contacted on your Bees Knees account.

Check Your Email DAILY!Because you will be working independently, the majority of our communication will be through email. All important work related information or questions will be relayed through your Bees Knees email and prompt response is imperative to keep things running smoothly.

PLEASE CHECK YOUR BEES KNEES EMAIL DAILY to make sure that you have all current information and have provided any requested information within a timely fashion.

Important Dates To Remember

• 1st of the Month-– Timesheet Due

• 15th of the Month-– Timesheet Due

• Daily-– CHECK EMAIL!!!

When Do You Get Paid?

You will be paid twice a month on the 1st and 15th of the month.

Your paycheck on the 1st of the month will include the 1st- 14th of the previous month and your paycheck on the 15th will include the 15th – the last day of the previous month.

You may choose to have direct deposit for you paycheck or your paycheck will be mailed to you.

Feel free to contact me for more information about direct deposit.

When Can You Expect Your First Paycheck?

The date that you will receive your first paycheck depends on when you start working. It will still be either the 1st or the 15th, but will be determined by your start date.

Please contact me to find out the exact date that you will receive your first check.

What Should I Wear To Work?

You should dress professionally and comfortably. Remember, you may be bending down, crawling on the floor, etc. Always remember that you are representing Bees Knees. Wear clothing that looks professional, but also allows you to do your job.

Bees Knees polo shirts and T-shirts are available for purchase. If you are interested, ask me for more information.

ConclusionYou can always access this presentation on the website for reference.

For RESPITE AND ATTENDANT CARE:This concludes your Bees Knees training. The next slide will link you to the training test. Please make sure to answer all the questions on the training test, and make sure you have completed the timesheet worksheet as well. Please scan and email or fax the test and worksheet to me when completed.

As soon as your test and worksheet have been received and reviewed, you will be issued a certificate of training completion.

Congratulations on your position! We look forward to working with you, and we are always available if you have any questions.

For HABILITATION:After completing the test and worksheet for this section, please continue on to Part III of the training.

TESTBelow is the link to the test document for this portion of the training.

This will open in your Internet browser window as a .PDF. If it does not open on top of the slide show, it may be open underneath the slide show in a separate window or tab. If you do not see the Internet window on top of the slide show, you can toggle between the slide show and your other window by pressing Alt and Tab. This will allow you to view and print the .PDF document.

The following slide provides links to all of the linked documents within this presentation for your reference for the test.

Please print and complete the test and then either scan and email it to laura@beeskneesaz.com or fax it to 480-248-3122. Don’t forget to also send your timesheet worksheet.

Habilitation Providers- After completing this test, please continue on to Part III of the training. Test- Part II

Document Links• Orientation Checksheet• Important Contact Information • Parent Contact Info for Providers• Photo Consent Form• DDD Authorized Hours• Parent Welcome Letter• Definition of Services Form• Important Points for Parents Form• Agreement for Services• Notice of Privacy Practice (HIPAA)• “The Buzz About Me” Packet• Consumer Rights and Responsibilities• Timesheet• CPR Guides• Client Folder Checksheet• Incident Report• Transportation Checksheet• Vehicle Inspection Form• Transportation Authorization Form