· Tina Holmes introduced Cassie Travers (HR Assistant) and addressed the group. She noted that...
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Transcript of · Tina Holmes introduced Cassie Travers (HR Assistant) and addressed the group. She noted that...
“EXTRAORDINARY” ALL-VENDOR MEETING Thursday, August 15, 2019 (1:00PM)
LOCATION: One Sky Community Services (755 Banfield Rd, Portsmouth) ATTENDEES: Katie Kelly (IPPI), Scott Slattery (CPFC), Jon Noble (FNE), Tim Higgins (FNE), Susan Silsby (ES), Renee Fisher (ES), Carl Pufahl (LISS), Marci Poulin (LISS), Jerry Donovan (Robin Hill), Leslie Nelson (CSNH/CRJ), Chet Bowen (CIS), Hannah Reed (CIS), Alison Kraft (CIS), Terry Blaisdell (CMRS), Lorrie Winslow (NEURO), Pat Ciarfella (NEURO), Kelly Davies (BFS), Julie Redlon (RMCC), Kari Thompson (BECKET)
One Sky: Chris Muns (CEO), Victoria Putnam (Manager of Quality Innovation), Keryn Bernard-Kriegl (Director of Service Coordination), Tina Holmes (Director of Human Resources), Cassie Travers (HR Assistant), Kelly Scanlon (Quality Improvement Specialist) MINUTES:
1. Introduction
New service coordination team managers Cara Baker (Traditional Service Coordination) and Anthony MacConnell (PDMS Service Coordination) were introduced to the group. They, along with Sharon Richey (ITS Service Coordination) will serve as internal leads to their respective groups and as additional points of contact for provider agencies.
2. Staffing
Tina Holmes introduced Cassie Travers (HR Assistant) and addressed the group. She noted that One Sky is almost fully staffed, though DSP hires are still a struggle.
CSNI has a new initiative this year starting with 2 NH high schools to begin a DSP integration program for those students not pursuing post-secondary education after graduation. All NH area agencies are helping to promote the program, and CSNI is looking for provider agency involvement as well.
The state has continued an education reimbursement program for staff to pursue various degree programs. Tina Holmes will be the Region 8 liaison for provider agency staff who wish to apply for this reimbursement.
One Sky is looking for provider agency input as to how we can help support staff recruitment. Jon Noble (Farmsteads) noted that his agency looks at regional recruitment as a best strategy. If he encounters potential staff that live closer to another agency, he will refer them to that agency.
An obstacle providers struggle with to retain staff is limitations with transportation reimbursement. Updating the reimbursement model may produce more successful
recruitment. The $5000 cap (between both Res & Day) is difficult to adhere to, especially in rural areas.
CSNH noted that they decline services for individuals who live over 15 miles outside of their area due to this limitation.
Providers are also limited to adhering to the ISA staffing ratios during transport. One potential workaround may be to specifically indicate in an ISA that transportation time will not be factored into the staffing/service ratio. However, the budget needs to reflect this and this also needs to meet the requirements of Medicaid reimbursement.
One Sky floated the idea of providing transportation directly through “pickup/drop-off” routes, which could be supported through additional One Sky fundraising efforts. However, creating a pickup/drop-off transportation model could be hampered at the agency or vendor level due to the fact that individuals move frequently.
3. RFP Process
The state is still on track to revamp the RFP process to a statewide electronic individual provider selection starting in 2021.
Keryn informed the group that One Sky is looking to collect data for BDS regarding real service costs so they can get a better understanding of budget limitations faced by the provider agencies.
There will be a new RFP process implemented by One Sky. Single-page RFPs with an individual’s main demographic and program data will be distributed using a global “Scheduler” email ([email protected]) and agencies will be requested to respond yes or no within 5 days of posting.
If providers respond “yes” to the initial demographic sheet, One Sky will send that provider a copy of the full proposal packet. Providers will then be asked to submit a proposal within 30 days (if they want to bid) along with a description of services they can provide. Providers will still have the option to turn down a proposal upon receiving the proposal packet.
For proposal bids that include a pre-determined budget projection, One Sky asks for providers to include both a “real cost” budget will full cost projections for the services requested, along with a budget noting what exact services can be provided for “X” amount of dollars if that amount is lower.
Both Easter Seals and IPP noted that they cannot submit a proposal with a budget until they meet with the individual/individual’s family to fully determine the needs of that individual. This should be an integrated step within the RFP process.
One Sky asks providers to include a written timeline in their proposal (60-90 days to become operational?) as to when the provider can start services assuming their proposal and budget are approved, as the state has a 90-day window to approve PA’s. The issue that providers are facing is hiring staff prior to a program being approved, as
they cannot assume those costs up front. Neither providers nor area agencies can assume costs of supporting an individual before PA approval.
Chris noted that there needs to be a mechanism within the RFP process that holds a spot for an individual after submission of the PA. (Is there a way to integrate “pre-funding” by the state?). Programs are not always able to hold residential slots for that entire time if another individual needs to be placed within that timeframe.
Providers will still be communicating with service coordinators and team managers during this RFP process. Final budgets and approvals must come from the One Sky Business Office.
4. Region 8 Re-designation
One Sky’s efforts to implement the Corrective Action Plan (CAP) are ongoing. Providers have been sent a copy of One Sky’s CAP, and BDS and One Sky’s Board of Directors are getting frequent progress updates. There were approximately 25-26 required recommendations given by the state, and the agency has already completed approximately half of these.
The biggest issue for remediation was the staffing shortage experienced by the agency last year. The agency hopes to be fully staffed by September. Our conditional re-designation period ends November 27, and One Sky has requested a status from the bureau at that time.
A forum held in November 2018, along with electronic survey responses, yielded some negative feedback by external stakeholders last year. There was concern expressed regarding the agency’s financial stability. Chris assured the group that the agency is financially stable with a solid line of credit. Any financial questions that come up can be directed to Chris and he will address. An updated survey is expected to be disseminated to stakeholders again this fall, and Chris asked that those completing the survey focus on work performed by the agency over the past year as the point of reference for their feedback.
Victoria Putnam has been designated as the Senior Manager for Provider Relations. She is currently working on a communications matrix for the agency that will outline protocols and escalation procedures. A new “Quality” email portal ([email protected]) has been created by One Sky that will send/receive updates related to quality initiatives and tasks.
One Sky will also be sending out quarterly updates to provider agencies, including current service coordination contacts for the individuals each agency serves.
The Master Agreements have two exhibits (B and C) that outline communication and documentation requirements. One Sky is working to ensure that all current forms for use by the provider agencies are updated and available on One Sky website.
5. EDS
Victoria has been designated the agency point-person for ensuring the employment data system (EDS) is updated. She is working with the service coordination team to monitor and quality-check the data that is updated by the providers. The goal will be to make sure all work/volunteer goals from the ISAs are updated in the EDS. Service coordinators should be informed of any change in goals that would affect the EDS.
Some providers asked if any end-user training would be available. Victoria said that we could set this up. Training via webinar may be a viable option.
Next All-Vendor Meeting: Thursday, September 12, 2019 at 3:00pm One Sky Community Services main office Projected Agenda Topic(s): Service Coordination Performance Measures & Feedback
Exhibit CCCC
Standards of Timely Communications
Levels of Concern
Life Threatening Emergency; e.g.
o Individual contacting us is in immediate danger
o Individual contacting us is threatening physical harm to someone else
o Individual contacting us is alerting us to illness to or physical harm that is in process or
at risk of starting affecting a third party
Non-Life Threatening Emergency; e.g.
o Individual has been abandoned (e.g. left in the community with no means of
transportation; no direct support staff)
o Individual is physically not a risk but living environment has deteriorated (e.g. loss of
heat; burst water main)
All Other “Routine” Matters
Standards of Response
Life Threatening Emergency:
o Individual making contact should be notified to contact 911 immediately.
Non-Life Threatening Emergency:
o Individual making contact should be directed to speak to the operator
o Operator should refer the call to the following individuals:
Service Coordinator; if she/he is not available, then:
Team Manager of Service Coordinator of affected client; if she/he not available
then:
Any other Team Manager; if she/he not available then:
Director of Integrated Services; if she/he not available then:
CEO; if she/he not available then:
CFO; if she/he not available then:
Director of HR and Administration
All Other “Routine” Matters:
o We will acknowledge receipt of routine voice or e-mail messages within 48 hours of
receipt of message. This applies to voice messages left on office and cell phone
numbers.
o We will strive to resolve all issues within 1 week of receiving the initial message but will
commit to provide affected parties with at least an update within 1 week of receiving
the initial message and at least once a week thereafter until the issue is resolved.
Standard Voice Messages
Main Phone Line: “Welcome to One Sky Community Services. If you are calling because of a life
threatening emergency please hang up and call 911 immediately. If you are calling for any other
non-life threatening emergency please press zero. For all other inquiries please press ….” then
follow the standard phone tree messaging.
Individual voice message: “Hi this is <Name of Employee> . I can’t take your call right now. If
this is a life threatening emergency please hang up and call 911 immediately. If you are calling
for any other non-life threatening emergency, please press zero < or call the (603) 436-6111 and
press zero>. For other inquiries please leave me a short message after the beep and I will get
back to you within 48 hours. Thanks very much for calling.”
o Identical messages will be left on One Sky Issued cell phones AND on Office Phone
Numbers.
o Cell phone voice message boxes will be managed and messages deleted so that no one
calling those numbers ever gets a “voice mail box is full” message.
Exhibit DDDD
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Excerpt from Exhibit C in FY 2020 Master Agreement with Provider Agencies.
EXHIBIT C - VENDOR REPORTING REQUIREMENTS AA participates in the Community Support Network Inc. (CSNI) Uniformity of Practice and requires the use of all mandatory forms developed by this committee. Copies of these forms and instructions for their use can be found at: http://www.csni.org/statewide-forms The Contractor agrees to submit the following documents on the following dates, without delay.
Failure to do so will result in payments to Contractor being withheld until the required
documentation is satisfactorily delivered to the AA:
1. Daily Attendance Records and Bulk Billing Invoices
a. Daily Attendance Records and Bulk Billing Invoices for Consumers are due twice per
month on the following schedule:
i. On the 18th
day of each month: Daily Attendance Records and Bulk Billing
Invoices for the 1st through 15
th day of the current month
b. On the 5th
day of each month: Daily Attendance Records and Bulk Billing Invoices for
the 16th
day of the previous month through the previous month end. All Daily Attendance
Records will be submitted directly to East Coast Reimbursement Services via the “e-
Bridge” data transmittal application. Information explaining this application is included
as Exhibit L to this agreement.
c. All Bulk Billing Invoice will be submitted to [email protected].
2. Monthly Progress Note, Health Risk Screen Tool (HRST) Tracker and Monthly Home Visit
Reports
Due by the 5th
day of the following month
3. Incident Reports (includes Nursing Interventions and Emergency Physical Restraint)
Any significant incidents needs to be reported to each Consumer’s Service Coordinator
within 24 hours of the incident occurring. Contractor must notify the Service Coordinator
by phone as soon as possible and follow-up with a written incident report submitted to AA
within 24 hours. In the event Contractor is unable to reach Consumer’s Service Coordinator
by phone, Contractor should call AA’s On-Call Service at (603) 436-6111 which is available
between 4:30 PM and 8:30 AM weekdays and 24/7 on weekends.
4. Daily Notes
Contactor recognizes and acknowledges that they are required to take and maintain Daily
Notes of Consumer activity. Contractor will maintain all Daily Records such that if
requested by AA to provide copies of Daily Notes for any day or period of days, they will be
able to do so within 24 hours. Contractor understands and acknowledges that AA may from
Exhibit DDDD
2
time to time request Daily Notes for purposes of ensuring that Contractor is complying with
this request.
5. Rep Payee Reporting
Monthly Financial records related to consumer for whom AA is the Representative Payee,
including employment and wage reports
6. Other Documentation; such as the following, all of which shall be produced / maintained by
Contractor delivered to AA as needed. Failure to provide such documentation on a timely
basis may result in a delay in payment to Contractor for services delivered:
a. Consumer Behavior Plans-Receipt of required signatures and other needed
documentation to complete and submit the Behavior Plan for prior approval by the
Contractor’s Human Rights Committee at least three weeks prior to each Human Rights
Committee meeting which are generally scheduled on first Tuesday of every month
b. Certification Documentation (He-M 1001 and He-M 507 Programs)
i. To be eligible for reimbursement by the State of New Hampshire or by Medicaid,
Contractor must ensure that any community residence they operate is to be certified
in accordance with He-M 1001 and/or He-M 507. To that end, Contractor must
provide to AA the following information for each certified community residences:
Life Safety Report
Certificate (Emergency/Temp/New/Renewal)
Self-Reports
Results of Inspection
Plan of Correction
Appeals
Closure Letters
Skip Year Packet
ii. Emergency Certifications: If an individual has an unanticipated move, and
Contractor needs an emergency certification, Contractor must provide AA with the
following within 7 days.
Completed Emergency Certification for Community Residences – 3 or fewer
beds
Floor Plan with bedrooms and smoke detectors
Completed and signed Emergency Certification Residence Review Form this
verifies that “the home meets the requirements of He-M 503, He-M 1001, He-
M 1201 and He-M 507, as applicable.”
Exhibit DDDD
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c. Waivers - If a program needs to request a waiver for a specific He-M, the Contractor must
provide AA with a completed NHBDS Waiver Request Form dated January, 2018 or later
signed by the individual/guardian, along with any supporting documentation.
d. Employment Tracking – Contractor shall update the Employment Data System (EDS) on
the following dates, such that AA will be able to extract timely and up-to-date information
on the employment status of Consumers served by Contractor:
September 15 (for the period June 16 through September 15)
December 15 (for the period September 16 through December 15)
March 15 (for the period December 16 through March 15)
June 15 (for the period March 16 through June 15)
e. Quarterly Financial Update – Contractor will provide AA with a quarterly summary of
Contractor revenues and expenses by the 25th
day of the month following the end of each
calendar quarter.
f. Contractor shall provide the AA with health information as outlined in He-M 503.11(b).
g. Any other reporting/documentation that is outlined in state or federal regulations, or is
requested in regards to a state or federal audit; including but not limited to confirmation
that all employees of Contractor have undergone a Criminal Background Check which
demonstrates no convictions for the following crimes:
i. A felony of any individual of neglect, spousal abuse, any crime against children, child
pornography, rape, sexual assault or homicide, but not including other physical
assault or battery.
ii. A violent or sexually-related crime against a child or an adult which shows that the
person might be reasonably expected to pose a threat to any individual.
iii. A felony for physical assault, battery or a drug-related offense and that felony
conviction was committed within the past five (5) years in accordance with 42 USC
671 (a)(20)(A)(ii). In such case, Contractor shall provide the required documentation
to the AA prior to any Contractor employee commencing work.
h. Contractor shall ensure that it obtains the necessary releases from its employees at time of
hire to enable it to comply with AA’s request for training or background check
information on such employees. This information must be submitted within 7 days of a
request.
7. Other reports that the AA may require to support payment for services delivered by
Contractor. In the event that AA requests such reporting AA will make best efforts to notify
Contractor in advance and provide Contractor with 30 days to comply with any new
reporting requirement.
8.
Exhibit DDDD
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VENDOR REPORTING REQUIREMENTS SUMMARY
Area Agency: One Sky Community Services
Report Item Frequency Send To
Attendance Sheets
(EX C.1)
Twice monthly (18th
and 5th
of following month)
East Coast Billing via eBridge
(see Exhibit K)
Bulk Billing Invoices
(EX C.1)
Twice monthly (18th
and 5th
of following month)
Financial Reports As requested [email protected]
Audit and Management
Letter
Annually upon completion
of audited financials
By mail, ATTN: Vin DiPiero
Employment Data
(as applicable)
(EX C.6.d)
Quarterly
(9/15, 12/15, 3/15, 6/15)
Employment Data System
(direct questions to
Progress Notes and other
monthly reports
(EX C.2)
Monthly
(5th
of Following Month)
Incident Reports
(EX C.3)
Within 24 hours of incident [email protected]
Medication Error Reports Within 24 hours of incident [email protected]
Proof of Certification At time of receipt [email protected]
Certification
Documentation
(EX C.6.b.i)
At time of application [email protected]
Emergency Certification
(EX C.6.b.ii)
Within 7 days [email protected]
Certification Corrective
Actions
Within 21 days of receipt of
report
Responses to Human
Rights Complaint
Investigation
Recommendations
Within 20 business days of
the acceptance of report
determinations
1201 Reports Bi-annually (April & Oct) [email protected]
Waivers As needed [email protected]
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Chris Muns
From: Victoria PutnamSent: Monday, August 19, 2019 2:07 PMTo: Brian Beede; (BECKET) Jen Cordaro; (BECKET-RFP) Kari Thompson;
[email protected]; Kelly Davies; [email protected]; (CHS) Ellen Chase; (CIS) Chet Bowen; Chantal Gebro; (CIS DAY RFP/ISA DOCS) Hannah Reed; (CPFC) Joseph Ntengeri; (CSNH) Leslie Nelson; [email protected]; (CMRS) Terry Blaisdell; Lisa Hodgen; [email protected]; [email protected]; (CPS) Renee Fisher; [email protected]; (ES)Susan Silsby; [email protected]; (FARMSTEADS-RFP's) Deborah DeScenza; [email protected]; (FARMSTEADS) Jon Noble; [email protected]; [email protected]; (FARMSTEADS-HILLS/EDS)Linnea; Beatrice Coulters; [email protected]; [email protected]; [email protected]; (GBS) Sarah Page; (GREENGARD) Barbara Frankel; (KIMI) Joseph Freeman; Liz Simes; (LIFEVISIONS-RFP's) Joel Morris; (LI) Cindy Marsh; [email protected]; [email protected]; [email protected]; [email protected]; Ann McDonough; (NEURORESTORATIVE-DIR) Pat Ciarfella; Lorrie Winslow; [email protected]; Linda Catalano; (NCIL) Freddy Gale; [email protected]; (RESRES) Scott Dow; (RESRES) Sarah Blaine; (RR EDS/RFP) Bethany Dow; [email protected]; [email protected]; [email protected]; (TRA) Katie Kelly; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; (WOU) David Dwyer; (WOU) Patten Lohmann; (SIDDHARTH-RFP)Renu Basur; (RHF) Tim Donovan
Cc: Chris Muns; Tina HolmesSubject: One Sky 8.15.19 All Vendor Meeting Resources & MinutesAttachments: 2019-05-09 CSNI Workforce Plan Draft v2.0.pdf; All Vendor Meeting Minutes_
08-15-2019.doc; Continuing Education.pdf; FY 20 Master Agreement Exhibits b and c.pdf; Provider Feedback and Implementation Plan.pdf; One Sky EDS Process.pdf; 2018_SOPS Campus.pdf
Good afternoon, Thank you to those of you that were able to attend our Extraordinary All Vendor Meeting last Thursday. I am very appreciative of the opportunities at these meetings for collaborative discussion and shared resources. We hope to see those that did not make it at our next All Vendor Meeting on September 12th at 3pm. Attached are the following documents:
• August 15th Meeting Minutes • The Employment Data System process; which will have a walkthrough video or webinar available soon • BDS Continuing Education scholarship assistance information • CSNI Workforce Plan draft • FY 20 Master Agreement Exhibits B & C • Provider Feedback and Implementation Plan • **Map of State Office Park
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**Below this email is a correspondence about CPS Training from Jay Kurinskas and Peter Bacon at the Office of Legal and Regulatory Services.** Thank you, Victoria Putnam, MBA Manager of Quality Innovations One Sky Community Services, Inc. 755 Banfield Road, Suite 3 Portsmouth, NH 03801 Office: (603) 436-6111, ext. 160 Cell: (603) 812-3247 Fax: (603) 436-4622 From: Bacon, Peter [mailto:[email protected]] Sent: Wednesday, August 14, 2019 5:54 PM Subject: Community Participation Services (CPS) Trainings Importance: High Due to many requests from the provider community over the past few years, we have developed a training for Community Participation Services (CPS). This training would be useful for anyone involved in providing CPS services, or managing a CPS program, as we will be reviewing and answering questions related to the CPS service principles, covered services, the 80/20 rule, etc.. We will be conducting these trainings on the following dates at the Brown Building, at 129 Pleasant St in Concord: Monday, September 30, 2019 from 10:00am to 12:00pm Monday, October 28, 2019 from 10:00am to 12:00pm If you will be attending one of the trainings at Brown Building, please let Jay or I know which date you would like to attend. Also, I have attached a map of the state office park, as Brown Building can be difficult to find if you have not been here before. As I do not have everyone’s e-mail address, please forward this e-mail to anyone who you feel would benefit from this training. Please do not hesitate to contact me if you have any questions or concerns Jay Kurinskas Licensing and Evaluation Coordinator Office of Legal and Regulatory Services Bureau of Licensing and Certification 129 Pleasant Street. Brown Building Concord, NH 03301-3857
(603) 440-3009 (603) 271-4968
Peter E. Bacon Community Residence Coordinator Health Facilities Administration Office of Legal and Regulatory Services 129 Pleasant Street, Brown Building Concord, New Hampshire 03301 : [email protected] ( (603) 271-9044
(603) 333-6259 (603) 271-4968
Exhibit OOOO
