2012 Annual Local Record Review 11:00 a.m. Teleconference Talking Points January 19, 2012

Transcription

1 2012 Annual Lcal Recrd Review 11:00 a.m. Telecnference Talking Pints January 19, 2012 Greetings: Welcme t the 2010 Lcal Annual Recrd review Telecnference Call and thank yu fr jining us. Bnnie Grifa and I will present the infrmatin fr tday s call. Befre we get started with tday s call, we ask that yu mute yur phne at this time by pressing * 6 and keep it muted until the questin and answer perid. I will pause a mment s that yu can d this. Yu will knw that yur line is muted when yu hear an peratr tell yu that t unmute yur line; yu will need t press #6. Tday s call is nt an peratr assisted call s if yur line is nt muted, we can all hear whatever nise r cnversatins yu are having at yur lcatin; Tday s telecnference call is being recrded in case yu need t review the infrmatin at anther pint in time r yu knw f a clleague that was nt able t participate n this call. We will have a questin and answer perid at the end f this segment f ur call. If we d nt get t all f the questins, we will develp a Q & A dcument. This year, we decided t divide the telecnference call int tw prtins. The first prtin f the call was designed t prvide new lcal system managers step-by-step guidance n hw t cmplete the recrd reviews fr bth Timely Initiatin f Services and Transitin. Fr Lcal System Managers wh have been cmpleting recrd reviews fr many years, we wanted t prvide yu with a brief verview f the pertinent infrmatin as well as sme cmmn issues/mistakes/questins that we have nted when reviewing recrd reviews in the past. Recrd Selectin The children selected fr the timely initiatin f services recrd review were pen and had either an initial, annual r peridic IFSP cmpleted during 10/1/2011 t 12/31/2011. The children selected fr the transitin recrd review were clsed t Part C and had as their transitin destinatin in ITOTS either referred t part B r eligible fr Part B services frm August 1, 2011 t December 31, Recrd Submissin This year, ALL recrd reviews (bth timely initiatin f services and transitin) will be submitted t the Part C ffice. Sme f yu may knw that Bnnie has resigned frm her psitin as a Mnitring Cnsultant here at DBHDS t accept a psitin t crdinate mental health services fr yung children ages birth t 5 acrss the Cmmnwealth f Virginia. Bnnie assumes these respnsibilities February 10 and will nt be able t accept any f the transitin recrd review infrmatin. While this is a tremendus lss t the Part C early interventin system, the children s mental health system has gained a true advcate wh will wrk tirelessly t ensure the best pssible system f care is in place fr yung children with scial-emtinal issues. 1

2 The recrd reviews are due t the Part C ffice n later than 5:00 p.m. n Friday, March 16, We will talk in a few minutes n the ways in which yu can submit this infrmatin The infrmatin we cllect frm this recrd review will be included in the State Perfrmance Plan/Annual Perfrmance Reprt due t OSEP n February 1, General Husekeeping-Timely Initiatin f Services There are n changes t the 2012 Annual Recrd Review frm fr timely initiatin f services. Please cmplete the recrd review frm as yu have dne in the past several years. IF yu have questins, please cntact Mary Anne White fr assistance. Lcal System Managers are respnsible fr ensuring that all required dcumentatin is submitted in a timely manner. This is a cntract deliverable and we will be tracking the date f submissin. This infrmatin will be ne data element cnsidered when calculating the lcal cmpliance with Indicatr 14b: Timely Submissin f Data. Remember: fr thse children wh had an annual r peridic IFSP ccur during the recrd review time perid, yu nly review the NEW services that were added at the time f the IFSP review r annual IFSP meeting. Changes in frequency, intensity, service Crdinatr are nt cnsidered new services. If yu have a child listed n yur recrd review frm that did nt have a new service added during the recrd review time perid, please cntact Mary Anne White t receive a replacement number. If services fr the child have nt started at the time yu are cmpleting the recrd review, please make a ntatin in the Indicate If This Service Has Nt Started clumn. Please nte that OSEP Memrandum (dated Octber 2008) requires the State Lead Agency t ensure that the early interventin system has initiated the service, thugh late, unless the child has mved frm yur jurisdictin. We will be cntacting yu during late summer/early fall t ask yu if the services had started fr these children s that we can reprt this infrmatin in the SPP/APR due t OSEP in February I respectfully request that yu submit yur requests fr replacement # s all at ne time. Since I try t find a child wh has similar characteristics as the riginal child (race/ethnicity, eligibility determinatin criteria, age, gender) it is very timely cnsuming t review ne child at a time frm a system rather than ding many children at ne time. Page 1 f the instructi8ns fr Timely Initiatin f Services will let yu knw, based n yur annual child cunt the number f recrds yu will need t reviews. Page 9 f these same instructins will let yu knw hw we are ensuring the children selected are a representative sample f yur lcal ppulatin. There is ne excel spreadsheet fr timely initiatin f services that needs t be cmpleted. The spreadsheet cntains 30 tabs, ne fr each child. Yu nly need t cmplete the number f recrd reviews fr the list f children sent t yu. The recrd review frm is designed t calculate the percentage fr timely initiatin f services based n the number f recrds that are entered int the spreadsheet 2

3 The percentages yu see n the tabulatin tab are PRELIMINARY results. Results are nt finalized until data is verified. When yu submit yur infrmatin fr timely initiatin f services, please ensure that fr every child yu include: Page 6 f the IFSP Page 8f the IFSP fr the initial/annual IFSP Page 9 f the IFSP fr peridic reviews Cntact nte dcumenting the initial visit fr each services listed n the IFSP. Since the initial start date fr Service Crdinatin can be cnsidered the date f the IFSP (if the Service Crdinatr signs the IFSP using her title as Service Crdinatr/Case Management), there is n need t submit dcumentatin t supprt the initial start date fr Service Crdinatin services. Dcumentatin supprting the justificatin prvided fr the delay in the start f services PLEASE nly submit the required dcumentatin. Extraneus dcumentatin can lead t cnfusin and misunderstanding f infrmatin related t the child PLUS we keep all f this dcumentatin and strage becmes an issue! Cmmn Themes/issues that have prvided sme cnfusin when cmpleting the recrd review fr timely initiatin f services Please watch ut fr typs, particularly when typing numbers. A single digit ff n an IFSP date, date the service started culd cause errrs in the calculatin f the 30 day timeline. This wuld als lead t data accuracy issues as the dates listed in the excel spreadsheet and supprting dcumentatin wuld nt match. Please lk at the signature page f the IFSP. We have nted that while the parent/guardian s signature is present n page 8, the date f their signature may be missing. Remember, the date f the IFSP meeting is the date the parent signs the IFSP IF yu d nt see a date next t a parent/guardian signature n Page 8 f the IFSP, yu will need t review the cntact ntes fr the dcumentatin that indicates that the parent signed AND dated the IFSP and submit this dcumentatin alng with Page 8 f the IFSP. Service Crdinatin services may be cnsidered as starting the date f the IFSP meeting as lng as the Service Crdinatr signs their name with their title. If a prvider serves a dual rle in an IFSP meeting (Service Crdinatr and service prvider), bth titles must be present next t the prviders signature. If it is determined that service crdinatin services started the date f the IFSP, yu d nt need t submit any dcumentatin ther than Page 8 f the IFSP. If yu chse the justificatin prvider unavailability as a reasn services did nt start in a timely manner, yu must submit dcumentatin that n prvider was available fr the child/family. If this dcumentatin is nt submitted, yur cmpliance fr Indicatr 14a (Data Accuracy) will be impacted as there will be n dcumentatin t match the justificatin prvided in the recrd reviews. With regard t n dcumentatin as a justificatin fr the delay in start f services;\ 3

4 Prir t selecting this justificatin, reviewers are expected t make every effrt t drill dwn and determine the reasn fr the delay in timely start f services, even if that reasn has nt been clearly dcumented (r easily lcated) in the child s recrd. If the reasn can be determined thrugh this drill dwn, a cntact nte must be written dcumenting the current date, the reasn fr the delay in timely start f services and hw that reasn was determined. The justificatin n the recrd review frm wuld reflect the justificatin determined thrugh this drill dwn. If, after the drill dwn, there is insufficient infrmatin t dcument the reasn fr delay, then the effrts made shuld be dcumented in a cntact nte and placed in the child s recrd indicating the date f the review and that there is n dcumentatin related t the delay in timely initiatin f services. In this situatin, the justificatin n the recrd review frm wuld be n reasn dcumented. Please review paged 10 and 11 f the Instructins fr Timely Initiatin f Services t ensure that the justificatin selected fr delay in starting services meets the criteria utlined n these pages. If yu have any questins, please cntact Mary Anne White Methds fr Submitting the Recrd Review and Supprting Dcumentatin fr bth Timely Initiatin f Services and Transitin Please rganize the supprting dcumentatin submitted by child with the ITOTS number n at least the first page f the infrmatin submitted. Since bth sets f recrd reviews are cming t the Part C ffice, it wuld be extremely helpful if yu culd identify which set f dcumentatin ges with transitin and which ges with timely initiatin f services Fllwing receipt f yur infrmatin, yu will receive an dcumentating the Part C ffice s receipt f the infrmatin Infrmatin t be submitted t the Part C ffice includes: The excel spread sheet fr bth timely initiatin f services and transitin The supprting dcumentatin fr bth timely initiatin f services and transitin The Recrd Review Verificatin frm. Yu may submit ne frm fr bth timely initiatin f services Please be very careful when entering infrmatin int the excel spreadsheets. The infrmatin n the recrd review frm must match the dcumentatin submitted r the infrmatin is cnsidered inaccurate and reflected in yur system s cmpliance with Indicatr 14a (data accuracy) Methd 1: The Part C ffice is explring the use f a Secure File Transfer Prtcl (STFP) that will allw the secure and safe exchange f file dcuments that cntain persnal health infrmatin. Once the SFTP is functinal, lcal users will need t purchase sftware that will allw them t uplad and dwnlad persnal health infrmatin. We will keep yu psted abut the pssibility and feasibility f using this mechanism t submit yur recrd review infrmatin. FAX: the Recrd Review Verificatin frm fr bth Timely Initiatin f Services t Mary Anne (804) , Mail r Hand Deliver the excel spreadsheet t Mary Anne maryanne.white@dbhds.virginia 4

5 Mail r Hand Deliver: all supprting dcumentatin fr bth reviews t Mary Anne White at the Part C ffice. The addresses are included in the instructins fr timely initiatin f services. If yu chse t mail (using the UP Pst Office) yur supprting dcumentatin, please allw time fr the mail t arrive at the Part C ffice. The POSTMARK n the envelpe must be befre the deadline f 5:00pm Friday March in rder fr the infrmatin t be cnsidered submitted in a timely manner A wrd f CAUTION regarding the US mail There have been several streamlining effrts made regarding sending and receiving mail frm all State Agencies, including DBHDS. All incming/utging mail ges t a central lcatin where it is srted by state agency then delivered t the apprpriate state agency mail rm The state agency mail rm srts the mail int the apprpriate departments and the mail is sent t the department flr where it is placed in a divisin mailbx. Each divisin checks the mailbx t get their mail and then disseminates t the apprpriate persnnel; Mail is nt date stamped as received until it is picked up by Keisha which culd be a day r tw after it is received within the state agency mail system. The same prcess applies t any vernight services yu might use thrugh the US Pst Office If yu chse t use grund delivery services such as USP r FEDEX t send yur supprting dcumentatin, check with the delivery cmpany n hw lgn it will take t get t ur ffice. Please be sure t mail t ur street address (1220 Bank Street Richmnd VA 23218) and nt ur PO Bx # A wrd f CAUTION regarding grund delivery services When a package is delivered, it ges t the agency mail rm and is checked in. The mail rm delivers the package t the individual typically the day it was received If yu are ging t use an vernight service ffered thrugh the grund delivery service, me that yu are ding s and what time the delivery shuld be expected. I will ntify yu if I d nt receive the dcumentatin s that yu can fllw-up with the delivery services If yu chse t hand deliver the recrd review infrmatin t the Part C ffice, give the dcumentatin t either Keisha White, Irene Sctt r place the dcumentatin n the chair in Mary Anne White s ffice. Be sure the name f yur lcal system and the date delivered is dcumented (and initialed) n the package. If yu hand deliver the infrmatin t a Richmnd based staff member (Beth Tlley, Karen Durst, David Mills r Mary Anne White) during a meeting/training, please ask them t give the infrmatin t Mary Anne White. Be sure the name f the lcal system and the date handed t the Part C staff member is dcumented (and initialed) n the package. 5