program coordinator - family support_training manual_january 2012

7/28/2019 Program Coordinator - Family Support_Training Manual_January 2012

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Updated: January 2012

Program Coordinator/Family Support

Training Manual


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Table of ContentsKids First Program Philosophy 5

Kids First Program Mission Statement ................................................................................................................. 5

Vision .................................................................................................................................................................... 5

Consultative Model .............................................................................................................................................. 6

A Family-Centered, Functional Approach ............................................................................................................ 6

Program Coordinator/Behavriour Suppport Role 8

Program Coordinators (PC) .................................................................................................................................. 8

Family Support (Fs) ............................................................................................................................................... 8

PC TRAINING CHECKLIST 9

Admin 9

Announcing NEW PC, Meeting the Team 9

Background Training 9

Meeting Families 10

FSCD 10

PC/FS Role Breakdown 11

Program Coordinator / Family Support Job responsibilities description ........................................................... 12

Program Coordinator/Behavriour Support Role Breakdown Chart ...................... Error! Bookmark not defined

PC Ongoing Duties Checklist 13Program Set Up: 13

Update Service Cycle: 13

Update PC Visit Tracking Sheet: 13

Update Client/Staff Holiday Calendar: 13

Team Meetings: 13

Visits: 13

Behavior Support Person Visits: Error! Bookmark not defined

MDT Preparation: 13

Visit Structures 14

PC First Visit Procedure ......................................................................................... Error! Bookmark not defined.

PC/Clinician visit STRUCTURE ............................................................................................................................. 14

FSCD and Specialized Services 14

Family Support for Children with Disabilities (FSCD) ......................................................................................... 14

Specialized Services ............................................................................................................................................ 14


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Intake Process 16

Intake with FSCD ................................................................................................................................................ 16

Intake with Kids First .......................................................................................................................................... 17

FSCD Specialized Services Framework: Intensities of Service ............................................................................ 18

Individual & Intensive: Focus is equally on child functioning and parent capacity. 18

Collaborative & Coaching: Focus is on managing the childs needs effectively across home and community. 19

Consultative: Primarily a consultative model that transitions the skills across environments. 19

Service Cycle Tracking 20

PC Service Cycle deadlines ................................................................................................................................. 20

Team Meetings ................................................................................................................................................... 21

Booking Team Meetings ..................................................................................................................................... 21

Team meeting Guidelines .................................................................................................................................. 21Tasks ................................................................................................................................................................... 22

General Administrative Considerations ............................................................................................................. 22

MDT PACKAGE CHECKLIST .................................................................................................................................. 22

Kids First relationship with school ..................................................................................................................... 23

PC Clinical Reviews 24

BS / PSYC CLIENT REVIEW 25

OFFICE CLOSING PROCEDURES 26

Server Use and Document Naming Convention 27HR Coordinator Meeting 28

HR Coordinator / PC Relationship 28

Staff Schedule 28

Evaluations 28

Salary Review 28

Communicating your Aide Requirements 28

Monthly updates 28

Training 28Warning Notice 29

Emergency Procedures 29

Financial Clerk Review Meeting 30

Financial Clerk / PC Relationship 30

Verification of Service Forms 30

Expense Forms 30

Mileage Forms 30


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Leave Request Forms 30

Professional Development Forms 30

Welcome to Kids First! We are happy to have you as a new member of our family! We hope this manual actsas a reference for you as you become more familiar with Kids First, your role and responsibilities. Welcome to

the Team!

The following manual acts as a guide to the training that will occur over the first 1 2 weeks on the job. For

each person is structured differently depending on their background and experience. Also taken into

consideration is the availability of other professionals in the office as training is a team approach though one

person will take the lead in coordinating. It is important that at minimum the following checklist gets

completed within your first week to 10 days of starting. Most importantly - relax, enjoy the training, ask a lot

of questions and know that feeling a bit overwhelmed at first is natural.

In time everything will fall into place

KIDS FIRST PROGRAM PHILOSOPHY

KIDS FIRST PROGRAM MISSION STATEMENT

Our mission is threefold:

Children will develop positive social relationships and increased independence in activities of daily living.

Families will experience an increased sense of competency and control over the duration of their lives.

Kids Firsts team members will maintain a positive work environment that exemplifies integrity,

professionalism, respect for others and a high standard of continuing competency.

VISION

Within 5 years time, all families of children with severe disabilities in Alberta will have access to services that

enhance their quality of life and increase their capacity to support their childs development.


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CONSULTATIVE MODEL

A consultative programming model is in place at Kids First. Within this consultative model, parents and/or

caregivers are highly involved. Caregiver involvement ensures that the benefits of therapy extend beyond the

therapy sessions themselves. More importantly, the consultative model provides parents with the skills

needed to incorporate the therapeutic principles into their everyday lives.

At Kids First, all programs involve the development of Individual Service Plans (ISPs). ISPs include all family

members as primary participants. ISPs describe the childs strengths, areas to work on, long-term goals, and

short-term objectives across a variety of developmental domains. Goals are measurable and chosen based on

parent priorities and the positive functional impact their achievement would have on daily living activities.

Parent training goals and strategies are also incorporated into our ISPs.

A FAMILY-CENTERED, FUNCTIONAL APPROACH

Kids First incorporates a Family-Centered, Functional Approach to intervention:

The Family is the primary participant. All goals set in Individualized Service Plans (ISPs) are based on parent

prioritiesand the functional impact on the familys normal activities of daily living.

Family Capacity Building:

Family capacity is defined as a process by which parents and caregivers develop understanding of their childs

disability and develop strategies compatible to meet their childs needs.

Kids First ensures that implementation of services are family-centered, use a functional approach, and help to

build family capacity.

a) ISPs based on Parents top 2 priority areas. Although children may have many areas to work on,less goals on the ISP will allow focus to be placed on priority areas. And therefore, will be less

overwhelming for parents and staff. Although others may feel different areas should be priority, it

is important to respect Parents priorities.

b) Goals on the ISP are context specific within child and familys daily routine (e.g., snack time,community outings, bedtime routine etc). Focus may be on parents toughest part of their day.

c) The focus of programming is placed both on increasing child skill development and parentslearning tools, skills and knowledge. ISP has a Family Capactiy Goals section. Some examples of

Family Capacity Goals for Parents learning may include: understanding of their child

development, understanding their childs diagnosis/disability, understanding function of a

behavior and implementation of strategies and accommodations.

Note:

Strategies = Child internalizes and can be faded overtime


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Accommodation= Adapting the environment to facilitate independence at a childs current ability.

Example, buying Velcro shoes rather than working on tying laces. Typically accommodations are not

faded/ implemented long term.


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PROGRAM COORDINATOR/FAMILY SUPPPORT ROLE

PROGRAM COORDINATORS (PC)

Critical in the set-up, maintenance, and success of our clients programs, the Program Coordinator is the main

contact for the family. Program Coordinators duties include (but are not limited to): maintaining contact lists;maintaining a childs binder; providing support and training to staff; assisting with coordinating therapy

sessions; scheduling activities for therapy; addressing staff and parent concerns; and chairing Individual

Service Plan meetings. Program Coordinators are in a dual role, and also provide Behaviour Support in varying

degrees based on experience.

FAMILY SUPPORT (FS)

The Family Support Role is crucial in ensuring that the program is supported and that families are happy with

their service. To clarify, the Program Coordinator role covers all the administrative duties that maintain the

program and ensure that deadlines are being met whereas the Family Support role ensures that the parents

and staff are feeling competent and supported. Duties that fall under the Family Support role would include:

checking in with families regarding programming priorities, modeling strategies to family and staff, helping tolink families to their community, completing outcome questionnaires, and raising any programming concerns

to Program Coordinator Supervisor and Clinical Lead should any arise.


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PC TRAINING CHECKLISTThere will be one person in the office that will take the lead on your training; this person will assist you in ens

everything listed in this checklist is covered within the first 2 weeks on joining our team. We encourage all

employees to take charge of their development and training, so please bring forward any questions, concerns

requests.

Admin

Set up mail, familiarize with basics of Outlook email and calendaring, including colour coding.

Request view of everyone's calendar. Practice booking mtgs. Review Staff & Family Vacation Calendar.

VPN access and Web Email Access.

Get security codes and procedures for entering and exiting building.

Create contacts in your address book for FSCD workers, families, aides and team.

Server document naming convention and basic filing on the server.

#2 Priority: Managing the Service Cycle for families. Develop plan on who needs what meeting scheduled next, ens

this is followed for families. Become familiar with this spreadsheet it will be your best friend!

Update all contact sheets with your name and distribute to families for their files.

Review Waivers and Consents and which families need to get them signed still, develop plan to get these complete

Review time sheets, how to use, submit etc. (Mileage and Expense will be reviewed by Financial Clerk)

Review Vacation and PD Request forms, how to use, submit etc.

Review Incident Report form, how to use, submit etc.

Review what VOS forms, how, why get them signed. Financial Clerk will advise when next batch needs to be signed

Complete TelePractice training

Announcing NEW PC, Meeting the Team

Business Manager to announce PC internally.

PC to send out an email to announce self to families and advise when will be out to visit if plan in place or state look

forward to meeting soon and that will be in touch over phone to book first appointment.

#3 Priority: PC to send out email announcing self to Aide staff who work with their families. Advise will be out to vi

during regular shift. As their supervisor, it's important to develop plan so you can build rapport with your Aides.

Meet with each Clinician to review their role, how they interact with PC, and work with families.

Meet with Clinical Support to review their role, how you interact. Review Toy Lending Library and how to use.

Meet with HR Coordinator to review their role, how you interact and tools that are used, i.e. Aides Schedules, Aide

Reviews, hiring.

Meet with Financial Clerk to review their role, how you interact, tools that are used i.e. Clinical Usage File, Master B

Sheets. Review how to use copier, Expense forms, Mileage forms.

Background Training

Review Program Philosophy, Mission etc. Essentially Aide manual.

Review client files, ISPs , BSPs, Consult Notes, Videos

Review DOU: how used, how introduced to families.

Shadow another PC, attend meetings with them, watch them work. Osmosis is a great way to learn!

Review any supplemental curriculums used with your caseload (i.e. Superflex, RDI, etc.)

Review team roles, additional time spent on Aide and supervision role with Aide. How to supervise Aides.


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Review Aide datasheets and workbooks

Floortime training. Online course, videos, books or other resources to become familiar with floortime.

Read articles presentations on autism to get more familiar and comfortable with ASD and diagnoses on caseload.

View videos of past parent workshops.

Meeting Families

#1 Priority: Develop plan to meet each family, first visit should be with PC Supervisor or Clinician ideally within 2 we

starting. Priority needs to be meeting families and developing rapport with family and kiddos.

Prior to meeting families, meet with PC Supervisor to touch base on roles and make plan for covering the following

over the next 2 weeks: 1. PC Supervisor Role and how it relates to PC Role. 2. Client Review template, what these

meetings look like, how often they happen. 3. PC Supervisor 2nd line manager and responsible for Annual Review.

professional goals will be set at 90 day review meeting.

Review PC/Clinician visit structure.

Become familiar with First PC Visit Structure.

Ideally for each family new PC should attend one meeting with each clinician on a family's team. This may be over

much as 3 months depending on the frequency of visits.

FSCD

Who FSCD is, their role, how we interact, FSCD Specialized Legislation and their mandate.

How families secure service (ie. Severity, FSCD) and our intake process.

Review FSCD categories of service and what that means to caseloads. PC A = 9.25/month B= 6.75/month C=

4.5/month

What MDT is, when occurs, types of Reviews, MDT Check List and when and how to submit MDT paperwork.

Outcome Questionnaire - 6 month process


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PC/FS ROLE BREAKDOWNAs mentioned, this dual role is central to the success of a familys program at Kids First. The Program

Coordinators coordination and overall view of programming assists greatly in pulling the larger team together

The PCs assistance with training, family support and being the key contact for families makes this role full ofvariety and a need for multi tasking extraordinaire.

Breaking the PC/FS role down into its top three priorities, provides a visual on where your focus should be:

1. Managing the FSCD Service Cycle2. Building rapport with families and aides/CITs3. Supporting family capacity4. Organizing documentation/information on the client and family

To clearly define what exactly is involved in this role the following chart outlines in detail how time is

envisioned as being spent with each familys program. Clearly, as families vary so does the time spent onprograms. Slight variations to what is outlined will be experienced from family to family however the core

responsibilities wont and time should not vary to any great degree. If large degrees of variation are

experienced, then PC Supervisor should be consulted on how they can assist with coordinating that particular

program.


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PROGRAM COORDINATOR / FAMILY SUPPORT JOB RESPONSIBILITIES DESCRIPTION

The previous few pages have defined the role, broken it down over a year, and then broken it down into tasks

for individual programs. The following summary brings you back to an overall picture of the role. A general

description that we use to define the role

We want the team to realize that the Program Coordinator is central to the larger programming team. Thisindividual, as the name indicates, coordinates the team on a childs program. Responsible for seeing that the

service cycle is followed the Program Coordinator has a dual role of Family Support as well. These roles

complement each other as they pull together all disciplines while being the main contact for the family. Below

is a brief outline of each role.

PROGRAM COORDINATOR ROLE

Ensure the childs program is running smoothly. Raiseany programming concerns to Clinical Lead and PC

supervisor

Coordinate staff training. Manage caseload of approx. 15 - 20 children. Chair team meetings. Maintain client contact list and program binder. Ensure ISP is coordinated and reflects progress. Coordinate quarterly ISP team meetings. Assist in scheduling clinical and aide sessions.

Request copies of any assessments since last meeting. Keeping teams up to date and sharing information. Participate in monthly case reviews with Clinical Supervisor. Taking team meeting minutes & distributing to team. Assist HR in aide hiring and placement.

Gather clinician and family feedback for staff reviews. Contribute and participate in Aide performance evaluations. Coordinate MDT prep. Participate and attend MDT meetings.

FAMILY SUPPORT ROLE

First point of contact for parent concerns, questions etc. Consulting with clinical team on ISP goals and

implementation strategies.

Provide ongoing support and training to Aides. Modeling strategies. Advising on data collection. Support preparation/collection of any visuals or

programming materials needed.

Consulting with family on implementation of plan. Data collection as needed. Training Aide on implementation of ISP goals and BSP Train family on TelePractice tools (as necessary) and support

with troubleshooting

Completing outcome questionnaires with family Assist families in finding information on supports and

programs within their community


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PC ONGOING DUTIES CHECKLISTAs we endeavour to help Program Coordinators prioritize their duties, the following ongoing duties checklist

will assist in focusing your energy.

Program Set Up:

See first visit check listUpdate Service Cycle: Book team meetings according to service cycle Support staff in completing datasheets/forms/reports etc. Send tasks for MDT reports to clinicians

Update PC Visit Tracking Sheet:

Book visits as per breakdown of hours tableUpdate Client/Staff Holiday Calendar: Coordinate staff duties while families are away Coordinate staff to cover shifts if appropriate while staff is away

Team Meetings:

See team meeting procedure See ISP maintenance procedure ISP revisions/task follow up

Visits:

Checking in with families to ensure that they are satisfied with the direction of programming, reviewprogramming priorities, note any barriers to program implementation and any concerns the family

may have with programming (i.e. frequency of visits, aide schedule, priorities not being addressed

etc.).

Supporting Parents and Aides in following through on ISP strategies and data collection Bring out any materials or visuals needed for program implementation Supporting TelePractice training in home, record videos as requested by clinical team Family Overview Document and Eco map Verification of Services Forms when required Outcomes Questionnaire at 6 month mark Provide hard copy of newsletter and information on upcoming Parent Workshops

MDT Preparation:

First page assessment report Draft service request and service proposal Coordinate signature pages Provide copy of Summary and Baseline ISPs and assessment report to family Collect documents from family (school IPP, any medical reports or assessments) Submit MDT package Email FSCD at 11 month mark to check regarding approval of services. Follow up as required


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VISIT STRUCTURE

It is important that visits, similar to meetings, with families are planned and have purpose. For you initial visit

with a family please refer to the PC First Visit document. Subsequent visit structure will be based on

programming need (some examples are: setting the family up with TelePractice, supporting an aide, checkingin with the family regarding programming, supporting on outings, etc.)

FSCD AND SPECIALIZED SERVICES

FAMILY SUPPORT FOR CHILDREN WITH DISABILITIES (FSCD)

The FSCD program provides parents with funding to access a range of supports and services that

strengthen their ability to promote their childs healthy growth and development. FSCD also provides funding

to Specialized Services Agencies, such as Kids First, and each childs program and funding is reviewed annually.

FSCD mandates a family-centered approach which:

Identifies and builds on a familys existing strengths; Recognizes that the familys informal social support network is a primary source of support and

resource for meeting the familys needs;

Targets family-centered goals through interventions; and Emphasizes and promotes strengthening the parents and familys ability to promote the childs

development.

SPECIALIZED SERVICES

Specialized Services is distinct but linked to PUF services. PUF is provided within the school setting and

addresses academic functioning whereas Specialized addresses functional living within the home and

community and is consultative to the family.

This section of the manual will assist you in learning more about FSCD, how families secure funding and what

Kids First intake process is.

On the server you will find Family Supports for Children with Disabilities Framework which will outline

further information about who FSCD is and how they operate within our region. Some light reading for you. : )

One of the primary requirements for a family to receive Specialized Services is that their child would need tomeet severity in 2 or more of the following areas:

1. Behavior2. Communication and Socialization Skills3. Cognitive Abilities4. Physical and Motor Development5. Self-Help and Adaptive Functioning


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A multi-disciplinary team will evaluate documentation that has been provided to supporting severity and they

will also look to ensure they meet other requirements to meet the need for Specialized Services.

You will also find on the server, a summary titled, Summary of Supports and Services Provided Under the

FSCD Act, this chart and summary of outlining eligibility for Specialized Services is an excellent guide on what

services are available through FSCD and how families qualify for Specialized Services.

The Multi-Disciplinary team that evaluates documentation is comprised of two or more of the following

professionals:

Occupational Therapist Physical Therapist Speech and Language Pathologists and Psychologists

The professionals who participate on the MDT are appointed through Ministerial Order for the purposes of the

Family Support for Children with Disabilities Act and Regulation. It is important to note that some families

when they are up for renewal of services will either go through one of the following reviews:

1. MDT Panel Review parents and some of the clinical team attend a panel meeting.2. MDT Paper Review panel members review documentation in the office without family or clinical

team members.

3. FSCD Supervisor Reviewpanel members, parents and clinical team are not involved in these reviews.


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INTAKE PROCESS

INTAKE WITH FSCD

Families with suspect their child may qualify for Specialized Services generally have been through testing and

assessments through their school and or the Glenrose hospital PAS Clinic. FSCD has an intake line that familieswould call to get assigned and FSCD worker who would then work with them through the process of securing

FSCD Specialized Services funding or alternate supports. Once the FSCD worker confirms the family qualifies

for Specialized funding they will refer the family to speak with approved Specialized Service Providers, like Kids

First, to see what agency they would like to work with.


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INTAKE WITH KIDS FIRST

Kids First provides services to children between the ages of 2 and 15 who FSCD has approved for Specialized

Services.

Our intake process involves:

Family receives a referral from FSCD to Specialized Services and is provided a list of Specialized ServiceProviders to call upon.

Kids First receives an intake call, the Business Manager has an initial intake conversation with them togather preliminary information.

Business Manager schedules an intake visit in home. The home visit involves a discussion about ourprogram, a semi-structured interview to establish client needs and priorities, an informal question and

answer period, and an informal observation of the child and family.

Possible start dates are determined. Family chooses a provider and if Kids First was successful, we will at this time provide consents and

waivers and leave with the family a copy of our Document of Understanding (DOU) for their review. The

DOU outlines Kids First's programs in detail including model of service delivery, program logistics, and

administration. It outlines much of what was discussed about Kids First within the intake meeting.

A Request for Service and Service Proposal including preliminary ISP goals, potential start date, andservice category request is emailed to the family for their approval. Both documents are submitted to

FSCD for approval.

Business Manager sends an email to the team announcing the start of the new family. Message includes:assigned PC, clinical team,and any other pertinent program information.

Clinical Support creates folders for the clinicians, a home binder and office binder, updates the servicecycle document and ensure the clients folder is ready on the server.

Program Coordinator will call and welcome the family to Kids First, introduce themselves and book theirfirst visit with the family. There is a PC first visit checklist they will go over during this visit.

Program Coordinator will book an initial team case conference to prepare for the 2 month team meeting(if needed). This meeting should be after the start up team has completed their initial visit and is for the

internal team only. Items discussed: ensure team coehesion in plan, family priorities, challenges,

successes, aide plan.


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FSCD SPECIALIZED SERVICES FRAMEWORK: INTENSITIES OF SERVICE

[Effective January 1, 2010]

Kids First, together with the parents, determine the overall structure of each childs program based on: client

needs, MDT and FSCD recommendations, legislative requirements (e.g., clinical supervision), training

mandates and the cost of administering programs. The FSCD Framework allows for revisiting programmingneeds regularly and making adjustments as needed.

Agreements are based on a category of funding approved by FSCD. There are three funding categories that

represent a level of intensity in programming:

Category A - Individual Intensive Category B - Collaborative and Coaching Category C - Consultative.

The categories are reviewed at the six and nine month team meetings in preparation for MDT review. A

program decision regarding the level of intensity approved for your child is communicated from FSCD at

approximately the eleven month mark within the service cycle.

Kids First Clinical lead will meet with families prior to the 9 month meeting if there are level changes

anticipated for the following year.

Individual & Intensive: Focus is equally on child functioning and parent capacity.

Child and Family Description:

High need for child focused support Few or no interventions have been tried Requires functional assessment based on home and community environments Requires identification and determination of successful intervention strategies Use of specific goals and strategies with components of parental training

Consultative

Collaborative& Coaching

Individual& Intensive


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Service Response:

Consistent intervention implementation Functional baseline assessment Positive outcomes to consider unique needs and well-being of child/family Support parent capacity

Collaborative & Coaching: Focus is on managing the childs needs effectively across home and community.


Significant area of need is on behaviour or transitioning of skills Parents work on specific strategies in identified areas of need Consultation is requiredService Response:

Consistent intervention implementation Functional baseline assessment Positive outcomes to consider unique needs and well-being of child/family Support parent capacity

Consultative: Primarily a consultative model that transitions the skills across environments.


Need is consultative in nature Child/youth participate in goal setting Emphasis on inclusiveness in family and community Greater emphasis on other supports and services through relief, community aide and behaviourService Response:

Consultation on independence, inclusiveness and success in family and community Life skill outcomes Transition planning Youth works toward identified goals and dreams as able


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SERVICE CYCLE TRACKINGWithin the Client Files folder on the server is a document called Service Cycle. Each Program Coordinator is

listed with their clients. Dates are listed beside each client that reflects key points within the Clients service

cycle. It is the Program Coordinators responsibility that each of these service cycle requirements are met.

This structured plan ensures critical service deadlines are met, including team meetings, assessments and

reviews. It is imperative that all team members are aware of and work toward this plan.

PC SERVICE CYCLE DEADLINES

This document is housed in the Client Files folder and is a resource for our entire team. Maintained by the

Program Coordinator, this spreadsheet keeps each clients program on track for the above FSCD service cycle,all key dates are summarized below. New clients are added by our Clinical Support person however any PC

may add their new client if they have time. Tentative dates are slotted in as place holders in the spreadsheet

however Program Coordinators are responsible for confirming all dates and formatting confirmed meetings

with Bold Text.

INTIAL ISP TEAM MEETING/BASELINE TM - 4 Week Mark

INITIAL ISP DUE TO FSCD 3 Month Mark

INITIAL/2nd REVIEW TM 6 Month Mark

SUMMARY REVIEW TM 9 Month Mark

REPORTS, SUMMARY AND PROPOSAL DUE TO FSCD - 10 Month Mark


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FSCD DECISION ON SERVICES PROPOSAL - 11 Month Mark

TEAM MEETINGS

Team meetings are essential to program success and also to meet service cycle timelines. As such, every

effort will be made to ensure that the entire team participates in these meetings. Team meetings are held in

our office approximately three times a year and scheduled Monday to Friday in the morning. Team Meetings

are generally held during the second, sixth and ninth month of a programming year. Category C families willonly have 2 meetings a year. Parent attendance (either by phone or in person) is required.

Meetings should be booked as far in advance as possible to ensure calendars and meeting space are

available. Ideally this should be 4 6 weeks in advance of the meeting. Some attendance

considerations are as follows:

Aides only to attend 2 month and 6 month meetings PCs to check with Clinical Lead prior to 9 month on who should attend the 9 month meeting along

with family will likely be Clinical Lead, PC, the primary clinician and FSCD.

BOOKING TEAM MEETINGS

When sending out Outlook invitations for team meetings etc. typically we include the childs first name and

last initial, then the type of the meeting it is. Please see samples below.

i.e.

John S- 9 month Meeting with FSCD

Jane S- 2 month Meeting

Justice P- Initial Meeting

Justice P- 2nd

Review Team Meeting

John S- Case Conference (Prep for 9 month Meeting)

Jane S- Case Conference (Prep for Initial Meeting)

TEAM MEETING GUIDELINES

Preparation for meeting:

1. Clinicians to email any agenda items to PCs.2. Immediately prior to meeting PC to ask clinician for any last minute agenda itemsTeam meeting:

1. Introductions as appropriate (e.g., if new team member or FSCD worker present)2. PC to indicate teams agenda items.3. Allow parent to begin the meeting with any celebrations (e.g., mastered goals, incidental gains) and

any questions/comments regarding implementation of goals, strategies and/or accommodations.

4. Review Parent Priorities: identify top 2 priority areas. Confirm if priorities are still the same aspreviously identified. Discuss if goals should be placed on hold, revised or taken off of ISP if no longer a

priority for parents.

5. The purpose of baseline, initial and second review team meetings is to develop goals, strategies,accommodations and identify progress as needed. Multidisciplinary goals, strategies and

accommodations to be priority over individual clinician goals.

6. Prognosis discussion as relevant to individual goals/areas should occur at every meeting.


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9 month meeting (with FSCD worker):

All of the following points should be determined/discussed prior to the 9 meeting but summarized at the

meeting for the FSCD worker:

1. Areas of Severity (i.e., 2 or more areas of severity to qualify)2. General gains and what the previous year focus was on (i.e., SLP, OT, Psych, PT and family Capacity).

Each clinician to indicate childs overall gains in their clinical area. Parents to indicate what they feel

they have learned over the year and add any information they want to share regarding gains their child

has made.

3. What the general focus for the upcoming year will be. Indicate Tier of service/transition plan ifappropriate and which clinicians will be involved in the upcoming year.

TASKS

Tasks may be assigned as a result of a meeting. PCs will often need to assign and followup on assigned tasks

for their caseload. For ease of booking, it is best to state the task in the the following order.

Name of client- type of task - name of clinician. Samples are listed below.

i.e.:

John Initial ISP review updates-Kim

John ISP Update-summary and baseline-Kas

John ISP Update-2nd

Review-Wanda

John MDT documentation- Wanda

GENERAL ADMINISTRATIVE CONSIDERATIONS

Although it is ideal to have original signature on documents it is ok to get parents signature scanned to you to

submit to FSCD.

MDT PACKAGE CHECKLIST

The MDT package checklist will assist the Program Coordinator in ensuring that the MDT package is complete.

The contents of this package will drive FSCDs decision making around future funding for the family. Compiling

its contents generally takes between 2 and 4 weeks, so start early with preparation efforts!

Please check once included in packageSchool Reports:

School IPP

OT report (if applicable)SLP report (if applicable)

PT report (if applicable)

Assessments:

Other relevant medical reports or assessments

KF Team Documents: Signed?

Service Proposal

Service Request

Joint Clinician Report

Self Regulation Plan (if applicable)


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Summary ISP

Proposed ISP

Note: PC should ask parent if SLP, OT, PT assessments are being done through the school. If assessments are

done through the school then only a progress summary needs to be done by Kids First clinicians.

KIDS FIRST RELATIONSHIP WITH SCHOOL

Kids First prides itself on being collaborative with external as well as internal persons involved with the child

and family. Ensuring complimentary programming is being provided is beneficial to the child and family.

Please note though that Kids First will not initiate the collaboration, unless there is obvious gross discrepancy

in programming. Should the family request it, we will certainly reach out to external parties, most often this

is the childs school.

Typically the role of the Kids First PC is not to be involved in school collaboration. When there is collaborating

with schools it is strictly for sharing information. FSCD funding is provided for inhome and community

programming, school program funding is a separate body and as a result our involvement with the school will

be at an arms reach. Kids First is not in a position to provide suggestions to the school or assist in advocating

for child or asking for more funding from school. Involvement will be restricted to ensure consistency across

programming, supporting the child and family.

It is important that role boundaries are remain in place. Being acquainted with school staff is helpful and

having a relationship is beneficial to programming however we would want to avoid taking on any

responsibilities related to school programming.

What a PC may do during meeting with school is:

- Provide contact list of kiddo (they can email our clinicians if they have any questions regarding homeprogramming or the types of things we are working on).- Provide business card to encourage exchange of information (School can send their IPP to you if they

are interested to do so). Consents need to reflect family is ok with this exchange of information.

- Introduce Kids First and our role.What not to do:

- Advocate for child or parent, rather encourage and support parent to advocate for themselves.- Provide programming suggestions to school.


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PC CLINICAL REVIEWSBooked bi-monthly with our Clinical Lead, these meetings provide the PC/BS opportunity to bounce ideas off

the CL on managing the familys program. Its a fantastic opportunity to gain support, insight and voice

concerns. These meetings will be held every 3 weeks with the Clinical Lead. Please ensure they are booked

well enough in advance to maintain the intended frequency. Below is a sample of the template that should beprepared for this meeting, there is one on the server as well.

PC/Clinical Lead Client Review Date:

Kiddo Meetings to book Program status Staffing ConcernsPlan for follow-

up


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BS / PSYC CLIENT REVIEWConducted as needed with our Psychologist, the Psyc Client Review meeting is opportunity to address any

behavioral concerns with kiddos and develop plans to address any concerns or simply ensure programming is

running as expected. Below is the template to complete for this meeting, it can also be found on the server.

BS/Psych Client Review Date:

Kiddo ConcernsBeh Plan Status/Data Collection

Psyc Follow up BS Follow up

High

Med

Low

High

Med

Low

High

Med

Low

High

Med

Low

High

Med

Low


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OFFICE CLOSING PROCEDURES

When leaving for the day please:

DESK- Tidy your desk with all confidential information locked up. No client (FN/LN) info should be left out.COFFEE - Turn coffee maker off, clean it and empty grinds into garbage.

DISHES - Clean all dishes (or load dishwasher) and/or put away clean dishes (empty dishwasher) *Please

recruit someone to help you if there are a lot.

HEAT/AC OFF Please ensure Heat/AC is in the off position.

RECYCLING - Ensure your recycling is emptied into kitchen recycling bin/kitchen garbage bin. Cleaners come

Tuesdays and Fridays so stinky garbage should be put into kitchen bin as needed. Otherwise garbage is

removed by cleaners.

COMPUTER - Computer locked up or taken home.

BLINDS - Close all mainfloor blinds (conf rooms, foyer)

LIGHTS - Shut off all office lights (all rooms, *playroom seems to be left on a lot, please double check off)

SHARED DOOR - Ensure front door between Triad and Kids First is locked. VERY IMPORTANTFRONT DOOR - Ensure our front office door is locked.

ALARM If you are the last to leave, please set the alarm.


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SERVER USE AND DOCUMENT NAMING CONVENTION

Folders are set up on the server, please start saving files to the server P: Drive under the appropriate folders.

DOCUMENTS TO SHARE = P:Drive

When deciding what to save to the P:Drive keep in mind that anything you want to share with the larger

team/larger team would benefit from having access to, would be saved here.

WORKING DOCUMENTS = U:Drive

All of your working documents that are for your personal use would be saved to your private H: Drive (if you

need assistance with this, please let me know).

OLD REPORTS = Aide to scan in

We will be having an Aide pick up more hours to scan assessments/reports and other items from Kids binders

into their Server folders. So no need for you to do this task.

FILE NAMES = Please use the same format

To make locating files easier for everyone, please name your files using the following format:

WHO THE DOCUMENT IS ABOUT_WHAT THE DOCUMENT IS_MONYR.doc

i.e. Kids First Staff_Contact List_AUG09

AveryS_SLP Report_SEP09

To avoid really lengthy file names please use these handy short forms:

Rx = Recommendations

Ax = AssessmentTx = Therapy

REMEMBER: Please use client names as first name last initial, and months should be three characters - thiswill make sorting files much easier.


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HR COORDINATOR MEETING

HR Coordinator / PC Relationship

Working closely with Program Coordinators our HR Coordinator ensures Kids First has required Aide staffing

for all families. It is important that there is a synergy between these individuals so family Aide requirements

are met.

Staff Schedule

The Staff Schedule document is kept up to date by our HR Coordinator. Since the Program Coordinator is the

primary contact with families and Aides, this task would be impossible without regular updates that get

communicated to HR by PCs on any scheduling changes. We have found the there are often changes

throughout the year to schedules however the busiest times are September, January and June.

Evaluations

Aides receive performance reviews annually. These reviews are coordinated by HR however conducted by

Program Coordinators with support from HR. A templates is used completed and used as a guide for these

reviews.

Salary Review

After each annual review whether an Aide qualifies for an increase or not, Kids First policy is to review salary

for each employee annually. There is a template which should be completed for internal purposes only.

Communicating your Aide Requirements

As new families start or changes occur within programs it is imperative that these requirements are clearly

communicated to HR. Such items as: days and times, possible flexibility, special qualifications and

considerations need in candidates, start date.

Monthly updates

Each month HR emails out a staffing update to the team. Here all families currently requiring an Aide are

listed, upcoming requirements and spots that have been recently filled. Its a great check point between HR

and PC, any errors or omissions should be communicated to HR.

Training

The Aide Training manual is provided to each new hire. This portfolio of information includes two sections of

information. One is section is HR related and the other is Program related. The HR Coordinator will review

the HR material which includes such items as: direct deposit forms, tax forms, and emergency contact sheets.

The primary Program Coordinator the new Aide will be working for will ensure all program related material in

the Aide manual is covered over the next 3 months. A checklist is included in the Aide manual to assist the

Primary PC in ensuring all material gets covered.


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Staff Training occurs approximately 4 times a year. A Senior PC will coordinate these training sessions with the

assistance of the PC Team. HR will track Aide attendance and assist in identifying any individuals that have

had excellent or poor attendance; these results will be provided at the annual evaluation.

Warning Notice

Since the Program Coordinator is the Aides direct supervision should there be any questionable behavior by

the Aide, (i.e. lack or professionalism, 3 or more cancelled shifts, other inappropriate behavior or action), the

Program Coordinator would document the misconduct on a warning notice form.

Emergency Procedures

Kids First has procedures established for staff working alone and working in the office as well as safety

considerations.


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FINANCIAL CLERK REVIEW MEETING

Financial Clerk / PC Relationship

Program Coordinators and our Financial Clerk (FC) interact mostly through paperwork. At the top of the list

our FC ensures we all get paid on time! Other responsibilities include: submitting all billing and reporting to

FSCD, ensuring VOS (verification of service) forms are signed by all families, updating our Clinical Usage file,

With our Business Manager the FC processes all PD and Vacation requests and manages our full-time Kids First

team. Our FC manages many of the day to day operations at Kids First.

Verification of Service Forms

Kids First provides services to families and requests payment from FSCD only after service is provided on a

weekly basis (NOTE: bi-weekly effective April 2011). FSCD agreements are in the clinets name, Kids First must

submit a verification of service form with all invoices sent to FSCD. Kids First subscribes to equal billing in

order to support our employee model. This ensures that regular expenses such as facility costs and payroll

requirements can be met throughout the year. Although VOS forms are signed at the start of service and

before services are provided to families, Kids First keeps VOS forms on file and only after services are provided

are these forms submitted to FSCD.

Expense Forms

The only regular expense that will be submitted monthly is cell phone reimbursement. Other expenses that

may be incurred will require prior approval from management and may include such items as: meal

reimbursement (provided for out of town travel over meal hour), program materials and supplies.

Mileage Forms

Submitted monthly, this form will track mileage between client appointments. Its important to note that

mileage into and home from work (client home or office), is not reimbursable. Only travel between the office

and clients home or FSCD or other client related activity would be submitted for payment.

Leave Request Forms

These forms cover any reason that you may be out of the office with the exception of Professional

Development which has its own form. Leave Request Forms are primarily used for requesting vacation time.

The FC will secure the Business Managers (BM) approval for this request before processing it. You may wish

to forward a signed form to BM and cc the FC.

Professional Development Forms

This form is used to request PD time off, and course or conference fees, literature, virtually anything that

contributes to your professional development. The FC will secure the Business Managers (BM) approval for

this request before processing it. You may wish to forward a signed form to BM and cc the FC.


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