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Official Minutes
March 25, 2005
Meeting Location: Resource Connections of Oregon
In Attendance: Pat Allen, Marcie Alvarez, Rod Branyan, Judy Cunio, Charlene Deaz, Marylee Fay, Joanne Fuhrman, Tom Giles, Beverly Herrin, Marcie Ingledue, Arlene Jones, Caryl Knudsen, Tim Kral, Bill Lynch, Mike Maley, Kristine Merritt, Cynthia Owens, Pam Ring, Maryanne Seaton, Sandra Stewart, Kathryn Weit,
Introductions and Announcements
The meeting was called to order by Bill Lynch at 9:40 a.m.
Bill Lynch announced DD Coalition Action Day at the Capitol on April 18, 2005. DD Council will give their annual award usually given in March for DD Awareness Month. The DD Council and The Arc of Oregon will unveil annual poster.
Judy Cunio announced the opportunity for self advocates to test voting machines at the Capitol.
Review & Approval of Minutes – January 28, 2005:
Corrections:
- Lynn Greenwood is from Lane County, not Linn County as referenced.
- Page 4 – Change from: Enrollment history for the 2003-05 biennium is 340 individuals in the first year and 600 individuals in the second year. Change to: Enrollment history for the 2003-05 biennium is 340 individuals in the first year and 660 individuals in the second year.
Cynthia Owens moved to accept Minutes as corrected, Joanne Fuhrman seconded. Motion passed unanimously.
Monitoring & Updates
Brokerages: Bev Herrin distributed information on Brokerage Retention for FY 2003 and 2004. Families had requested this information at the last meeting. It was hoped that brokerages would discuss this data. Bev requested the information be discussed at a planning retreat.
County Updates: Crisis issues continue and are ongoing struggle. Brokerages and county staff continue to work together.
Provider Updates: Absence policy reported. No problems to date. Additional information needs to be added to agreements to address what can be paid.
Mike Maley reported that discussions are being encouraged to give feedback on new services needed by individuals. It is hoped that this information can be used by providers to address future service needs and also build capacity throughout the system.
Customer/Family Updates: Families were concerned that counties are not sharing provider information with brokerages. It was suggested that brokerages and counties have a discussion to confirm this. Families may need information on the Home Care Commission.
Bev will take the following question to brokerages: How do brokerages find independent contractors and providers and how do they let customers know about them?
Bev will report back at future SIG meeting.
Question to brokerages: What training for personal agents is not in place for new hires?
SPD Updates:
- Budget: Marylee Faye reported that they are about ready to start Phase II in the budget process. A prioritization process will be used using the Governor’s ranking. Mandated services will be looked at first, then comprehensive, then Staley. Explanation will be given to the legislature on the impact of the services being reviewed. The most vulnerable budget item is the Fairview Housing Trust Fund. An additional vulnerable area is Eastern Oregon Training Center (EOTC). Kathryn reported that it is critical for individuals to be signed up with the Oregon Network in an effort to keep up to date on the budget process.
- Enrollment: Mike reported that 3600 people are enrolled in the brokerages. Verification of numbers will be made at the next meeting. Other numbers being tracked are the 1000 enrollments for this biennium. We are very close but we need to remain on target.
- Comprehensive 300: The workgroup has met. They are looking at how to fairly allocate the capacity slots for the next biennium. The workgroup will meet through early summer in order to give time to SPD to implement and will report back to the SIG.
Additional SPD Updates:
- Mike reported the planning for the XPress payment system implementation and how much work it will take for the brokerages. Future Brokerage Directors meetings will carry this as an ongoing agenda item until implemented.
- Brokerages are working with the state on the PC20 implementation. Bev requested the SIG continue to review this.
- Base Plus Policy implemented and 85 people have entered the system.
- DD53 Transportation $$$: The question is being addressed regarding DD53 funds and managing this with support service plans for future discussion.
- Semi-Independent Living Program (SILP): Currently 240-260 individuals receiving SILP services. By October 2006 those people will be served by the brokerages. A workgroup has been meeting to look at this transition to brokerage oversight. Kathryn requested that the SIG receive additional information and an opportunity to give feedback at future meetings. It was agreed to add it to the next SIG agenda.
- Mike is going to Maine, New Jersey, and New Hampshire to review what an “agency with choice” model looks like.
- SPD is receiving a CMS grant. Mike suggested that Gerry Stolp give a brief presentation at the next SIG meeting.
SPD Strategic Priorities:
Review Current Priorities: Item tabled.
Decide If Revisions Are Needed: Item tabled.
Policy / Practice Discussion Topic:
Order of Enrollment: Additional information is needed by the SIG to address the issue of order of enrollment so that input can be given. Mike distributed the Order of Enrollment. Information needed: Where are counties at from the last year?
Role of Family Members & Families as Caregivers: It was determined after discussion that this is an important issue for the SIG to address. Future recommendations need to be developed and investigated. Questions need to be emailed to Bill Lynch to be organized for future meetings.
Quality Assurance – Tom Racioppo, Vicki Storey:
DHS Audit: Mike reported the following areas of concern:
- Systemic problem related to brokerage payments and the cost settlement process.
- The CPMS system was not adequate and needed to be changed. DHS is in the process of updating to the XPress System.
- Errors were found regarding the qualifications of a provider. Although the providers were qualified, paperwork issues were not complete.
Field Reviews Administrative:
Field Reviews will be conducted in brokerages regarding Administrative functions. The checklist looks at Internal and Field reviews. Following areas will be addressed:
- Evaluation and analysis of 100% on unusual incident reports
- Review rule variance requests relating to proposed delay in required plan development timelines.
- Evaluation and analysis of consumer satisfaction survey response
- Report of provider sanctioning – causes and action taken
- Certification and Field Review Team results of training provided of Support Service Brokerage Staff
A website has been developed and quality assurance information will be posted after July 2005, at www.oregon.gov/DHS/spd/qa/home.shtml
Consumer Satisfaction Survey:
Human Services Research Institute (HSRI) is working on a grant to develop a Consumer Satisfaction Survey. Information was distributed relating to feedback requested on the First Draft of the Consumer Satisfaction Survey. Although the grant addresses in-home services, the survey is being developed to be used across the system of waiver services. Individual advisory groups are working to provide input to the survey development. SPD is targeting a September 2005 completion date of the survey. SIG members are asked to provide input to Reena Wagle at rwagle@hsri.org
CMS Waiver Review:
Vicki provided an overview of the CMS Waiver Review and copies were distributed. CMS requires evidence based information when evaluating. SIG members were asked to give this report further review and email questions to Vicki Storrie.
DD Quality Assurance Committee:
The QA Advisory Committee will meet on June 9; August 25; and November 17, 2005. Vicki requested someone from the Brokerages to join the workgroup. Bev Herrin will take request back to the Brokerage Directors. SIG will be represented by Arlene Jones and Joanne Fuhrman.
Protective Services in Support Services Report:
Report reviewed by SIG, additional questions should be emailed to Vicki Storrie. Future updates to be given as developed.
Waitlist Workgroup Update – Julie Harrison, SPD:
Christine Duffy distributed information on the Proposed Waitlist OAR Changes. In the future, Julie Harrison will be handling this. Currently counties handle the management of the Waitlist different from county to county. Future proposed changes include:
- Waitlist will be managed under one OAR statewide.
- An individual can be eligible for both Comprehensive and Support Services by meeting certain criteria.
- Family Support Waitlist will no longer be in place. The Family Support Council will address this issue for input.
SIG will keep this subject on the Agenda for future meetings.
SIG Retreat:
Purpose and Desired Outcomes of a Retreat:
Should We Have A Retreat?
Yes. Tentative date is July 21 and 22, 2005.
Next meeting scheduled:
The next meetings are scheduled as follows:
Friday – May 19, 2005 – 9:30 am to 3:30 pm – RCO
Adjournment:
The meeting was adjourned at 2:55 p.m.
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