pennsylvania office of developmental programs · 2016-03-11 · office of developmental programs...

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Suppor ts Coord in ato r Or ie n ta t ion

Pennsylvania Department of Public Welfare

Office of Developmental Programs

Pennsylvania Office of Developmental

Programs

Supports Coordination Orientation

Supports Coordinator’s Copy





Introduction

In compliance with the approved Waivers, it is a requirement of the Office of Developmental Programs (ODP) that

new Supports Coordinators (SCs) in Pennsylvania’s intellectual disability system receive ODP required orientation

with the guidance of a SC supervisor / designee(s.) A new SC must complete this Orientation before working

independently with an individual or individual’s family.

The SC will receive 12 hours of training for completing the Orientation, which when combined, with other ODP

sponsored/required training, will be counted toward the SC’s required minimum 40 hours of training and professional

development for the calendar year. (Please note: new SCs are also required to complete ODP required training that

occurs after they are hired.)

Purpose

SC Orientation is intended to assist a new SC in understanding the broad structure of the system and his or her

responsibilities and roles within the system.. It is not intended to provide in-depth training or to replace training in

other topics that the Supports Coordination (SCO) Organization already provides, annual ODP required training or

SC Curriculum training.

Using the SC Orientation:

There are three versions of the SC Orientation that are intended to be used together:

A. The online version within the Supports Coordinator Curriculum website (SCC.) The online version

contains active web links so the supervisor and SC can access the information online. This version also

contains all objectives, and resources, as well as supervisor’s talking points (available to those with the

role of SC Supervisor within the SCC.) There are also two PDF copies of the SC Orientation available

for download within the online Orientation.

B. A supervisor’s copy in PDF, which contains topics, objectives, required resources, and supervisor

talking points. This version has space for the supervisor to make notes during the SC’s orientation.

C. The SC’s copy, which the SC uses during orientation. This copy contains the same topics, objectives,

and resources as the supervisor’s copy, and provides space for the SC and supervisor/designee to

initial and date upon completion of each section.

The supervisor/designee(s) will review the topics and talking points in advance. Also, since many of the

topics call for examples, the supervisor/designee will think about these in advance and use real-life

situations. Local examples are encouraged.

Using the Orientation with the SC

The supervisor/designee uses the talking points to explain each topic to the SC. Since the topics are

arranged sequentially to build knowledge, it is suggested that they be covered in the order they appear in

the Orientation. While they may covered out of order, topics not be skipped. It is not acceptable to direct the

SC to simply read the talking points or the resource materials. Topics must be covered through face-to-face

interactions among the SC and supervisor/designee. When the supervisor believes the SC understands the

material, the SC’s copy is initialed and dated.





Designees

The supervisor may elect to ask colleagues to discuss topics with the new SC when the colleague

possesses sufficient knowledge or expertise in a particular area. Depending on the knowledge of colleagues

within the organization, there may be several topics the supervisor designates to others. However, it is

strongly encouraged that the supervisors cover as many topics as she or he is equipped to discuss, since

the discussion between the SC and supervisor will foster a mentoring relationship and help the supervisor

gauge the new SC’s adjustment to the job. The resources provided with this Orientation will help

supervisors/designees to confidently discuss topics. Designees will both initial the topic they covered and

sign and date the Orientation on the signature page.

Required Resources

In the context of this Orientation, “Required Resources” means that:

The supervisor/designee provides an overview of the resources’ content;

The supervisor/designee ensures the new SC knows they exist and how to access them.

Required resources are intended to be a support to the supervisor/designee, and should not be assigned as a “read

only” task. Rather, the required resources should be used to foster discussion between the supervisor/designees and

the new SC.

Finalizing the Orientation

As a final step in completing the Orientation the SC will be prompted to complete a brief on-line survey. After

completing the survey the SC will be able to print a copy of a certificate of completion. When all topics are covered,

the supervisor and SC will sign and date the SC’s copy of the Orientation and retain it on file.





Supports Coordination Orientation

Supports Coordinator Name: ________________________________________

SC Supervisor/Designee Name: ______________________________________

1. Office of Developmental Programs’ Core Values: Everyday Lives

SC Initials

D A T E

SC sup / designee

initials

Definition: The ODP core values expressed in Everyday Lives Principles provide the framework for planning, policy development, service design and all related activities in the ODP service system Objective: The SC will be introduced to the history and current applicability of the ODP core values

Required Resources:

o Electronic Resource Guide for SCs and SC Supervisors, Everyday Lives Section o ODP bulletin #00-03-05, Principles of the MR System o Everyday Lives: Making It Happen

Notes:

2. Office of Developmental Programs’ Mission, Vision, Values, and Quality Framework

SC

Initials

D A T E

SC sup / designee

initials

Definition: The ODP mission, vision and values is a statement of its priorities in supporting people in the community. Objective: The SC will review the mission, vision, and values to gain insight into ODP.

Required Resources:

o Office of Developmental Programs overview on the Department of Human Services (DHS) website

o ODP Quality Management Strategy - Information on the OCS Website

Notes:





3. Self-Determination

SC Initials

D A T E

SC sup / designee

initials

Definition: Self-determination means that people have authority over how their lives will be lived, where and with whom, and that they have control of the resources needed for their support, as well as the responsibility for decisions and actions. Objective: The SC will be introduced to the values of self-determination and what it means to live a self-determined life.

Required Resources:

o Electronic Resource Guide for SCs and SC Supervisors, Self-Determination section o The Quality Mall (www.qualitymall.org). This website contains items for purchase –

these are not mandated. o Thomas Nerney and Donald Shumway, Beyond Managed Care: Self-Determination for

Persons with Disabilities, September, 1996) (resource – purchase of this book is not required.)

o Center for Self-Determination

Notes:

4. Positive Approaches and Positive Practices Resource Team (PPRT)

SC

Initials

D A T E

SC sup / designee

initials

Definition: The purpose of Positive Approaches is to support people to grow and develop, to make their own decisions, to achieve their personal goals, to develop relationships, and to enjoy life as full, participating members of their community. The Positive Practices Resource Allocation Process is a way to apply Positive Approaches in support of individuals. Objective: The SC will review concepts of Positive Approaches and know where to find information about the Positive Practices Allocation Process.

Required Resources:

o Electronic Resource Guide for SCs and SC Supervisors, Positive Approaches section o ODP Positive Approaches Resource Allocation Process o Positive Practices information on the OCS website





o ODP bulletins: #00-04-05 Positive Approaches

#00-06-09 Elimination of Restraints through Positive Practices o “Everyone Can Communicate” Course on the College of Direct Support

Notes:

5. Supports Coordination Code of Ethics

SC Initials

D A T E

SC sup / designee

initials

Definition: The Supports Coordination code of ethics contains principles which promote respect and professionalism. Objective: The SC will gain awareness of the importance of professionalism, respectful interaction and cultural competency.

Make people feel valued. Only when you value others, can other people see the value of your efforts. Be confident and positive. Confidence and a positive attitude from you will promote a positive attitude towards you. Be familiar. People are more willing to trust and try new suggestions form someone they are familiar with. Be there for them. Being accessible for questions/concerns helps to maintain a positive, constructive relationship. Demonstrate concern. Satisfaction with your efforts comes from the person/family feeling that their needs and concerns are heard and understood. Good communication. Everyone involved in the communication process must understand each other completely. Agree to disagree. Turn conflict into a constructive exchange of ideas, keep energy focused on the desired outcomes. Show commitment. The number one expectation of people is that you will do what you say you are going to do. Be honest. Set a clear direction and foster a common vision.

Required Resources:

o College of Direct Support Course on Cultural Competence

Notes:





6. Confidentiality, HIPAA, Record Security & Retention

SC Initials

D A T E

SC sup / designee

initials

Definition: Confidentiality regulation and law (including HIPAA - the Health Insurance Portability and Accountability Act) and physical record security provide protection for confidential information. Record retention expectations provide guidance on longevity of confidential, individual-specific information. Objective: The SC will receive an overview of laws and practices regarding use, disclosure, protection and retention of individual information.

Required Resources:

o Electronic Resource Guide for SCs and SC Supervisors, HIPAA section o Individual Records - Release Access Retention: information from the PA Code, Title 55 o Administrative Entity Operating Agreement o PA Code, Title 55 Chapter 105 Safeguarding Information

Notes:

7. Legal Issues Including Guardianship and Surrogacy

SC Initials

D A T E

SC sup / designee

initials

Definition: Persons who have guardianship and surrogacy have the ability to act on behalf of an individual with an intellectual disability. Guardians are appointed by a court. Surrogates can either act on behalf of individuals declared incompetent, or be chosen by the individual to act on his or her behalf. Objective: This section introduces basic concepts regarding the legal status of individuals of various ages, and includes guardianship and surrogacy.

Required Resources:

o Electronic Resource Guide for SCs and SC Supervisors, Guardianship section o ODP bulletin #00-08-03, Procedures for Service Delivery Preference o PA Department of Aging On-line Training for Mandatory Abuse Reporting and Criminal

Background Checks

Notes:

http://www.pacode.com/secure/data/055/chapter105/chap105toc.html





8. Eligibility

SC

Initials

D A T E

SC sup / designee

initials

Definition: Within the ODP service system, the term “eligibility” encompasses two concepts: eligibility for intellectual disability services and eligibility for an Intermediate Care Facility/Intellectual Disability (ICF/ID) level of care. . Objective: The SC will review eligibility for intellectual disability services and ICF/ID level of care, including roles and responsibilities, as well as the relationships between eligibility and Medicaid waiver.

Required Resources:

o ODP bulletin #4210-02-05, Clarifying Eligibility for Mental Retardation Services and Supports

o ODP bulletin #00-08-04, Individual Eligibility for Medicaid Waiver Services o ODP bulletin #00-02-13, Need for an ICF/MR Level of Care o ODP bulletin #00-06-01, Home & Community Based Service Eligibility/Ineligibility/Change

Form

Notes:

9. Historical Evolution of the ODP Service System:

The Critical Role of the SC: Past and Present

SC

Initials

D A T E

SC sup / designee

initials

Definition: Although case management (now, “supports coordination”) for individuals was an innovation in the 1970s, ODP has increasingly relied on supports coordination to provide statewide consistency in helping individuals and their families receive supports to provide for health and welfare and assist in achieving the best quality of life possible. Supports coordination will continue to play an important role in the future of the ODP service system, not only in planning, but the impact of timeliness and accuracy of ISPs on such processes as payment for services. Objective: The SC will review a brief overview of the history of the ODP service system with emphasis on the evolving role of the SC within it.

Required Resources:

o ODP Bulletin #00-10-13 Supports Coordination Waiver Training Requirements





o ICFs/MR information on the DPW website o Supports Coordination - defined in the consolidated and PFDS waivers o ODP bulletin #00-08-03, Procedures for Service Delivery Preference o Minimum Qualifications for SC Organizations - 55 Pa. Code Chapter 6201.12

Notes:

10. ODP Service System

SC Initials

D A T E

SC sup / designee

initials

Definition: The system of governmental and non-government services and supports responsible for individuals with developmental disabilities (intellectual disability and autism). ODP is responsible for development and implementation of policy, the qualification of service providers, coordination of the service system, quality enhancement activities, service system design, implementation and oversight of developmental disability services, as well as oversight of private service providers, associations, training organizations and other supports working directly with or on behalf of eligible individuals and their families. Objective: The SC will review the interrelated governmental and non-governmental service systems network available to individuals and families.

Required Resources:

o ODP structure o Administrative Entity Operating Agreement

Notes:

11. Natural & Generic Supports

SC Initials

D A T E

SC sup / designee

initials





Definition: Natural supports are those that already exist within an individual’s family, relatives, friends and neighbors. Generic supports are those available in the individual’s community, either paid or unpaid, which are available to any citizen. Objective: The SC will review the value of natural and generic supports as well as how the SC can support achieving an Everyday Life.

Required Resources:

o Everyday Lives - Making it Happen

o ODP bulletin #00-03-05, Principles of the MR system

o ODP Bulletin #00-07-02, Overview of the Supports Intensity Scale(TM) and PA Plus

o Electronic Resource Guide for Supports Coordinators and SC Supervisors

o Pennsylvania Advocacy and Support Resources Section o Pennsylvania State Offices & Departments Section

Notes:

12. Funding Options & Availability

SC

Initials

D A T E

SC sup / designee

initials

Definition: Funding refers to the array of paid supports available to secure services and supports for individuals and the methods and structures to deliver them, both those available directly from the ODP service system as well as those in other systems. Objective: The SC will review Waiver and other funding options available to individuals.

Required Resources:

o Electronic Resource Guide for Supports Coordinators and SC Supervisors, sections: o Waiver Information

o Overview of Services - Pennsylvania Services & Supports Directory

Notes:





13. Service Definitions

SC Initials

D A T E

SC sup / designee

initials

Definition: The Service Definitions are the approved services paid by waiver and non-waiver funds and include descriptions of the approved services as well as billing codes and other pertinent information. Objective: The SC will review the basic structure of the ODP service definitions in the context of the ODP service system and his or her role as the SC.

Required Resources:

Note: Current service definitions are contained within the Approved Consolidated and P/FDS Waiver Applications Consolidated Waiver Renewal, Effective July 1, 2012

Person/Family Directed Support (P/FDS) Waiver Renewal, Effective July 1, 2012

Notes:

14. Service Delivery Options: Participant-Directed Services and Financial Management Services (FMS) Options:

Providers, Agency with Choice, Vendor Fiscal/ Employer Agent

SC

Initials

D A T E

SC sup / designee

initials

Definitions: Participant-Directed Service (PDS) is the provision of the opportunity for a waiver participant to self-direct some or all of his or her waiver services by exercising choice and control in identifying,





accessing, and managing waiver services and other supports in accordance with their needs and personal preferences. Financial Management Services (FMS) is a support provided to waiver participants living in their own or family home who direct some or all of their waiver services. When used in conjunction with the “employer authority,” this support includes - but is not limited to - operating a payroll service for participant employed workers and making required payroll withholdings. When used in conjunction with the “budget authority,” this support includes - but is not necessarily limited to - paying invoices for waiver goods and services and tracking expenditures against the PDS budget. Two types of FMS providers are Agency with Choice (AWC) and Vendor Fiscal/Employer Agent (VF/EA.) Objective: The SC will review the meaning of PDS and choices of models available to individuals and families in managing employment and financial obligations for PDS.

Required Resources:

o Participant-Directed Services - Resources on the OCS website

Notes:

15. The Supports Coordinator’s Role

SC Initials

D A T E

SC sup / designee

initials

Definition: Supports coordination is a critical service that involves the primary functions of locating, coordinating, and monitoring needed services and supports for waiver participants. Objective: The SC will review the primary functions of supports coordination and how they impact other processes, such as ISP, monitoring, incidents, etc. The SC’s Role In Meeting Medicaid Waiver Requirements: Definition: The SC has responsibilities that relate specifically to the provision of Medicaid waiver services. Objective: The SC will review the roles and responsibilities that apply to supporting individuals receiving waiver services, in the context of ensuring compliance with the Waivers. SC role in monitoring for health & welfare: Definition: The health and welfare of waiver recipients is an assurance ODP gives to CMS. The role of the SC is to monitor for the health and welfare of waiver recipients, as well as ensure individuals are receiving services in the ISP, according to the frequency and manner outlined in the





Waivers and the AE Operating Agreement. Objective: The SC will understand the purpose and frequency of waiver monitoring. SC role when an individual relocates to another county: Definition: The SC is responsible to assist in the efforts of ODP and AE/county programs in providing smooth transitions of individuals from one county to another, including providing information and ensuring documentation is up to date, as well as assisting the individual/family in the process. Objective: The SC will review the importance of an individual’s right to move from county to county without interruption in service and the supportive role the SC plays in ensuring ODP’s and the AE/county program activities in the transfer process.

SC role as a facilitator and core liaison: Definition: The SC requires skills in managing discussions in order to facilitate team discussions efficiently, keep them respectfully focused on the individual’s needs, and productive. Objective: The SC will receive an overview of basic skills necessary for efficient facilitation. Role of SC supervisor: Definition: The SC supervisor is responsible for training and monitoring performance of the SC, assisting in resolving issues with individuals and families, ensuring implementation of organization and governmental policies, priorities, and initiatives, and responding to requests from organization leadership/AEs/ODP. Objective: The SC supervisor will review his or her role and responsibilities with the SC. Note: If you have a blended caseload there are differences.

Required Resources:

o ODP Bulletin #00-10-06 Supports Coordination Services o Role of the Supports Coordinator in Meeting the CMS Assurances o Understanding the Medicaid Waivers (SC Curriculum Website) o These sections of The Electronic Resource Guide for Supports Coordinators and SC

Supervisors: SC Roles and Responsibilities Monitoring PUNS SISTM and PA Plus

Service Note Standards HCSIS Learning Management System (LMS)

o Supports Coordination services and certain expectations of Supports Coordination Organizations are defined in the Consolidated Waiver (pp. 85-90) and the P/FDS Waiver (pp. 80-85.)

Notes:





16. Locate, Coordinate & Monitor

SC Initials

D A T E

SC sup / designee

initials

Definition: Locate, coordinate and monitor are the three basic functions of supports coordination in supporting individuals and families. Objective: The SC will review the meaning of locate, coordinate, and monitor as the basis for all supports coordination activities.

Required Resources:

Supports Coordination services and certain expectations of Supports Coordination Organizations are defined in the Consolidated Waiver (pp. 85-90) and the P/FDS Waiver (pp. 80-85.)

Monitoring frequency is found in Appendix D, D2a and D2b of the Consolidated and Person/Family Direct Support Waivers: o Consolidated Waiver Renewal, Effective July 1, 2012, pp. 158-159 o Person/Family Directed Support (P/FDS) Waiver Renewal, Effective July 1, 2012, pp.

154-155

Notes:

17. Service Delivery Preference SC

Initials

D A T E

SC sup / designee

initials

Definition: Service delivery preference is the process by which an individual/surrogate designates choice between receiving home and community-based services or ICF/MR services. Objective: The SC will review the components and methods of service delivery preference

Required Resource:

http://www.dpw.state.pa.us/learnaboutdpw/waiverinformation/consolidatedwaiverforindividualswithintellectualdisabilities/P_012897

http://www.dpw.state.pa.us/learnaboutdpw/waiverinformation/personfamilydirectedsupportwaiver/P_012754





o ODP bulletin #00-08-03, Procedures for Service Delivery Preference (including p. 5, “additional circumstances”)

Notes:

18. Due Process Rights For Waiver & Non-waiver Funded Services

SC

Initials

D A T E

SC sup / designee

initials

Definition: Individuals applying for or receiving waiver or non-waiver services have specific rights and responsibilities regarding denial, termination, reduction, or suspension of service. Objective: The SC will review the general circumstances and process under which individuals can exercise due process rights, and the responsibilities of individuals/surrogates, the Bureau of Hearings and Appeals (BHA), ODP, AEs/counties, and SCs.

Required Resources:

o ODP bulletin #00-08-05, Due Process and Fair Hearing Procedures for Individuals with

Mental Retardation

o ODP bulletin #00-08-03, Procedures for Service Delivery Preference

Notes:

19. Home and Community Services Information System (HCSIS) Basics

SC

Initials

D A T E

SC sup / designee

initials

Definition: HCSIS is an internet application functioning as the operational system for all DPW program offices that support the programs and Medicaid Waivers. Objective: The SC will review components of HCSIS, learn how to access the system, complete basic navigation, and correctly enter information.

Required Resources:





o The Electronic Resource Guide for Supports Coordinators and SC Supervisors, HCSIS and LMS sections

o HCSIS online navigation course thru the LMS (login required) o HCSIS Reports Guide located in LMS

Notes:

20. Individual Support Plan

SC Initials

D A T E

SC sup / designee

initials

Definition: The ISP is a comprehensive, integrated document that reflects what is important and

meaningful to an individual to achieve or maintain in his/her life. It includes person-centered,

medical and functional information. The ISP incorporates assessed health and welfare needs and

authorized services, when services are necessary to address health and welfare needs.

The ISP process represents the efforts of the individual and team over time to gather and apply information using person-centered techniques as well as specific requirements outlined in policy (such as the current approved service definitions) to develop the ISP. The ISP process occurs through one or more team meeting(s).

ISPs change over time to reflect an individual’s current priorities and needs. Objective: The SC will review the structure of the ISP, its content, importance, development, requirements, and person-centered components.

Development/Updates: Definition: ISPs need to be updated at least annually or when the individual's circumstances change. Objective: The SC will review the responsibilities of coordinating discussion when changes to the ISP need to occur. Required elements of ISP: Definition: The basic minimum required elements that must be part of every ISP. Objective: The SC will review the minimum elements of an ISP.

Employment:

Definition: DPW policy states that persons with intellectual disability who are of legal working age

have access to employment and the training necessary to sustain employment. Access to

employment applies regardless of a person’s living arrangement or type of service funding.





Objective: The SC will review what is meant by employment within the ODP service system, funding options, examples, and resources to help integrate employment discussions in the ISP process Lifesharing: Definition: Lifesharing through Family Living means living with and sharing life experiences with supportive persons who form a caring household. Lifesharing is both a close personal relationship and a place to live. Lifesharing offers children and adults with a wide variety of challenges the opportunity to live with a family or individual who will support his/her desires and needs for an everyday life. Objective: The SC will review Lifesharing through Family Living, including its priority within the ODP service system and the need to review the option during the ISP process. Plan Creation, Annual Update, Fiscal Year Plan: Definition: The ISP has distinct cycles of development and preparation, including the individual’s initial plan, the annual update completed on a calendar year basis, and the fiscal year plan, which synchronizes supports and services. Objective: The SC will distinguish among the initial ISP, annual update, and fiscal year ISP processes. Critical Revisions/General Updates: Definitions: A critical revision is completed when an individual’s ISP needs to be changed due to major life change or emergency, such as changing services. A general update is completed when information needs to be changed in the ISP, but services are unaffected. Note: Keep in mind that any suspension, reduction, or termination of waiver funded services requires informing the individual of fair hearing and appeal procedures. Objective: The SC will distinguish between general updates and critical revisions, the circumstances for each, and demonstrate the ability to navigate HCSIS for each. Outcome Development: Definition: Outcomes represent what is currently important to the individual, what needs to be maintained or what needs to be changed. Outcomes statements include how they will make a difference in the individual’s life; build on information gathered during the ISP process, and reflect a shared commitment to action. When Waiver-funded services are necessary for the health and welfare of the individual, while the outcome is being pursued, those services must be based on assessed needs. Outcomes include measurable action plans and address concerns. Objective: The SC will review the basic concepts of outcomes and outcome actions and facilitate





the information gathering process under supervision.

Services and Authorization of the ISP:

Definition: The SC plays a central role in developing the ISP, which contains service and rate information. Objective: The SC will review the connections between outcomes, attaching services, and authorization of ISPs

Required Resources: o ODP Bulletin #00-12-05, Individual Support Plans

Bulletin Attachments: o Cover letter for Developmental Programs (ODP) bulletin #00-12-05 o Attachment # 1 ISP Manual For Individual with an intellectual disability o Attachment # 2 ISP Timeline For ISP Activities o Attachment # 3 Revised ISP signature form o Attachment # 4 Annotated ISP

o SISTM and PA Plus Information (discussed in next section) o Electronic Resource Guide for Supports Coordinators and SC Supervisors, Everyday

Lives: A Framework for ISP Planning and Lifesharing, Employment/Employment Resources sections

o Performing a Critical Revision – LMS instruction o Creating ISP Outcomes – LMS instruction o HCSIS SC HRP Tip Sheet - LMS instruction o ODP bulletin #00-05-07 - Office of Mental Retardation Policy on Employment o Employment Manual for the Community Programs 2005-2006 o Employment Supplement to ISP o Outcome Summary page from HCSIS (with annotations) o Office of Vocational Rehabilitation course on the Supports Coordinator Curriculum website

(login required) o SISTM and PA Plus Information (discussed in next section) o Electronic Resource Guide for Supports Coordinators and SC Supervisors, Everyday

Lives: A Framework for ISP Planning and Lifesharing, Employment/Employment Resources sections

o Performing a Critical Revision – LMS instruction o Creating ISP Outcomes – LMS instruction o HCSIS SC HRP Tip Sheet - LMS instruction o ODP bulletin #00-05-07 - Office of Mental Retardation Policy on Employment o Employment Manual for the Community Programs 2005-2006 o Employment Supplement to ISP o Outcome Summary page from HCSIS (with annotations) o ODP Bulletin #00-10-12, Individual Support Plans o Office of Vocational Rehabilitation course on the Supports Coordinator Curriculum website

(login required)

Notes:





21. Supports Intensity Scale (SISTM) & PA Plus

SC Initials

D A T E

SC sup / designee

initials

Definition: The Supports Intensity Scale (SISTM) is a reliable and valid needs assessment developed by the American Association on Intellectual and Developmental Disabilities (AAIDD) to evaluate the support needs of people aged sixteen to seventy-two with intellectual disabilitiy; it focuses on the level of support needed by a person instead of deficits in skills. The PA Plus is set of nine questions added to SISTM in PA which provide additional planning

information not covered in SISTM.

Objective: The SC will review what the SISTM is, its components, his or her role in the process, and how to integrate its information into the ISP process.

Required Resources: o Supports Intensity Scale Resources on the PA Department of Human Services website o The Electronic Resource Guide for Supports Coordinators and SC Supervisors, SISTM and

PA Plus sections

Notes:

22. PUNS: Prioritization for Urgency of Need for Services

SC Initials

D A T E

SC sup / designee

initials

Definition: The PUNS gathers information to categorize the needs of individuals who have requested services from the AE/county program. It determines the urgency of need for services. It also collects information the AE/county program and ODP use to develop budget requests. Objective: The SC will review the purpose, importance, structure, content, and timelines of the PUNS, including the importance to individuals/families and their right to disagree, as well as complete a PUNS under supervision.

Required Resources: o The Electronic Resource Guide for Supports Coordinators and SC Supervisors, PUNS

section o ODP bulletin #00-06-15, Prioritization of Urgency of Need for Services PUNS Manual o ODP bulletin #00-06-15, PUNS Manual





o PUNS Disagreement Form

Notes:

23. Waiver Capacity Management

SC Initials

Date SC Sup/ designee

initials

Definition:

Waiver Capacity Management is the process by which ODP manages the number of individuals enrolled in the Consolidated and P/FDS Waivers by tracking and managing all waiver service openings statewide. Objectives:

The SC will receive an overview of Waiver Capacity Management, its components, and his or her role in supporting it.

The SC will understand how to explain the implication of statewide availability of resources to individuals and families.

Required Resources: o Waiver Capacity Management professional development Course on the SC Curriculum

website o ODP Bulletin 00-10-03, ODP Planning and Managing Unanticipated Emergencies

o ODP Bulletin 00-10-03 Attachment, Unanticipated Emergency Screening Form, DP 1033

Notes:

24. How The PUNS, SISTM and Waiver Capacity Management Connect to the Planning Process

SC Initials

D A T E

SC sup / designee

initials

Definition: The SISTM, PUNS, and Waiver Capacity Management are separate but related

processes that impact one another, especially within the context of changing needs and the ISP





planning process

Objective: The SC will review the connections between these three processes and implications for the planning process in order to appreciate how a person’s needs are assessed, how the assessment may indicate a need to update the PUNS, and how the AE/county and ODP respond to changing needs.

Required Resources: None for this section.

Notes:

25. Documentation & Service Notes, Billable and Non-billable Supports Coordination Services

SC Initials

D A T E

SC sup / designee

initials

Definition: Service notes, documented in HCSIS, contain both narrative and coding information that document contacts and actions taken by an SC on behalf of a specific individual receiiving supports.. Objective: The SC will review the elements of service notes, including purpose, style, content, and use, enter notes in HCSIS with supervision, and distinguish between Medicaid billable versus non-billable contacts.

Required Resources: o Service Notes Basics Professional Development Course on the SC Curriculum website

(login required) o The Electronic Resource Guide for Supports Coordinators and SC Supervisors Supports

Coordinator Roles & Responsibilities and Service Notes Standards section o People First Language o Service Notes Information – LMS instruction

Notes:

26. Resolution For External Monitoring/Reviews

SC Initials

D A T E

SC sup / designee

initials

Definition: Agreements between the CMS and ODP require multiple methods of review to ensure





individuals’ health, welfare, and satisfaction as well as programmatic compliance. In turn, ODP has established expectations for AE/county programs, SCO and providers to cooperate with or conduct monitoring. Each set of monitoring requirements includes resolution expectations, many of which involve supports coordination directly or indirectly. Objective: The SC will review the purpose and inter-relationships among various layers of oversight and monitoring, with emphasis on health, welfare, and satisfaction.

Required Resources: o IM4Q information on the DPW website (including “closing the loop procedures”) ODP

Bulletin #00-10-06, Supports Coordination Services

Notes:

27. Incident Management

SC Initials

D A T E

SC sup / designee

initials

Definition: Incident Management is a process established by ODP to protect the health and welfare, enhance the dignity, and protect the rights of individuals receiving supports and services. Objective: The SC will review the ODP priorities for safeguarding health and welfare, reporting requirements, and the role of the SC in the process.

Required Resources:

o The Electronic Resource Guide for Supports Coordinators and SC Supervisors , SC Roles & Responsibilities section

o ODP bulletin #6000-04-01, Incident Management Incident Management Clarification of Roles for Supports Coordination Organizations – ODP Communication Number: Memo 012-10 (available on the ODP Consulting System website under Informational memos)

Notes:

28. Independent Monitoring for Quality

SC Initials

D A T E

SC sup / designee

initials





Definition: Independent Monitoring for Quality, also known IM4Q, is a system of measuring quality that relies on information gathered from individuals receiving services and their families by people in the community who are independent of the services being delivered. Objective: The SC will review the structure of IM4Q and the SC’s role in the process, including the importance of “closing the loop” to address concerns, quality of life issues, and satisfaction.

Required Resources: o The Electronic Resource Guide for Supports Coordinators and SC Supervisors , IM4Q

section o DPW Website overview of Independent Monitoring for Quality:

Notes:

29. Resources Available to SC, SC Supervisor, SC Entity

Office of Development Programs Website - (OCS)

Pennsylvania Department of Human Services Website The Partnership

o 1-866-865-6170

Local Health Care Quality Units (HCQUs) o OCS website, odpconsulting.net , under Document Storage, includes HCQU Map that

shows area supported, includes list of contact information for all HCQUs o SC Resource Guide pg. 23

HCSIS Help Desk o Help desk 1-866-444-1264 o Fax number 1-717-540-0960

Learning Management System LMS

College of Direct Support (CDS)\ Electronic Resource Guide for SCs & SC Supervisors:

o Supports Coordination Organization Information Center > Quick Links o Supports Coordinator Curriculum website > Resources

Positive Practices Resource Team o ODP Consulting Website o Under ODP Priorities, includes bulletin and streaming event video

Disability Rights Network of PA o ODP Consulting Website, odpconsulting.net, SC Resource Guide o Harrisburg Office 1-800-692-7443 o Philadelphia Office 1-215-238-8070 o Pittsburgh Office 1-412-391-5225





The ARC of Pennsylvania o ODP Consulting Website, odpconsulting.net, SC Resource Guide pg. 63 o Harrisburg Office 1-800-692-7258 or 1-717-234-2621

County Assistance Offices (CAO)

PA MH/MR Administrators Website

County Commissioners Association of Pennsylvania

_________________________________ ______________ Supports Coordinator Signature Date

_________________________________ _______________ Designee Date _________________________________ _______________ Designee Date ________________________________ _______________ Designee Date _________________________________ _______________ SC Supervisor Date

Congratulations! You have completed the Supports Coordinator Orientation. If you would like to give the Pennsylvania Office of Development Programs feedback on this process, please send your comments to the Help Desk: [email protected]. Thank you!

mailto:[email protected]

pennsylvania office of developmental programs · 2016-03-11 · office of developmental programs...

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