Shawnee County CDDO

Shawnee County CDDO Affiliate Meeting Minutes January 14, 2008

I. CDDO Updates: A copy of the November and December monthly affiliate reports were distributed. The December report was reviewed.

BASIS – December 3rd the CDDO submitted a proposal to the MRDD Program Manager regarding Section 12 of the Assessment. A response has not yet been received. It was recommended that the manual instructions indicate a Screener may record daily occurrence for data submitted when the behavior occurs daily at least 312 out of 365 days (85% of the time). This would allow flexibility for occasions when individuals are hospitalized, on vacation or at camp and data is not collected. Completed BASIS Assessments are available to authorized BCI Users on the web based system. The CDDO currently provides a copy of the BASIS to identified representatives on the BASIS cover sheet. Case Managers who are approved BCI Users for individuals on their case load will be notified via the web based system vs. receiving a hard copy. The date to implement the new process has not yet been determined. Behavior tracking sheets were also provided. These forms are optional or providers may create their own form to submit that indicates the daily occurrence. The behavior tracking sheets are available on the Shawnee County CDDO website www.sncddo.org

Council of Community members – The Council is seeking representatives from affiliated providers to serve on the Council. The next meeting is scheduled for Jan. 30, 2008. The agenda will include election of new officers as well as a review of the Councils role and responsibilities.

Needs Assessment tool for children in SRS custody receiving MRDD waiver services – Case Managers have been asked to submit completed Needs Assessments to the Funding Committee by 1/15/08. As of 1/14/08 only one had been submitted. The Needs Assessment provides information to determine the level of support need due to the child’s disability. There was a question about an adult who is in SRS custody receiving adult residential services and if a Needs Assessment would need completed. Ramona will follow up with HCP/CSS and let everyone know.

II. HCP/CSS News: Autism Waiver – Pam Keller, Autism Waiver Manager; the application is available on the SRS website: https://www.kmap-state-ks.us/Public/provider.asp. Autism waiver information is available on the HCP/CSS website as well as a draft handbook. A handout with information regarding myths and facts was part of the information distributed at the meeting. The random drawing is to be held Jan 17th. Applications are still being accepted but they will not be eligible for the first 25 drawn.

HCBS Waiver Definition Handbook – There is a 10/07 draft version although the final version of the handbook has not yet been made available. The waiver is approved by CMS.

Several revisions to the handbook reviewed today include: Plans of Care – CDDOs, CSPs and TCMs are to maintain a signed copy of the POC for a minimum of five years. The CDDO requires that the POC original be submitted to the Funding Committee so if a Case Management agency chooses to have an original copy they may consider asking the guardian to sign two copies. Assistive Services - Individuals must be receiving a waiver service to be eligible. The contractor must accept the approved payment amount although it is acceptable to receive donations. Communication devices can only be accessed by a child when the child is not eligible to receive services through their local education system. Sleep Cycle Support – Formerly called Night Support. Night support has a minimum requirement of 8 hours and maximum of 12 hours. A signed physician’s statement is required annually to justify the medical need. Day Services – A Provider can not bill for day services on a holiday if the provider is typically closed. Oral Health Services – There is a $420 annual cap although HCP/CSS may approve additional dollars if funding is available. One provider stated they shared information about the dental waiver with several dentists because the dentists didn’t know it existed. Personal Assistive Services – This service allows individuals to live outside of the family home and receive attendant care services vs. traditional day and residential supports. The type of service provided needs to be clearly documented prior to submitting billing. Residential - There was discussion about how overnight staff are paid and why it is different for In-Home Supports. It was shared there is a companionship law which is considered when services are provided in the person’s home. Supportive Homecare Retainer – A provider may bill up to 14 days per calendar year at a level consistent with the approved POC. The purpose is to assist individuals who self direct their care with retaining their current care provider if hospitalized. Emergency respite has been eliminated. Temporary and overnight respite increased to a maximum of 330 hours per calendar year. Secretary Jordan will review the SRS budget during the stakeholder conference meeting on January 18th, 3:00pm at SRS Learning Center. (Hand out)

III. Info/updates/trainings:  Special Education & the Law; February 7th at TARC from 5:30pm-8:00pm. Free of charge for parents. Dinner and childcare provided. Register by sending an e-mail to Billie Padilla at [email protected] or calling 232-5083.

 The Building a Better Tomorrow: Best Practices in Supporting People with Developmental Disabilities conference will be held in Kansas City, Missouri on June 10 - 12, 2008, at the Clarion Hotel (soon to be Sheraton) Sports Complex.

Other discussion: It has been requested that the CDDO share with providers the reason POCs are delayed due to the financial burden it creates on an agency when not approved timely. At one time providers who have BCI User access received processing notes that are sent to Case Managers explaining the reason for the delay. The reason this protocol changed was several Case Management providers believed it was a supervisory issue. The TCM supervisor is cc’d all POC processing note correspondence for case management provided by their agency. The CDDO does agree some type of tracking system is needed to also notify day, residential and payroll agent providers. This topic will be discussed at the next Case Management affiliate meeting February 7th.

There are many instances when individuals and family members will ask CDDO personnel for a recommendation when selecting an affiliated provider. The CDDO must remain neutral so only provides them with the affiliate listing. If your agency would like to send brochures to Sabrina Winston, the information will be provided to those interested.

The Quality Management Coordinator discussed the purpose of the Personal Awareness and Satisfaction (PAS) tools that are completed by the case manager with the individual. The PAS Tool identifies the person’s satisfaction when the services provided. The PAS summary is available through the BCI system so CSPs that informed the CDDO they were interested have access to receive the summaries electronically.

Next meeting is scheduled February 11, 2008