texana center provider meeting agenda february 18, 2010 introductions information for hcs...
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Texana CenterProvider Meeting AgendaFebruary 18, 2010 Introductions Information for HCS Participants & Families
Purpose of Transition Impact, Goals and Timeline for Texana CenterChanges Effective June 1, 2010Resources for Additional Information
Review of FAQs DRAFT Brochure for Families
Next Meeting – May 20, 2010 – 2 p.m. – 4 p.m.• 13100 Southwest Freeway, Suite 130 Sugar Land, Texas 77478
Information for HCS Participants & Families and Involved Stakeholders
Texana CenterFebruary 18, 2010
Transition of HCS Case Managementto MRA Service Coordination
Information Overview
Purpose of TransitionImpact, Goals and Timeline for Texana CenterChanges Effective June 1, 2010Resources for Additional Information
Purpose of Transition to MRASB 1, Section 48 (81st Session):
Provides $207 million General Revenue for home and community-based programs for people with intellectual and developmental disabilities and for reshaping the system of services.
7,832 people on waiting lists to receive waiver related community services by August 2011.
Additionally, HCS services to be provided to people leaving large & medium ICFs, children aging out of foster care, and children & adults at risk of institutionalization.
Funding for increased community services contingent, in part, on transfer of case management from the HCS Provider to the MRA.
Purpose of Transition to MRA SCTexas Legislature’s goals to increase:
Oversight of community-based services qualityPerson-directed planning of services & supports to
increase efficiencies and satisfactionAccountability of HCS program – approximately:
16,800 HCS Participants (current), over 20,000 with expansion 500 HCS Providers
Texas Legislature considered that these goals could be best met with Case Management being provided by a local authority separate from the entity, or agency, providing services.
Purpose of Transition to MRA SCTexas Legislature chose the MRA as the Local Authority
entity most experienced and best equipped to assume HCS Service Coordination. Texana Center, as the MRA,• Is mandated by law to function as the local authority
for developmental disability services.• Has experience providing Service Coordination as the
local authority. • Has expertise in Person Directed Planning processes
through its history with QAIS and state contract.• Has structure to separate Authority and Provider
functions to avoid conflicts of interest within provider network.
Impact for Texana CenterCurrentlyAs an HCS provider, we provide HCS Case Management
to the individuals enrolled in the Texana Center HCS program
Effective 6/1/2010Texana Center Authority Services will provide HCS-
MRA Service Coordination to approximately 840 individuals, served by all HCS Programs in the Texana Center local service area
Impact for Texana CenterCurrently Provider relations limited to Provider Fairs, Provider Meetings and
enrollments. 201 Certified HCS Providers for the Texana area:
32% (65) serve persons in Texana counties 33% (66) serve persons in same Waiver Contract Area: Brazoria Galveston,
and Harris counties 8% (16) serve persons statewide, but not in our Waiver Contract Area 27% (54) serve zero persons
Effective 6/1/2010 Provider relations expands to estimated 65 HCS Provider Agencies
serving persons in Texana counties.
Trends Growth in Provider Base: 24% (49) during FY’09 and FY’10
Texana Center Goals for June 1, 2010
Understand the new roles for HCS Providers and HCS-MRA SC, and set up systems for these functions
Hire, train and equip staff to provide qualified and consistent Service Coordination for HCS participants
Communicate with all HCS Provider agencies about changes,
new roles and Texana Center processes
Inform and support HCS participants & families to minimize disruption to services
Texana Transition TimelineAs the MRA, Texana must locally plan to transition successfully on June
1, 2010. Our planning began in November and will continue through May.
November 2009Conduct initial HCS Case Management transition meetings
between Providers and Texana MRADecember 2009Access information for all HCS consumers through DADSLocate office space for HCS-MRA SCs January 2010Begin HR processes to hire for the HCS-MRA SC unitInitial planning for the March-May Interim Period
Texana Transition TimelineFebruary 2010Continue HR processes to hire for the HCS-MRA SC unitPlan for HCS-MRA SC unit equipment: Computers,
Phones, Vehicles, Furniture & SuppliesImplement Texana Center webpage for HCS-MRA SC
TransitionConduct Second HCS-MRA SC transition meeting
between Providers and Texana MRAEducate Advisory Boards, PNAC, Texana Board of
Trustees
Texana Transition TimelineMarch 2010Complete HR processes to hire for the HCS-MRA SC unitReceive documents from HCS ProvidersApril 2010Create HCS-MRA SC record for each HCS ParticipantNotify Providers, HCS Participants and their families of
caseload assignmentsHold informational meetings with HCS Participants and
their familiesTrain staff
Texana Transition TimelineMay 2010Train staffNotify each HCS participant of the name and
phone number of the assigned HCS-MRA Service Coordinator
Continue to hold informational meetings with HCS Participants and their families
Conduct Third HCS-MRA SC Transition meeting between Providers and Texana MRA, to include HCS-MRA SC introductions
Fundamental Changes Effective June 1, 2010HCS Provider Agencies will no longer provide Case
Management. The MRA will provide Service Coordination to all HCS participants. The HCS Provider will continue to provide all other HCS services.
HCS Interdisciplinary Team will be replaced by the Service Planning Team, to include the HCS participant, LAR and Service Coordinator. “a planning team consisting of an applicant or individual [HCS
Participant], LAR, service coordinator, and other persons chosen by the applicant or individual or LAR on behalf of the applicant or individual (for example, a program provider representative, family member, friend, or teacher).”
Fundamental Changes Effective June 1, 2010There will be three elements for Service Planning:
Person-Directed Plan by the MRA Service Coordinator is the ongoing planning process for services & supports
The Individual Plan of Care (IPC) by the HCS Provider is the budget document for each participant
The Implementation Plan by the HCS Provider is the plan defines the detail for service delivery: how often, how long, training objectives and activities, and measures for progress.
Fundamental Changes Effective June 1, 2010Both the HCS-MRA Service Coordinator and the HCS
Provider will have monitoring responsibilities, and be responsible for communicating monitoring results with each other.The HCS-MRA Service Coordinator will monitor
Did the HCS and non-HCS services identified in the PDP occur?Did the person make progress towards desired outcomes?Is the person/family satisfied with progress?Are the expectations for health and safety being met?
The HCS Provider will monitorWere the services delivered in compliance with HCS Principles?Is progress occurring per the Implementation Plan?
Changes: Service Coordination Accessibility
SC monitoring frequency will vary based on the needs and preferences of the person
Minimum frequency of face-to-face contact is quarterly
SC monitoring includes communication with families and providers
Discovery process for PDP development or renewal addresses frequency
Changes: Additional MRA Responsibilities
The HCS-MRA Service Coordinator will be involved when: Emergency HCS services are neededLevel of Need assessments are completed(agree/disagree)Suspension of HCS services occurTermination of HCS services are recommendedTransfers between HCS Providers are requestedConsumer Directed Services option are requestedPermanency Planning for persons under age 22 is required
Changes: Rights and ComplaintsHCS-MRA SC must inform/assist HCS participant/LAR
regarding: Exercising legal rights as citizen & person with disability
Process for filing complaints with MRA about SC provision
Process for filing complaints about HCS services to • MRA• DADS• DFPS to report allegation of abuse, neglect or exploitation
Resources for Additional InformationRefer to the DADS website for transition
www.dads.state.tx.us/hcscmtransition/Refer to Texana Center website for transition
www.texanacenter.comParticipate in Information Meetings to be
conducted in April and MayContact Texana Center Authority Services at 281-
342-0090, or by [email protected]@texanacenter.com
Transition FAQs-Service PlanningQuestion 1: What is a Person-Directed Plan (PDP) and who
participates in its development?Question 2: What is an Individual Plan of Care (IPC) and who
participates in its development?Question 3: What is an Implementation Plan (IP) and who
participates in its development?Question 4: How does the person-directed planning process
support the service planning process in the HCS Program?Question 5: Does the development of the PDP and IPC need to take
place at two separate meetings or can they be done at the same meeting?
Question 6: How will the MRA SC communicate their agreement or disagreement with the IPC and MR/RC?
Transition FAQs-Service Planning Question 7: What avenues are available to program
providers for adding services to the IPC in an emergency? Question 8: Can the MRA SC can authorize an increase in
services on the IPC when it is submitted? How will DADS processes for reviewing changes in IPCs and requests for increases in LON work following this transition? (Added 12/7/09)
Question 9: Who is responsible for justifying the services on the IPC and where should the justifications be documented? How will DADS review HCS Program service component justification information following this transition? (Added 2/2/10)
Transition FAQs-Service PlanningQuestion 10.How will HCS Program transfers be
handled after this transition? (Added 2/2/10)Question 11.How does the MRA SC assist the
individual in choosing an HCS Program provider? (Added 2/2/10)
Question 12.Who will be responsible for maintaining an individual’s LOC/LON, including completing the MR/RC and ICAP? (Added 2/2/10)
Transition FAQs-MonitoringQuestion 1. What is the MRA SC’s role in monitoring HCS
Program providers? (Added 12/7/09)Question 2. If the HCS provider is not in the setting
monthly to conduct a face-to-face case management visit, whose responsibility is it to ensure individuals' health and safety and to conduct quality assurance related to the provision of foster/companion care? (Added 12/7/09)
Question 3. Please explain the responsibilities for monitoring in the HCS Program for the MRA SC and the HCS provider. (Added 12/7/09)
Transition FAQs-MonitoringQuestion 4: How will MRAs who are also HCS
Program providers be monitored and how will the division of responsibilities be applied in these situations? (Added 2/2/10)
Question 5: Following the transition, will the MRA SC or the HCS Program provider be responsible for routinely reviewing the individual’s plans such as quarterly reviews? (Added 2/2/10)
FAQs-COORDINATION BETWEEN AN HCS PROVIDER AND MRA SC
Question 1. How does DADS plan to accommodate circumstances beyond a provider’s control when performing certification reviews? For example, will providers be cited for missing paperwork if the reason for the missing paperwork is that the MRA SC did not provide it in a timely fashion?
Question 2. How will DADS assist the MRA SCs and program providers in maintaining productive working relationships and help to resolve complaints should they arise?
Question 3. How will documentation be shared between the HCS provider and MRA SC regarding the provision and monitoring of an individuals’ program services? Will the MRA SC share PDP progress reviews with the HCS provider?(Added 12/7/09)
FAQs-COORDINATION BETWEEN AN HCS PROVIDER AND MRA SC
Question 4. The rules require specific time frames for the program provider to notify the MRA SC of certain occurrences. For example, the program provider must:
notify the MRA SC of a suspension within one business day after services are suspended;
notify the MRA SC as soon as possible but no later than 24 hours after the program provider reports or is notified of an allegation of abuse, neglect , or exploitation involving an individual; and
if an emergency situation occurs, attempt to notify the MRA SC as soon as the emergency situation allows.
Will the MRA SC be "on call" to receive this notification? What type of response or support is the MRA SC going to provide in such instances? What forms of notification are acceptable? Can we use e-mail? (Added 12/7/09)
FAQs- MISCELLANEOUSQuestion 1. Who is responsible for responding to an
emergency? (Added 12/7/09)Question 2. Will MRA SC staff be able to see information
entered into CARE by providers? (Added 12/7/09)Question 3. What topics will be covered in the program
handbook currently in development? (Added 12/7/09)Question 4. Currently individuals and LARs have a choice
of HCS providers and if they don’t like their case manager they can transfer to another provider. Is that same process available for MRA service coordination? (Added 12/7/09)
Question 5. Is there a maximum caseload for an MRA SC? (Added 12/7/09)
FAQs- MISCELLANEOUSQuestion 6. How will funding change in the HCS Program
when case management is no longer provided by the HCS provider? (Added 12/7/09)
Question 7. How will HCS providers cover the costs associated with the provision of program coordination responsibilities following this transition? (Added 12/7/09)
Question 8: Following this transition will the HCS Program provider continue to be required to manage the individual’s personal funds upon the written request of the individual or LAR? Can the HCS Program provider charge the individual or LAR a fee for handling the individual’s funds? (Added 2/2/10)
FAQs- MISCELLANEOUSQuestion 9. Is Targeted Case Management
funded by contact or by month? (Added 2/2/10)
Question 10.What process is in place to ensure an HCS Program provider may enter billing for services if the MRA SC is late reviewing the IPC in CARE for agreement or disagreement? (Added 2/2/10)
QUESTIONS ABOUT THE HCS CASE MANAGEMENT TRANSITION FOR INDIVIDUALS, LEGALLY AUTHORIZED REPRESENTATIVES (LARS) AND ACTIVELY INVOLVED FAMILY MEMBERS
Question 1. Can an individual or LAR choose their MRA? How will the MRA assign MRA SCs to individuals? Can an individual change their MRA SC if they want to?
Question 2. How will an individual, LAR, or actively involved family member access the MRA SC to request assistance? If the MRA SC assigned to an individual is away from work for an extended period how will the individual receive needed service coordination?
Question 3. What are the minimum education and experience requirements for an MRA SC? For an MRA SC Supervisor?
QUESTIONS ABOUT THE HCS CASE MANAGEMENT TRANSITION FOR INDIVIDUALS, LEGALLY AUTHORIZED REPRESENTATIVES (LARS) AND ACTIVELY INVOLVED FAMILY MEMBERS
Question 4. What size caseload will each MRA SC be required to carry? How many MRA SCs can an MRA have in a single unit?
Question 5. Will there be a complaint process with appeals if an individual or LAR is dissatisfied with the service coordination they receive from the MRA or HCS Program service provision by the HCS Program provider?