dbhds rate-setting provider survey instructions · 2014-04-05 · dbhds 2014 provider rate study...

DBHDS Virginia Department of

Behavioral Health and Developmental Services

My Life, My Community

Provider Rate Study – Provider Survey Instructions

April 5, 2014

Prepared by:

3030 NORTH THIRD STREET, SUITE 200 PHOENIX, ARIZONA 85012 (602) 241-8520

DBHDS 2014 Provider Rate Study Provider Survey Instructions

Page i

April 5, 2014

TABLE OF CONTENTS

Introduction ................................................................................................................................................... 1

Training Conference Call .......................................................................................................................... 1

Accessing the Survey ................................................................................................................................ 2

Overview of the Survey ............................................................................................................................ 2

Completing and Submitting the Survey .................................................................................................... 3

Agency Contact Information and Revenues ................................................................................................. 4

Services Provided .......................................................................................................................................... 4

Administrative and Program Support Costs .................................................................................................. 5

“Admin Staff” – Salary and Benefit Costs for Administrative and Program Support Staff ..................... 5

“Admin Other” – Administrative and Program Support Expenses Other Than Staff Costs ..................... 7

Direct Support Professional (DSP) Costs ..................................................................................................... 9

Direct Support Professional (DSP) Wages and Training .......................................................................... 9

Direct Support Professional (DSP) – Allocation of Work Hours ........................................................... 10

Fringe Benefits for Direct Support Professional (DSPs) ........................................................................ 10

Consumer-Directed Service Facilitation – Productivity and Other Factors ................................................ 13

Supported Living (H2014 or 97535) and Other In-Home Residential Support (H2014) – Productivity and Other Factors ............................................................................................................................................... 14

Supported Living Site Details ..................................................................................................................... 15

Congregate Residential Support (97535) – Sponsored Placement – Productivity and Other Factors ........ 16

Congregate Residential Support (97535) – Group Home – Productivity and Other Factors ...................... 19

Group Home Details ................................................................................................................................... 20

Personal Assistance (T1019) – Productivity and Other Factors ................................................................. 21

Companion Services (S5135) – Productivity and Other Factors ................................................................ 22

Respite (T1005) – Productivity and Other Factors ..................................................................................... 23

Family/Caregiver Training (S5111) – Productivity and Other Factors ....................................................... 24

Supported Employment-Individual (H2023) – Productivity and Other Factors ......................................... 25

Supported Employment–Enclave/Work Crew (H2024) – Productivity & Other Factors ........................... 26

Pre-Vocational Services (H2025) – Productivity and Other Factors .......................................................... 28

Day Support (97537) – Productivity and Other Factors ............................................................................. 30

Skilled Nursing Services (T1002 and T1003) – Productivity and Other Factors ....................................... 32

Therapeutic Consultation (97139) – Productivity and Other Factors ......................................................... 33

Crisis Stabilization – Productivity and Other Factors ................................................................................. 35


Page 1

April 5, 2014

INTRODUCTION

As part of its comprehensive review of the Commonwealth’s Medicaid waivers serving individuals with intellectual and developmental disabilities, the Virginia Department of Behavioral Health and Developmental Services (DBHDS) is in the process of studying the reimbursement rates paid to wavier service providers. Burns & Associates, Inc. (B&A) is providing assistance in this initiative.

Part of this review includes a provider survey to collect data regarding providers’ service delivery designs and costs. The information being collected in this survey will be a factor in the rate setting process and will be utilized only for this purpose. These instructions are intended to assist providers in the completion of the survey.

The following services are included in the survey:

- Consumer-Directed Service Facilitation - Family/Caregiver Training

- Supported Living and Other In-Home Residential Support

- Supported Employment – Individual

- Supported Employment – Enclave/Work Crew

- Congregate Residential – Sponsored Placement - Pre-Vocational Services

- Congregate Residential – Group Home - Day Supports

- Personal Assistance - Skilled Nursing Services (RN and/or LPN)

- Companion Services - Therapeutic Consultation

- Crisis Stabilization (Intervention and/or Supervision)

- Respite

Training Conference Call

B&A is hosting a conference call to discuss the survey and instructions and to respond to questions. Following are the details:

Date and Time: Wednesday, April 16, 1:00 PM to 4:00 PM EST Call-In Number: (800) 920-7487, use participant code 47298647# Web site: http://goo.gl/ZAGrR5

(Note: the web site will allow you to follow along as B&A demonstrates the use of the survey, but it will not have audio so you will still need to call in)

The provider survey can be complicated so all providers are encouraged to listen in on the training conference call. If that is not possible, providers may contact Stephen Pawlowski with B&A at any time during the survey period at [email protected] or (602) 241-8519 for assistance or questions.


Page 2

April 5, 2014

Accessing the Survey

The survey is a Microsoft Excel file compatible with Excel 97 and newer versions.

The survey includes macros that must be enabled. This process differs according to your version of Excel:

User of Excel 2007 or new versions will get a warning and should select “Enable this content.”

Versions of Excel prior to 2007 must have their security setting for macros set at “Medium” or lower. To view or change the setting, open Excel and follow these steps:

1. Select Tools (from the menu) 2. Select Options… 3. Select the “Security” Tab in the popup menu 4. Select the button (lower right hand side) titled Macro Security… 5. Select the “Security Level” Tab in the new popup menu 6. Select “Medium. You can choose whether or not to run potentially unsafe macros” (Note

the current setting if you wish to reset it after finishing the survey) 7. Press the “OK” button to exit the popup menus 8. Exit and restart Excel

Overview of the Survey

Broadly, the survey is designed to collect information in six primary areas:

- Wages and Benefits of Administration and Program Support Staff - Other Administration and Program Support Costs - Direct Support Professionals Wages and Training - Allocation of Direct Support Professionals Work Hours - Benefits for Direct Support Professionals - Service-Specific Productivity and Other Factors

All providers should complete the forms related to Administration and Program Support Staffing, Other Administration and Program Support Costs, Direct Support Professional (DSP) Wages and Training, Allocation of DSP Work Hours, and DSP Benefits.

Each individual service has its own Productivity and Other Factors form. Providers should only complete the forms for the services that they provide (and the survey will only produce the forms for those services that providers indicate that they deliver). Each of the Productivity and Other Factors forms include separate columns for services in Northern Virginia (“N. VA”) areas (Arlington, Clarke, Fairfax, Fauquier, Loudoun, Prince William, Spotsylvania, Stafford, and Warren counties and the cities of Alexandria, Fairfax, Falls Church, Fredericksburg, Manassas, and Manassas Park) and for services delivered in the rest of the State (ROS). If your agency delivers services in both regions, both columns should be completed.

Throughout the survey, fields in which users may record data are shaded in light green. Examples are shaded in grey. Dark green fields are automatically calculated based upon other responses.

Providers should provide information from their most recently completed fiscal year for which data is available.


Page 3

April 5, 2014

Completing and Submitting the Survey

When saving the forms, please add your agency’s name to the beginning of the file name; e.g., “ABC Agency DBHDS Rate-Setting Provider Survey”.

The deadline for submitting completed surveys is May 5, 2014. Please submit completed surveys to B&A at [email protected]. If there are any factors that you believe should be considered but were not included in the survey, note those issues (and any other comments) in the transmittal email when submitting the survey. You may also submit any other documentation that you would like considered as part of this study.

If you have any questions regarding the survey, please contact Stephen Pawlowski with B&A at (602) 241-8519 or [email protected].

Partially completed surveys will be accepted. If any information requested in the survey is unavailable, leave that field blank. Similarly, if there is any schedule that your agency cannot complete, that form may be left blank. Even if a submitted survey is incomplete, the information that your agency is able to provide will be considered as part of the analysis of survey responses.

The remainder of this document provides instructions for completing each of the forms included in the survey.


Page 4

April 5, 2014

AGENCY CONTACT INFORMATION AND REVENUES

Use this sheet to record contact information for your agency. Specifically, input the following information:

- The name of your organization - The provider ID number or numbers used by your organization to bill for Intellectual Disabilities

(ID), Individual and Family Developmental Disabilities Support (IFDDS), and Day Supports (DS) waiver services

- The name of the person responsible for the information submitted in the survey and that person’s: - Job title, - Phone number, - Email, and - Address

Additionally, this sheet requests information regarding revenues from your agency’s most recently completed fiscal year. Report agency revenues using the following categories:

- ID, DD, and Day Support Waivers and Related Revenues – include waiver payments as well as other revenues that support waiver-funded programs such as local government funds, private payments, and donations

- Other Agency Revenues – input revenues associated with any other programs operated by your organization (e.g., behavioral health services)

- Total Revenues – The worksheet will sum the two previous amounts to calculate total agency revenue

Note: Do not include revenues associated with members’ federal benefits (e.g., SSI/SSDI payments).

SERVICES PROVIDED

This form includes check boxes for each of the services included in the survey. Select those services provided by your organization. When a check box has been selected, the corresponding Productivity and Other Factors worksheet for that service will be ‘unlocked’ for completion.


Page 5

April 5, 2014

ADMINISTRATIVE AND PROGRAM SUPPORT COSTS

The survey includes two worksheets relating to your organization’s administration and program support costs. The purpose of these pages is to collect all expenses that are not direct care costs, which are surveyed elsewhere.

There are not always clear distinctions between direct care, program support, and administration costs and definitions of these terms vary. For the purposes of this survey, the following guidelines should be used:

- Direct care costs include the salaries and benefits (including unemployment insurance and workers’ compensation) of DSPs, member transportation expenses, the physical space in which programs are delivered (e.g., the room in which a Day Support program is operated), and program materials and supplies (e.g., art supplies). Direct care costs should not be reported in the two “Admin” worksheets described below.

- Administrative costs are those associated with the operation of your organization, but which are not program-specific. Employees that are typically considered administrative include general management, financial/accounting, and human resource staff. Expenses associated with these staff (e.g., their office space, utilities, etc.) are also considered administrative.

- Program support costs are expenses that are neither direct care nor administrative. Such activities are program-specific, but not on behalf of an individual member. Examples include staff responsible for training direct care workers, program development, supervision, and quality assurance. Expenses associated with these staff (e.g., their office space, utilities, etc.) are also considered program support.

“Admin Staff” – Salary and Benefit Costs for Administrative and Program Support Staff

This sheet is to be used to record information regarding the staff responsible for the administrative and program support functions of your organization. DSPs performing non-direct activities related to their caseload (e.g., completing incident reports or attending planning meetings) are not considered administrative or program support so, in general, DSPs would not be listed on this form. However, in smaller firms in particular, staff who deliver direct services may also perform administrative and program support functions and should therefore be listed. For example, an individual therapist contracting with the Commonwealth will be responsible for the administrative tasks of their business (e.g., performing billing and accounting functions, completing required business filings, etc.) so this individual should listed.

All figures should be for your agency’s most recently completed fiscal year. Following are descriptions of the fields included in this worksheet:

- Title – Input the job title for each administrative or program support employee. If your organization has multiple employees within a given job title (e.g., three Human Resource Specialists), you may list them in the same row if their time is allocated similarly (e.g., each spends 100 percent of their time on administrative functions; see the discussion below for the Percent of Time Allocated to Waiver Programs column). Do not combine staff with different job titles in a single row.

- Number of Employees – Record the number of individuals (not full-time equivalents) in each job title employed by your organization.

- Wages – Input the wages (inclusive of salary, bonuses, and any other cash compensation) actually earned in the most recently completed fiscal year by the individual(s) included in each job title.

Note: Only report actual wages paid, rather than salary levels (e.g., if an employee was hired midyear, report the wages that they earned and not their annual salary).


Page 6

April 5, 2014

- Cost of Select Benefits – Input the cost to your organization in the most recently completed fiscal year to provide the following benefits to individual(s) associated with each job title: health insurance, dental insurance, retirement, and any other benefits that are provided at your organization’s discretion.

Note: Do not include mandatory expenses such as Social Security, Medicare, workers’ compensation, and unemployment insurance. These costs will be calculated separately.

Note: Only report costs paid by your organization. Exclude employee costs such as their share of health insurance premiums or retirement contributions. Similarly, if a benefit is available but an employee opts not to participate, no cost should be reported.

- Percent of Time Allocated to Waiver Programs – The next three columns relate to the amount of each employee’s time that is devoted to your organization’s waiver programs (i.e., those programs associated with the ID, DD, and Day Support Waivers and Related Revenues reported in the Annual Agency Revenue section).

- Direct Care – Input the percentage of time that the employee is providing direct care services to persons with developmental disabilities.

Note: Although this sheet is only intended to capture information regarding administrative and program support staff, this column has been included because these staff, particularly in smaller agencies, may provide direct care at times.

- Administration – Input the percentage of time that the employee is performing waiver-related administrative functions.

- Program Support – Input the percentage of time that the employee is performing waiver-related program support functions.

- Percent of Time Allocated to Other Programs – Input the portion of each employee’s time that is allocated to other programs. This column is included because some employees support multiple programs and it would be inappropriate to allocate their total salary and benefits costs to the waiver programs. For example, an executive director may lead an agency that provides both waiver and behavioral health services so only a portion of their time (and cost) should be allocated to the waiver program.

Note: If your agency does not already have a methodology for allocating costs across programs, it is recommended that your organization conduct a one-week time study in which staff maintain logs and record (no less frequently than once per hour) the program on which they are working. After that week, each employee’s time would be allocated based on their log. For example, if an employee worked 40 hours and 10 of their hours were related to the waiver programs, 25 percent of that employee’s time would be allocated to direct care, administration, and/ or program support of the waiver programs, as appropriate, with the remaining 75 percent input in the Other Programs column. If a time study is not feasible for your organization, please contact B&A to discuss other potential allocation methodologies.

Note: The total of the time allocated across waiver programs (direct care time, administration, and program support) and other programs should equal 100 percent. If it does not, an error message will appear to the right of the table.


Page 7

April 5, 2014

“Admin Other” – Administrative and Program Support Expenses Other Than Staff Costs

This sheet collects information for all administrative and program support costs other than staff expenses. Costs associated with direct care should not be included in this worksheet.

For each category of expenses, the form requests the total expense for your agency’s most recently completed fiscal year. Then, the form asks how that expense should be allocated to direct services, administration, and program support for your agency’s waiver programs (funded by the ID, DD, and Day Support Waivers and Related Revenues reported in the Annual Agency Revenue section) as well as to your organization’s other programs. The preceding Admin Staff section discusses allocating costs across programs and similar principles apply here. For example, if 25 percent of an employee’s time is allocated to administration of the organization’s waiver programs and 75 percent is allocated to other programs, costs associated with that staff person (such as office space, utilities, etc.) should be similarly allocated.

Note: The total allocation of costs across waiver programs (direct care time, administration, and program support) and other programs should equal 100 percent. If it does not, or if a cost has been entered but not allocated, an error message will appear to the right of the table.

Note: It is understood that there may be some differences regarding how organizations categorize their expenses. The categories provided on the form are common administrative and program support expenses, but agencies are not required to report an amount for each and should use the categories that are closest to their own accounting classifications. For example, an organization’s accounting records may group postage costs with office supplies. In this case, the agency can report its total office supplies cost (including postage) on that line rather than trying to break postage out of their records. Additionally, Lines 22-24 are available to report expenses that do not fit well into the provided categories.

Following are descriptions of the fields included in this worksheet:

- Line 1 – Input your agency’s rent/ mortgage/ depreciation costs for administration and program support space.

Note: Do not include costs associated with direct care space such as the rooms in which Day Supports programs are conducted or group homes. Some portion of group home space may be included if the home has dedicated administrative space such as in the case of a provider with a single home and no other office space.

- Line 2 – Input the number of square feet associated with the facility rent/ mortgage/ depreciation expense reported in Line 1.

- Line 3 – As applicable (i.e., for leased space), input the cost per square foot for the space noted on Line 2. (Note that multiplying Lines 2 and 3 should be equal to the total reported on Line 1)

- Line 4 – Input facility maintenance costs that are not part of the rental costs recorded on Line 1.

- Line 5 – Report office equipment and furniture costs.

- Line 6 – Input your agency’s depreciation expenses for capital items other than facilities.

- Line 7 – Include expenses for interest paid, excluding mortgage interest, by your organization.

- Line 8 – Input utility and similar costs that are not included as part of rental costs already reported. Do not include costs associated with direct care space such as group homes and Day Support facilities.

- Line 9 – Input property and income taxes paid by your organization, but do not include payroll taxes (Social Security and Medicare).

- Line 10 – Input your agency’s licensing, certification, and/or accreditation fees.


Page 8

April 5, 2014

- Line 11 – Input your agency’s hiring expenses, which could include expenses such as background checks, placement agency fees, etc. Do not include training-related costs in this line.

- Line 12 – Input your agency’s insurance costs. Do not include employee benefits such as health or dental insurance, workers’ compensation costs, or automobile insurance.

- Line 13 – Record your agency’s information technology expenses, such as computers and software, associated with administrative and program support functions and staff.

- Line 14 – Include general office supply costs, but do not include program supplies such as materials used as part of a Day Support program.

- Line 15 – Record your agency’s postage costs.

- Line 16 – Input your agency’s advertising costs.

- Line 17 – Input your agency’s costs for memberships in business, technical, and/or professional organizations or subscriptions to business, professional, and/or technical periodicals.

- Line 18 – Input the costs of professional and consultant services related to your agency’s operation. Do not include costs associated with contractors who provide direct care services.

- Line 19 – Input travel related costs (e.g., mileage reimbursement) for administrative and program support functions and staff. Do not include travel associated with direct care such as company vehicles used to transport members or reimbursement of direct care staff for the use of their personal vehicles.

- Line 20 – Input your agency’s allocated corporate office overhead costs that are not otherwise captured elsewhere in the “Admin Staff” and “Admin Other” forms, if applicable. For example, some multi-state organizations have a parent office to which a portion of local organizations’ revenues are allocated, but which cannot be identified with specific corporate staff (and so cannot be reported on the Administration and Program Support Staff form) or expenses (that would be listed on another line on this form).

- Line 21 – If corporate office costs are reported in Line 20, describe the allocation methodology used to assign costs to the agency’s Virginia operations.

- Lines 22-24 – Input any other administrative or program support costs that do not fit into the provided categories. Label any categories that you add and report the associated expense.


Page 9

April 5, 2014

DIRECT SUPPORT PROFESSIONAL (DSP) COSTS

There are three forms to collect DSP-related data: wages, allocation of work time, and benefits.

Note: For the purpose of the survey, the term DSP includes all staff that provide direct care, including nurses and therapists.

Direct Support Professional (DSP) Wages and Training

This form collects information regarding the wages paid to your agency’s direct support professionals. Following are descriptions of the fields included in this worksheet:

- Job Titles – List the job titles of staff that provide direct services. Staff do not need to be listed individually; they can be grouped by job title, but do not group employees together when there are meaningful differences. For example, staff that supervise other employees should not be combined with staff who do not have such responsibilities. Or, if your agency uses a single job title for all DSPs, but always pays staff providing Supported Employment services a higher wage, these staff should be reported separately.

- Primary Service Area – Using the drop down menu, indicate whether the staff in each category primarily work in Northern Virginia or elsewhere in the rest of the State. It is recognized that some staff may provide services in both areas so the area in which they deliver the majority of their services should be selected. Additionally, staff that primarily work in Northern Virginia (see the definition on page 2) and staff that primarily work elsewhere in the State should be recorded on separate lines.

- Employee/Contractor – Using the drop-down menu, select whether the staff in each job category are agency employees or contractors. If a given job title includes both employees and contractors, complete one row for employees and another for contractors.

- Supervisor/Non-Supervisor – Using the drop-down menu, indicate whether the job category has supervisory duties. If a given job title includes both supervisors and non-supervisors, complete one row for supervisors and another for non-supervisors.

- If Supervisor, # of Staff Supervised – For employees with supervisory responsibilities, input the average number of direct reports each supervisor has.

- Total Hours Paid – Input the number of hours for which staff in each job title were paid within the past year. The total is inclusive of paid time off (e.g., holidays) and overtime hours.

- Total Wages Paid – Input the total wages paid within the past year to staff in each job title listed. The amount reported here should be inclusive of overtime pay, shift differentials, paid time off (holidays, vacation pay, etc.), and all other cash compensation.

- Average Hourly Wage – This field is calculated automatically by dividing total wages paid by total hours paid.

- Estimated Annual Turnover: Using the drop down menu, indicate the estimated annual turnover experienced for this job category. The responses are in 15 percent increments. Calculate turnover by dividing the number of staff within the reported job title who left the position within the past year (through a transfer or promotion, separation, etc.) and for whom a replacement was/ is needed, by the number of employees within the job title over the course of your agency’s most recently completed fiscal year.

- Vacancy Rate – Report the vacancy rate for each job category on the last day of your agency’s most recently completed fiscal year. Calculate the vacancy rate by dividing the number of


Page 10

April 5, 2014

unfilled positions by the total number of ‘active’ positions (the total of filled positions as well as positions being actively recruited).

- Staff Development Hours (First Year) – Input the average number of training and development hours that a staff person in the reported job title receives during their first year with your organization.

- Staff Development Hours (Following Years) – Input the average number of annual training and development hours that a staff person in the reported job title receives after their first year of employment.

Direct Support Professional (DSP) – Allocation of Work Hours

This form seeks to allocate the work time of the staff reported on the DSP Wages form. The job titles listed on the DSP Wages form are automatically transferred to this form.

Each column is labeled with a waiver service or “Other Services” or “Non-Direct Time”. Other services may include waiver services that are not part of this survey or services that are part of another program. Non-direct activities relate to hours that a person works, but which are not direct services delivered in the presence of a member. Only working hours should be considered when completing this form; do not include paid time off (holidays, vacation, or sick leave).

For each job listing, input a percentage into each column corresponding to the portion of the staff’s time that is spent on that service/activity. Zeroes do not need to be entered. The total allocation of time across the columns should equal 100 percent. If it does not, an error message will appear to the right of the table.

Fringe Benefits for Direct Support Professional (DSPs)

This worksheet requests information regarding the benefits available to DSPs. Consider only DSPs when completing this worksheet; do not include administrative and program support staff as these costs are captured on the Admin Staff form.

There are separate columns for full-time and part-time direct service staff. For the purposes of the survey, full-time is defined as at least 30 hours per week.

Following are descriptions of the fields included in this worksheet.

Staffing

- Line 1 – Input the number of DSPs currently employed by your agency.

Holidays and Paid Time Off

The questions for holidays and paid time off (PTO, vacation and sick time) are similar and combined below.

Note: For the purpose of the survey, holidays include only paid days off (being paid for a holiday when not working that day) or compensatory time (vacation hours that an employee receives for working on a holiday that they can later use as paid time off). Additional holiday pay (such as time-and-a-half for employees who work on a holiday) should not be counted in this section – this compensation should have been reported in the Total Wage Paid section of the DSP Wages and Training form.


Page 11

April 5, 2014

- Lines 2 and 7 – Using the Yes/No drop down list, indicate whether DSPs are eligible for the applicable benefit. If the response is “No”, the remaining questions (Lines 3 through 6 for holidays and Lines 8 through 12 for paid time off) do not need to be completed.

- Lines 3 and 8 – Using the drop down list, choose the timeframe that is closest to the waiting period before DSPs become eligible for the applicable benefit.

- Lines 4 and 9 – Input the minimum number of hours per week that DSP must work in order to receive the applicable benefit.

- Lines 5 and 10 – Record the number of DSPs that are currently eligible for the applicable benefit (the number should be no more than the figure reported on Line 1).

- Lines 6 and 11 – Record the number of holidays (not hours)/average number of PTO days (not hours) that DSPs receive.

- Line 12 – In addition to the paid days off reported on Line 11, report the number of paid days of that DSPs received for days they could not work due to poor weather conditions (in other words, staff were paid for cancelled shifts) in your agency’s most recently completed fiscal year.

Health Insurance and Retirement

The questions for health insurance and retirement benefits are similar:

- Lines 13 and 19 – Using the Yes/No drop down list, indicate whether DSPs are eligible for the applicable benefit. If the response is “No”, the remaining questions (Lines 14 through 18 for health insurance/Lines 20 through 24 for retirement) do not need to be completed.

- Lines 14 and 20 – Using the drop down list, choose the timeframe that is closest to the waiting period before DSPs become eligible for the applicable benefit.

- Lines 15 and 21 – Input the minimum number of hours per week that a DSP must work in order to receive the applicable benefit.

- Lines 16 and 22 – Record the number of DSPs that are currently eligible for the applicable benefit (the number should be no more than the figure reported on Line 1).

- Lines 17 and 23 – Record the number of DSPs that currently receive the applicable benefit.

- Line 18 – Input your organization’s total spending on health insurance premiums for DSPs in your agency’s most recently completed fiscal year. Do not include costs for administrative or program support staff; these expenses should have been recorded on the Admin Staff worksheet. Do not include employee contributions.

- Line 24 – Input your organization’s average retirement contribution (as a percent of wages) for those DSPs that participate in the retirement offering. Do not include any employee contributions.

Other Benefits

Your organization may offer other benefits to staff (e.g., dental or vision insurance or tuition reimbursement). The following questions relate to these other benefits:

- Line 25 – Using the Yes/No drop down list, indicate whether your organization provides other benefits to DSPs. If the response is “No”, the remaining questions (Lines 26 through 31) do not need to be completed. For the purposes of the survey, mileage reimbursement and paid training are not considered benefits.

- Line 26 – Input the other benefits that are provided.


Page 12

April 5, 2014

- Line 27 – Using the drop down list, choose the timeframe closest to the waiting period before DSPs become eligible for the applicable benefit. If your agency provides multiple other benefits with different waiting periods, answer the question for the benefit with the greatest cost.

- Line 28 – Input the minimum number of hours per week that DSP must work in order to receive the applicable benefit. If your agency provides multiple other benefits with different minimum hour requirements, answer the question for the benefit with the greatest cost.

- Line 29 – Record the number of DSPs that are currently eligible for the applicable benefit (the number should be no more than the figure reported on Line 1). If your agency provides multiple other benefits, answer the question for the benefit with the greatest cost.

- Line 30 – Record the number of DSPs that currently receive the applicable benefit. If your agency provides multiple other benefits, answer the question for the benefit with the greatest cost.

- Line 31 – Input total spending on these benefits for DSPs in your agency’s most recently completed fiscal year. Do not include costs for administrative or program support staff; these expenses should be recorded on the Admin Staff worksheet.

State Unemployment Insurance and Workers’ Compensation

- Line 32 – Many organizations make quarterly payments to the Virginia Employment Commission for state unemployment insurance taxes based on an employer-specific tax rate, which varies according to each employer’s “experience rate” (the ratio of taxes paid to benefits claimed by former employees). The tax is applied to the first $8,000 in wages paid to each employee and the rate ranges from 0.1 percent to 6.2 percent. If your organization makes payments based on a tax rate, report its state unemployment insurance tax rate for 2013.

Note: Do not include the federal unemployment insurance tax.

- Line 33 – Some organizations, including some non-profits, may elect to pay the actual cost of benefits paid to former employees rather than making payments based on a computed tax rate. If your organization makes “payments in lieu of contributions”, report the total payments made in 2013 related to DSPs. Do not include federal unemployment insurance costs.

Note: Your organization should complete either Line 32 or Line 33, but not both.

- Line 34 – Input your workers’ compensation cost for DSPs as a rate for each $100 in wages paid as of the last day of your agency’s most recently completed fiscal year. If your organization has multiple policies, provide a weighted average of the policies associated with DSPs in your agency’s waiver programs.


Page 13

April 5, 2014

CONSUMER-DIRECTED SERVICE FACILITATION – PRODUCTIVITY AND OTHER FACTORS

Agency Caseload

- Line 1 – Record the number of waiver enrollees receiving Consumer-Directed service facilitation from your organization.

- Line 2 – Input the average caseload (number of members) of a service facilitator.

- Line 3 – Input the average number of hours required to complete an Initial Comprehensive visit (H2000).

- Line 4 – Input the average number of hours required to provide Employee Management Training/ Consumer Training (S5109) during a single training session.

- Line 5 – Input the average number of hours required to complete a Routine visit (99509).

- Line 6 – Input the average number of hours required to complete a Reassessment visit (T1028).

Staffing Pattern

This section requests information regarding the ‘typical’ week for a service facilitator.

- Line 7 – Input the number of hours per week that a service facilitator typically works (i.e., paid hours).

- Line 8 – The number of hours per week that a service facilitator performs direct, face-to-face consumer-directed services (i.e., visits and training).

- Line 9 – Input the number of hours per week that a service facilitator is participating in Individual Support Plan (ISP)/Plan of Care meetings.

- Line 10 – Input the number of hours per week that a service facilitator participates in member assessments.

- Line 11 – Input the number of hours per week that a service facilitator is traveling between member visits.

- Line 12 – Input the number of hours per week that a service facilitator spends on recordkeeping activities, other than documentation that occurs during the course of face-to-face visits.

- Line 13 – Input the number of hours per week that a service facilitator is engaged in ‘employer time’ and not performing direct service duties. Examples include staff meetings, filing employer required paperwork (not related to service delivery), and receiving counseling from a supervisor. Do not include time spent on training programs.

- Lines 14-16 – If there are activities that are part of a service facilitator’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a service facilitator typically spends on that activity.

- Line 17 – This line calculates whether all staff hours have been allocated; the sum of the activities listed in Line 8 through 16 should be equal to the total number of hours worked noted in Line 7. If “No” appears in this line, review and revise the appropriate hours.

- Line 18 – Input the number of miles per week that a service facilitator travels between member visits.

- Line 19 – Input the number of miles per week that a service facilitator travels while transporting members.


Page 14

April 5, 2014

SUPPORTED LIVING (H2014 OR 97535) AND OTHER IN-HOME RESIDENTIAL SUPPORT (H2014) –

PRODUCTIVITY AND OTHER FACTORS

The survey differentiates between services delivered to members living with unpaid caregivers and members receiving Supported Living whether billed as In-Home Residential Support or as Congregate Residential Support. It is recognized that the same staff may deliver services to members in both living situations, but agencies are asked to consider these two groups separately.

Agency Caseload and Service Design

- Line 1 – Record the number of waiver enrollees receiving In-Home Residential Support from your organization.

- Line 2 – Input the average number of visits that a member receives per week. If a member receives two visits on the same day (e.g., morning support hours and evening support hours), count each visit separately.

- Line 3 – Input the average number of hours that a member visit lasts.

- Line 4 – Input the average number of member visits that a DSP conducts per week. If a DSP sees the same member multiple times in a week, count each visit separately. This question relates to the number of visits that a single DSP conducts during a typical week in contrast to Line 2, which asks about the number of visits that a single member receives in a typical week.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing In-Home Residential Support services.

- Line 5 – Input the number of hours per week that a DSP typically works (i.e., paid hours).

- Line 6 – The number of hours per week that a DSP is engaged in In-Home Residential Support service delivery. This line is automatically calculated by multiplying Line 4 (number of visits per week) by Line 3 (number of hours per visit).

- Line 7 – Input the number of hours per week that a DSP is providing other direct (face-to-face) services (for example, if they also provide Respite services).

- Line 8 – Input the number of hours per week that a DSP is participating in Individual Support Plan (ISP)/ Plan of Care meetings.

- Line 9 – Input the number of hours per week a DSP is traveling between member visits.

- Line 10 – Input the number of hours per week that a DSP loses due to missed appointments. Do not include time that is redirected to another activity accounted for within this schedule. For example, if a member cancels a one-hour appointment but the DSP is able to spend 45 minutes catching up on their records, only 15 minutes should be reported on this line. Similarly, do not record time if the DSP is sent home without pay.

- Line 11 – Input the number of hours per week that a DSP spends on recordkeeping activities, other than documentation that occurs during the course of service provision.

- Line 12 – Input the number of hours per week that a DSP is engaged in ‘employer time’ and not performing direct service duties. Examples include staff meetings, filing employer required paperwork (not related to service delivery), and receiving counseling from a supervisor. Do not include time spent on training programs.

- Lines 13-15 – If there are activities that are part of a DSP’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a DSP typically spends on that activity.


Page 15

April 5, 2014


- Line 17 – Input the number of miles per week that a DSP travels between member visits.

- Line 18 – Input the number of miles per week that a DSP travels while transporting members. SUPPORTED LIVING SITE DETAILS

This worksheet requests information related to the individuals receiving Supported Living as well as the staffing schedule for each Supported Living site. A site could be an apartment complex at which DSPs support multiple members or single-family homes where a member is living independently. Do not include homes in which a member lives with family or other caregivers. The survey includes room for seven sites. If your organization operates more than that, make additional copies the worksheet. Report all persons receiving support on site, including those not enrolled on a waiver.

Location

- Line 1 – Record the zip code for the Supported Living site.

Resident Information

- Lines 2a-2l – For each site, please list the consumers currently residing there by their Medicaid ID number (do not include names). Alternatively, report some other ID used by your agency to track members and B&A will follow-up with a phone call for additional information that can be used to match members to claims data.

Staffing Schedule

- Line 3 – Input the number of DSPs regularly assigned to the site. Report the number of individual DSPs rather than full-time equivalents. Do not include temporary or “floating” staff that work at the site only on occasion.

- Lines 4a-4g – For each site, record the number of scheduled staffing hours for each day of the week. As an example, consider the following schedule for a Monday:

12:00 AM – 6:00 AM one overnight staff (1 staff * 6 hours = 6 hours)

6:00 AM – 8:00 AM three staff on-site to assist members in fixing breakfast, preparing residents for their day activities, etc. (3 staff * 2 hours = 6 hours)

8:00 AM – 2:00 PM no staffing as residents are participating in day activities

2:00 PM – 10:00 PM three staff on-site to assist members in fixing dinner, assisting with chores, etc. (3 staff * 8 hours = 21 hours)

10:00 PM – 12:00 AM one overnight staff (1 staff * 2 hours = 2 hours)

In this example, 40 total hours would be reported for Monday

- Line 5 – Report the percentage of the total DSP hours reported in Lines 4a through 4g during which DSPs are providing direct, face-to-face services.


Page 16

April 5, 2014

CONGREGATE RESIDENTIAL SUPPORT (97535) – SPONSORED PLACEMENT – PRODUCTIVITY AND

OTHER FACTORS

Note that the survey differentiates between Congregate Residential Support delivered in a group home, sponsored placements, and supported living. This form seeks information regarding sponsored placements only.

Provider Characteristics

- Line 1 – Report the number of years that your agency has been providing Supported Placement services.

- Line 2 – Record the number of sponsored homes contracting with your organization.

- Lines 3 – Input the number of waiver enrollees receiving Sponsored Placement services from your agency.

- Line 4 – Input the average number of days per year that members in sponsored homes are absent due to hospitalization, vacation, or any other reason.

Recruitment, Certification, Placement, and Initial Training

- Line 5 – Report the average number of staff required to recruit, train, and certify a sponsored home prior to a member being placed in the home.

- Line 6 – Briefly describe any non-staff expenses associated with recruiting and certifying a sponsored home prior to placing a member in the home, and record the associated cost.

- Line 7 – Briefly describe any non-staff expenses associated with providing training to a sponsored home prior to placing a member in the home, and record the associated cost.

- Line 8 – Record the number of sponsored homes contracting with your agency that received certification for the first time in 2013. This would not include homes that transferred to your agency, but had been providing Sponsored Placement services under contract with another agency prior to 2013.

- Line 9 – Input the average number of years that a sponsored home contracts with your agency.

Activities Outside of the Home

- Line 10 – Indicate the percentage of members that regularly participate (at least one day per week) in activities (e.g., a Day Supports program) outside of the residence without the sponsored home provider.

- Line 11 – For members participating in activities, indicate the average number of days per week that they participate.

- Line 12 – For members participating in activities, indicate the average number of hours per day that they participate.

Supervision, Training, and Supports for Sponsored Homes

- Line 13 – Report the average caseload for sponsored home supervisors.

- Line 14 – Report the average number of supervision visits that a sponsored home receives annually.

- Line 15 – Input the average number of hours that a supervision visit lasts.

- Line 16 – Record the average distance traveled for a supervision visit.


Page 17

April 5, 2014

- Line 17 – Input the average number of annual training hours that your organization delivers to sponsored homes. This should include only formal training, and not, for example, instructions provided during a supervision visit.

- Line 18 – Using the drop-down box, report whether training is typically provided by supervision staff (rather than, for example, dedicated trainers).

- Line 19 – Report the percentage of training sessions that are provided to a group of sponsored homes (e.g., multiple homes participating in a training session at your organization’s facility) compared to individual training sessions (e.g., delivered in the sponsored home).

- Line 20 – As applicable, report the average number of sponsored homes that participate in a group training session.

- Line 21 – If the information is available to your agency, report the average number of relief hours utilized by sponsored homes per year.

Staffing Pattern for a Sponsored Home Supervisor/Trainer

These two sections request information regarding the ‘typical’ week for a Sponsored Home Supervisor and Trainer, respectively. The survey lists a number of activities and asks how many hours per week a typical staff person is engaged in each.

- Lines 22 and 33 – Input the number of hours per week that a single supervisor/trainer typically works.

- Lines 23 and 34 – This line should reflect the number of hours per week that a supervisor/trainer is engaged in supervision/training services.

- Lines 24 and 35 – Input the number of hours per week that a supervisor/trainer is providing other direct (face-to-face) services (for example, if they also provide Respite services).

- Line 25 (supervisors only) – Input the number of hours per week that a supervisor is participating in Individual Support Plan (ISP)/Plan of Care meetings.

- Lines 26 and 36 – Input the number of hours per week that a supervisor/trainer is traveling between supervision visits/training sessions.

- Lines 27 and 37 – Input the number of hours per week that a supervisor/trainer spends on recordkeeping activities, other than documentation that occurs during the course of a supervision visit or training session. Do not include documentation associated with the completion of formal assessments.

- Lines 28 and 38 – Input the number of hours per week that a supervisor/trainer is engaged in ‘employer time’ and not performing direct service duties. Examples of these activities staff meetings, filing employer required paperwork (not related to service delivery), and receiving counseling from a supervisor. Do not include time spent on training programs.

- Lines 29 to 31 and Lines 39 to 41 – If there are activities that are part of a staff person’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a staff person typically spends in that activity.

- Lines 32 and 42 – These lines calculate whether all staff hours have been allocated; the sum of the activities listed in Lines 23 through 31 and Lines 34 through 41 should be equal to the total number of hours worked noted in Line 22 and Line 33, respectively. If “No” appears in this line, review and revise the appropriate hours.


Page 18

April 5, 2014

Payments Made to Sponsored Homes

- Line 43 – Report the average amount of Congregate Residential payments retained by your agency (and not passed through to the sponsored home).

- Line 44 – Report the average monthly payment per member made by your organization to contracting sponsored homes excluding any funding deriving from members’ federal benefits (e.g., SSI/SSDI payments).

- Line 45 – Report the lowest monthly payment per member made by your organization to contracting sponsored homes excluding any funding deriving from members’ federal benefits (e.g., SSI/SSDI payments).

- Line 46 – Report the highest monthly payment per member made by your organization to contracting sponsored homes excluding any funding deriving from members’ federal benefits (e.g., SSI/SSDI payments).


Page 19

April 5, 2014

CONGREGATE RESIDENTIAL SUPPORT (97535) – GROUP HOME – PRODUCTIVITY AND OTHER

FACTORS

Note that the survey differentiates between Congregate Residential Support delivered in a group home, sponsored placements, and supported living. This form seeks information regarding group homes only; do not include intermediate care facility (ICF) costs.

In addition to the Productivity and Other Factors worksheet, there is a Group Home Detail worksheet. Instructions for that worksheet are below.

Home Characteristics

- Line 1 – Record the number of group home operated by your agency.

- Line 2 – Record the number of waiver enrollees receiving group home services from your agency.

- Line 3 – Input the average number of days per year that group home residents are absent due to hospitalization, vacation, or other reasons.

Activities Outside of the Home

- Line 4 – Indicate the percentage of members that regularly participate (at least one day per week) in activities (e.g., a Day Support program) outside of the residence without group home DSPs. Include both paid and unpaid activities.

- Line 5 – For members participating in activities, indicate the average number of days per week that they participate.

- Line 6 – For members participating in activities, indicate the average number of hours per day that they participate.

Vehicles

- Line 7 – Report the total number of agency-owned and leased vehicles dedicated to group homes operated by your organization.

- Line 8 – Of the vehicles reported on Line 7, report the number that are wheelchair equipped.

- Line 9 – Input the average number of miles traveled per week per vehicle on behalf of home residents.

- Line 10 – Input the typical size of the vehicles, in terms of passengers. For example, for a six-passenger van, input “6”.

- Line 11 – Report the average purchase price of agency-owned vehicles reported on Line 7.

- Line 12 – Input the average monthly lease price of agency-leased vehicles reported on Line 7.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP in a group home.

- Line 13 – Input the number of hours per week that a single DSP typically works.

- Line 14 – Input the number of hours per week that a DSP is providing direct care meaning that they are in the home, awake, and providing supervision.

- Line 15 – Input the number of hours per week that a DSP is engaged in ‘employer time’ and not available to provide supervision. An example would be an off-site staff meeting. Do not include time spent on training programs.


Page 20

April 5, 2014


- Line 19 – This line calculates whether all staff hours have been allocated; the sum of the activities listed in Lines 14 through 18 should be equal to the total number of hours worked noted in Line 13. If “No” appears in this line, review and revise the appropriate hours.

- Line 20 – Using the drop down list, indicate whether overnight shifts are typically staffed by employees that also provide care during daytime hours. That is, overnight shifts are typically staffed by DSP who work a daytime shift before or after the overnight shift.

- Line 21 – Using the drop down list, report whether overnight hours are treated as ‘regular’ work hours that are subject to minimum wage and overtime requirements.

GROUP HOME DETAILS

This worksheet requests information related to the individuals residing in each residence as well as the staffing schedule for each. The survey includes room for seven residences. If your organization operates more than that, make additional copies the worksheet.

Location

- Line 1 – Record the group home’s zip code.

Resident Information

- Lines 2a-2l – For each residence, please list the consumers currently residing there by their Medicaid ID number (do not include names). Alternatively, report some other ID used by your agency to track members and B&A will follow-up with a phone call for additional information that can be used to match members to claims data. Report all home residents, including those who are not enrolled on a waiver.

Staffing Schedule

- Line 3 – Input the number of DSPs regularly assigned to the residence. Report the number of individual DSPs rather than full-time equivalents. Do not include temporary or “floating” staff that work in the residence only on occasion.

- Lines 4a-4g – For each group home, record the number of scheduled staffing hours for each day of the week. As an example, consider the following schedule for a Monday:

12:00 AM – 6:00 AM one overnight staff (1 staff * 6 hours = 6 hours)

6:00 AM – 8:00 AM two staff to fix breakfast, prepare residents for their day activities, etc. (2 staff * 2 hours = 4 hours)

8:00 AM – 3:00 PM no staffing as residents are participating in day activities

3:00 PM – 5:00 PM one staff as residents are returning home (1 staff * 2 hours = 2 hours)

5:00 PM – 10:00 PM two staff to fix dinner, assist with chores, etc. (2 staff * 5 hours = 10 hours)

10:00 PM – 12:00 AM one overnight staff (1 staff * 2 hours = 2 hours)

In this example, 24 total hours would be reported for Monday.


Page 21

April 5, 2014

PERSONAL ASSISTANCE (T1019) – PRODUCTIVITY AND OTHER FACTORS

Note: this survey form applies only to agency-directed services.


- Line 1 – Record the number of waiver enrollees receiving Personal Assistance from your organization.

- Line 2 – Input the average number of member visits that a DSP conducts per week. If a DSP sees the same member multiple times in a week, count each visit separately.


Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Personal Assistance services.


- Line 5 – The number of hours per week that a DSP is engaged in Personal Assistance service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).


- Line 7 – Input the number of hours per week that a DSP is participating in Individual Support Plan (ISP)/Plan of Care meetings.

- Line 8 – Input the number of hours per week that a DSP is traveling between member visits.

- Line 9 – Input the number of hours per week that a DSP spends on recordkeeping activities, other than documentation that occurs during the course of service provision. Examples could include case notes and incident reports.





- Line 16 – Input the number of miles per week that a DSP travels while transporting members.


Page 22

April 5, 2014

COMPANION SERVICES (S5135) – PRODUCTIVITY AND OTHER FACTORS



- Line 1 – Record the number of waiver enrollees receiving Companion Services from your organization.



Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Companion Services.


- Line 5 – The number of hours per week that a DSP is engaged in Companion Services service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).










Page 23

April 5, 2014

RESPITE (T1005) – PRODUCTIVITY AND OTHER FACTORS



- Line 1 – Record the number of waiver enrollees receiving Respite from your organization.



- Line 4 – Using the drop-down list, indicate whether your agency operates respite homes.

- Line 5 – If your agency operates respite homes, use the drop-down list to indicate whether this facility is also used to deliver other services (e.g., Day Support).

- Line 6 – If your agency operates respite homes, report the average square footage of the facilities.

- Line 7 – If your agency operates respite homes, indicate the average number of hours provided in a facility during a week.

- Line 8 – If your agency operates respite homes, indicate the average staffing ratio when providing Respite services in terms of members per DSP. For example, if on average there are 5 members with 2 DSPs, the ratio would be 2.5.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Respite services.


- Line 10 – The number of hours per week that a DSP is engaged in Respite service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).

- Line 11 – Input the number of hours per week that a DSP is providing other direct (face-to-face) services (for example, if they also provide Companion Services).








Page 24

April 5, 2014

FAMILY/CAREGIVER TRAINING (S5111) – PRODUCTIVITY AND OTHER FACTORS


- Line 1 – Record the number of waiver enrollees who received Family/Caregiver Training from your organization in fiscal year 2013.

- Line 2 – Record the percentage of Family/Caregiver Training sessions in fiscal year 2013 that were delivered to groups of fewer than three participants including one-on-one training.

- Line 3 – Record the percentage of Family/Caregiver Training sessions in fiscal year 2013 that were delivered to groups of more than three participants.

Note: The total of Lines 2 and 3 should be 100 percent.

- Line 4 – Input the average number of training sessions that a DSP conducts per week.

- Line 5 – Input the average number of hours that a training session lasts.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Family/Caregiver Training services.


- Line 7 – The number of hours per week that a DSP is engaged in Family/Caregiver Training service delivery. This line is automatically calculated by multiplying Line 4 (number of sessions per week) by Line 5 (number of hours per session).






- Line 15 – Input the number of miles per week that a DSP travels between training sessions.


Page 25

April 5, 2014

SUPPORTED EMPLOYMENT-INDIVIDUAL (H2023) – PRODUCTIVITY AND OTHER FACTORS


- Line 1 – Record the number of waiver enrollees receiving Supported Employment – Individual services from your organization.



Staffing Pattern

This section requests information regarding the ‘typical’ week for a staff person providing Supported Employment – Individual services.


- Line 5 – The number of hours per week that a staff person is engaged in Supported Employment – Individual service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).

- Line 6 – Performing 'collateral contacts' on behalf of a specific member. For example, making a telephone call to a member’s employer regarding that member’s performance.

- Line 7 – Input the number of hours per week that a DSP spends on program development activities that are not member-specific. For example, contacting employers to educate them on the benefits of employing persons with disabilities.






- Lines 13-15 – If there are activities that are part of a DSP typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a DSP typically spends on that activity.



- Line 18 – Input the number of miles per week a DSP travels while transporting members.


Page 26

April 5, 2014

SUPPORTED EMPLOYMENT–ENCLAVE/WORK CREW (H2024) – PRODUCTIVITY & OTHER FACTORS


- Line 1 – Record the number of waiver enrollees receiving Supported Employment-Enclave/Work Crew services from your organization.

- Line 2 – Of the Supported Employment-Enclave/Work Crew units provided by your agency, indicate the percentage associated with groups of two or fewer members per DSP.

- Line 3 – Of the Supported Employment-Enclave/Work Crew units provided by your agency, indicate the percentage associated with groups of three or four members per DSP.

- Line 4 – Of the Supported Employment-Enclave/Work Crew units provided by your agency, indicate the percentage associated with groups of five or more members per DSP.

Note: The sum of the percentages reported in Lines 2 through 4 should total 100 percent.

Attendance

- Line 5 – Input the number of days per year that a typical member participates in Supported Employment-Enclave/Work Crew services.

- Line 6 – Input the number of hours per day that a typical member participates in Supported Employment-Enclave/Work Crew services.

Vehicles

- Line 7 – Report the total number of vehicles owned or leased by your organization and dedicated to Supported Employment-Enclave/Work Crew services. Do not include any vehicles associated with group homes and reported on the form for that service. Do not report DSPs’ personal vehicles, even if they are used for transporting members.

- Line 8 – Input the average number of miles traveled per week per vehicle. If DSPs use their personal vehicles to transport members as part of a Supported Employment-Enclave/Work Crew program, these miles should be included as part of the average.

- Line 9 – Input the typical size of agency-owned and leased vehicles reported on Line 7, in terms of passengers. For example, for a six-passenger van, input “6”.

- Line 10 – Input the average purchase price of agency-owned vehicles reported on Line 7.


Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Supported Employment-Enclave/Work Crew services.


- Line 13 – The number of hours per week that a DSP is engaged in Supported Employment-Enclave/Work Crew service delivery.




Page 27

April 5, 2014

- Line 16 – Input the number of hours per week that a DSP spends on program development activities such as establishing relationships with potential employers.






Page 28

April 5, 2014

PRE-VOCATIONAL SERVICES (H2025) – PRODUCTIVITY AND OTHER FACTORS


- Line 1 – Record the number of waiver enrollees receiving Pre-Vocational Services from your organization.

- Line 2 – Of the Pre-Vocational Services units provided by your agency, indicate the percentage associated with groups of two or fewer members per DSP.

- Line 3 – Of the Pre-Vocational Services units provided by your agency, indicate the percentage associated with groups of three or four members per DSP.

- Line 4 – Of the Pre-Vocational Services units provided by your agency, indicate the percentage associated with groups of five or more members per DSP.


Service Design

- Line 5 – Input the number of days per year the typical program is operating and providing services.

- Line 6 – Input the average number of hours per the typical program operates.

- Line 7 – Input the number of days per year that a typical member participates in Pre-Vocational Services.

- Line 8 – Input the number of hours per day that a typical member receives Pre-Vocational Services.

- Line 9 – Record the square footage of facility space in which members receive services. Include only program-related space; do not include administrative space.

- Line 10 – Record the operating cost per square foot of the facility space in which members receive services.

Vehicles

- Line 11 – Report the total number of agency-owned and leased vehicles dedicated to Pre-Vocational Services and operated by your organization. Do not include any vehicles associated with group homes and reported on the form for that service. Do not report DSPs’ personal vehicles, even if they are used for transporting members.

- Line 12 – Input the average number of miles traveled per week per vehicle. If DSPs use their personal vehicles to transport members as part of a Pre-Vocational Services program, these miles should be included as part of the average.




Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Pre-Vocational Services.



Page 29

April 5, 2014

- Line 17 – The number of hours per week that a DSP is engaged in Pre-Vocational Service delivery.

- Line 18 – Input the number of hours per week that a DSP is providing other direct (face-to-face) services (for example, if they also provide Day Support services).




- Line 22 – Input the number of hours per week that a DSP spends on program development activities (e.g., developing a curriculum).

- Line 23 – Input the number of hours per week that a DSP spends on program preparation, set-up and clean-up activities before or after members are at the program.




Page 30

April 5, 2014

DAY SUPPORT (97537) – PRODUCTIVITY AND OTHER FACTORS


- Line 1 – Record the number of waiver enrollees receiving Day Support services from your organization. If members receive both facility- and community-based services (as is likely), count them in both the facility and community column.

- Line 2 – Of the Day Support units provided by your agency, indicate the percentage associated with groups of two or fewer members per DSP.

- Line 3 – Of the Day Support units provided by your agency, indicate the percentage associated with groups of three or four members per DSP.

- Line 4 – Of the Day Support units provided by your agency, indicate the percentage associated with groups of five or more members per DSP.


Service Design

- Line 5 – Input the number of days per year the typical program operates.

- Line 6 – Input the average number of hours per the typical program operates.

- Line 7 – Input the number of days per year that a typical member participates in Day Support services.

- Line 8 – Input the number of hours per day that a typical member receives services in a facility.

- Line 9 – Input the number of hours per day that a typical member receives services in the community.

- Note: The total of Lines 8 and 9 will equal the total number of hours per day that a member receives Day Supports.

- Line 10 – Indicate whether your organization operates any Day Support programs that operate exclusively in the community; that is, members do not receive any portion of their day support in a facility (though there may be a central ‘staging’ area where members meet at the beginning of the day).

- Line 11 – Record the square footage of facility space in which members receive services. Include only areas where services are delivered; do not include administrative space.

- Line 12 – Record the operating cost per square foot of the facility space in which members receive services.

- Line 13 – Input the total annual cost of program supplies (an example could include art supplies for a craft project).

Vehicles

- Line 14 – Report the total number of vehicles dedicated to Day Support services and operated by your organization. Do not include any vehicles associated with group homes and reported on the form for that service. Do not report DSPs’ personal vehicles, even if they are used for transporting members.

- Line 15 – Input the average number of miles traveled per week per vehicle. If DSPs use their personal vehicles to transport members as part of a Day Support program, these miles should be included as part of the average.


Page 31

April 5, 2014




Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Day Support services.


- Line 20 – The number of hours per week that a DSP is engaged in Day Support service delivery.

- Line 21 – Input the number of hours per week that a DSP is providing other direct (face-to-face) services (for example, if they also provide Pre-Vocational Services).




- Line 25 – Input the number of hours per week that a DSP spends on program development activities (e.g., developing a curriculum).

- Line 26 – Input the number of hours per week that a DSP spends on program preparation, set-up and clean-up activities before or after members are at the program.




Page 32

April 5, 2014

SKILLED NURSING SERVICES (T1002 AND T1003) – PRODUCTIVITY AND OTHER FACTORS

This form includes separate columns for Registered Nurses (RN) and Licensed Practical Nurses (LPN).


- Line 1 – Input the number of waiver enrollees receiving Skilled Nursing from your agency.

- Line 2 – Input the average number of member visits that a nurse conducts per week. If a DSP sees the same member multiple times in a week, count each visit separately.


- Line 4 – Record the average number of weekly hours of supervisory oversight that an LPN receives from an RN.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a nurse providing direct services.

- Line 5 – Input the number of hours per week that a nurse typically works (i.e., paid hours).

- Line 6 – The number of hours per week that a staff person is engaged in direct (face-to-face) Skilled Nursing service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).

- Line 7 – Performing 'collateral contacts' on behalf of a specific member. For example, making a telephone call to a DSP to answer questions regarding a member.

- Line 8 – Input the number of hours per week that a nurse is participating in Individual Support Plan (ISP)/ Plan of Care meetings.

- Line 9 – Input the number of hours per week that a nurse is traveling between member visits.

- Line 10 – Input the number of hours per week that a nurse loses due to missed appointments. Do not include time that is redirected to another activity accounted for within this schedule. For example, if a member cancels a one-hour appointment but the nurse is able to spend 45 minutes catching up on their records, only 15 minutes should be reported on this line.

- Line 11 – Input the number of hours per week that a nurse spends on recordkeeping activities, other than documentation that occurs during the course of service provision. Do not include documentation associated with the completion of formal assessments. Examples could include case notes and incident reports.

- Line 12 – Input the number of hours per week that a nurse is engaged in ‘employer time’ and not performing direct service duties. Examples include staff meetings, filing employer required paperwork (not related to service delivery), and receiving counseling from a supervisor. Do not include time spent on training programs.

- Lines 13-15 – If there are activities that are part of a nurse’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a DSP typically spends on that activity.


- Line 17 – Input the number of miles per week that a nurse travels between member visits.

- Line 18 – Input the number of miles per week that a nurse travels while transporting members.


Page 33

April 5, 2014

THERAPEUTIC CONSULTATION (97139) – PRODUCTIVITY AND OTHER FACTORS


- Line 1 – Record the number of waiver enrollees receiving Therapeutic Consultation services from your organization.

- Line 2 – Input the average number of member visits that a therapeutic consultant conducts per week. If a therapeutic consultant sees the same member multiple times in a week, count each visit separately.


- Line 4 – Report the percentage of direct services that are delivered in an office setting (rather than in a member’s home or Day Supports program).

- Line 5 – Record the average square footage of program space per therapeutic consultant, such as the office where members are seen and communal areas where direct services may be delivered. Do not include administrative space such as a reception area.

- Line 6 – For the program space recorded on Line 5, report the operating cost per square foot.

Equipment and Supplies

- Line 7 – Input the total cost of therapy supplies and equipment directly related to service provision. Examples would include gait belts and specialized cups or utensils to aid in feeding training.

- Line 8 – If supply and equipment costs are noted on Line 7, summarize the specific items included in the expense.

Staffing Pattern

This section requests information regarding the ‘typical’ week for a therapeutic consultant.

- Line 9 – Input the number of hours per week that a therapeutic consultant typically works.

- Line 10 – The number of hours per week that a therapeutic consultant is engaged in service delivery. This line is automatically calculated by multiplying Line 2 (number of sessions per week) by Line 3 (number of hours per session).

- Line 11 – Performing 'collateral contacts' on behalf of a specific member. For example, making a telephone call to a DSP to answer questions regarding a member.

- Line 12 – Input the number of hours per week that a therapeutic consultant is participating in Individual Support Plan (ISP)/Plan of Care meetings.

- Line 13 – Input the number of hours per week that a therapeutic consultant is participating in or completing assessments for which the member is not present.

- Line 14 – Input the number of hours per week that a therapeutic consultant spends conducting member-specific trainings for DSP (e.g., covering a member’s treatment plan with the DSPs in the member’s Agency Home Support residence).

- Line 15 – Input the number of hours per week that a therapeutic consultant is traveling between member visits.

- Line 16 – Input the number of hours per week that a therapeutic consultant loses due to missed appointments. Do not include time that is redirected to another activity accounted for within this


Page 34

April 5, 2014

schedule. For example, if a member cancels a one-hour appointment but the therapist is able to spend 45 minutes catching up on their records, only 15 minutes should be reported on this line.

- Line 17 – Input the number of hours per week that a therapeutic consultant spends on recordkeeping activities, other than documentation that occurs during the course of service provision. Examples could include case notes and incident reports.

- Line 18 – Input the number of hours per week that a therapeutic consultant is engaged in ‘employer time’ and not performing direct service duties. Examples include staff meetings, filing employer required paperwork (not related to service delivery), and receiving counseling from a supervisor. Do not include time spent on training programs.

- Lines 19-21 – If there are activities that are part of a therapeutic consultant’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a Therapist typically spends in that activity.

- Line 22 – This line calculates whether all staff hours have been allocated; the sum of the activities listed in Lines 10 through 21 should be equal to the total number of hours worked noted in Line 9. If “No” appears in this line, review and revise the appropriate hours.

- Line 23 – Record the number of miles per week that a therapeutic consultant travels between member sessions.

- Line 24 – Record the number of miles per week that a therapeutic consultant travels while transporting member.


Page 35

April 5, 2014

CRISIS STABILIZATION – PRODUCTIVITY AND OTHER FACTORS

This form includes separate columns for Intervention (H2011) and Supervision (H0040) services.


- Line 1 – Record the number of waiver enrollees receiving Crisis Stabilization services from your organization.

- Line 2 – Input the average number of member visits that a staff person conducts per week. If a staff person sees the same member multiple times in a week, count each visit separately.


Staffing Pattern

This section requests information regarding the ‘typical’ week for a DSP providing Crisis Stabilization services.


- Line 5 – The number of hours per week that a DSP is engaged in Crisis Stabilization service delivery. This line is automatically calculated by multiplying Line 2 (number of visits per week) by Line 3 (number of hours per visit).

- Line 6 – Input the number of hours per week that a DSP is providing other direct (face-to-face) services (for example, if they also provide Personal Assistance services).


- Line 8 – Input the number of hours per week that a DSP spends on recordkeeping activities, other than documentation that occurs during the course of service provision. Do not include documentation associated with the completion of formal assessments. Examples could include case notes and incident reports.


- Lines 10-12 – If there are activities that are part of a DSP’s typical week, but not listed on the survey, type in a description and indicate the number of hours per week that a staff person typically spends on that activity.




dbhds rate-setting provider survey instructions · 2014-04-05 · dbhds 2014 provider rate study...

Documents