SCO On-Site Monitoring. Revised December Course # No narration, music playing.

Transcription

1 No narration, music playing. 1

2 This webcast includes spoken narration. To adjust the volume, use the controls at the bottom of the screen. While viewing this webcast, there is a pause and reverse button that can be used throughout the presentation. The written version of the narration appears to the right of the screen. 2

3 Welcome to the SCO On Site Monitoring webcast. My name is Sonya Hipple. I am the SCO Monitoring Lead for the Office of Developmental Programs. 3

4 This training is part of a series of webcasts that are being provided to assist in preparations for each stage of the SCO Monitoring Process. These presentations are specifically targeted to the SCO and staff responsible for completing the monitoring process. A reminder, the SCO Monitoring Process is divided into two phases: Self Reporting and On Site Monitoring. In this presentation we will focus on the On Site Monitoring phase. The On Site Monitoring is the ODP validation of the Self Reporting. ODP uses the same tool in the On Site Monitoring that was used by the SCO in the Self Reporting Phase. All SCOs who provide service to waiver participants as of the sample pull date (April 30 th each year), will be included in the SCO monitoring cycle during that year. New SCOs, who do not provide services to waiver participants as of the sample pull date, will be included in the SCO Monitoring cycle the following year. 4

5 The On Site Monitoring process consists of the five steps on the slide. Let s look at these steps more closely. 5

6 The first step in the On Site Monitoring process is to establish a date or dates for ODP to complete the on site. A letter to confirm the on site is sent to the SCO by the Regional Lead. As part of the monitoring process, the Submission Checklist documentation is reviewed by ODP prior to the on site. Any discrepancies between the self report and ODP s review of the documentation will be discussed during the on site. Information submitted after the last Friday in September will not be reviewed and will result in non compliance. SCOs should keep a copy of the Submission Checklist packet to use as reference during the on site visit. 6

7 All SCOs that serve waiver individuals at the time of the sample pull need to complete the SCO Monitoring Process annually. The On Site Monitoring phase begins in October of each year and will end by April 30 th. The scheduling and completion of the On Site Monitoring will be distributed across these 7 months. During the On Site Monitoring, ODP staff use the same monitoring tool used by the SCOs to complete the self report as well as information provided by the SCO and the SCO Performance Review Reports available in DocuShare. In reviewing reports, ODP uses the same timeframes that are used by the SCO during the Self Reporting phase to validate the information submitted. This record review is the previous Fiscal Year, for example, the SCO Monitoring Cycle that starts August 2014 will use the Fiscal Year for record reviews. The one exception to this timeframe is the SC Training requirement. This will be monitored based on the calendar year. For example, the SCO Monitoring Cycle that starts August 2014 will use training records for the 2013 calendar year. However, ODP will review the 2014 training records of newly hired staff, to ensure they are completing the available, required trainings in It is important to note that depending on the amount of time that has elapsed between the submission of the SCO Self Report and the completion of the On Site Monitoring, current HCSIS data may vary from the data submitted by the SCO. During the On Site Monitoring, ODP will work with the SCO to understand these variances as they complete the tool. 7

8 Following the completion of the On Site Monitoring, ODP prepares a Final Monitoring Report that summarizes the findings from the On Site Monitoring and the completion of the monitoring tool. This report is provided to the SCO within 30 days of the On Site Monitoring. In the event that the final report cannot be completed within this timeframe, an interim report will be provided. Included in the report is a summary of the findings from the Monitoring tool completed by ODP. The Final Monitoring Report summarizes the SCO Self Report and any discrepancies identified between the SCO Self Report and ODP s results. The report also includes areas of compliance and non compliance. If there are areas of non compliance identified, a standardized Corrective Action Plan is also sent to the SCO. 8

9 Upon receipt of the Final Monitoring Report, the SCO has 15 calendar days to acknowledge the receipt of the report. The response can be in writing via or postal mail. The time of submission will be based on the time stamp or postal cancelation. If there are no areas of non compliance, the SCO will confirm receipt of the Final Monitoring Report. If there are areas of non compliance, the standardized Corrective Active Plan or CAP document will be included and the CAP process must be followed. SCOs can dispute the findings in the Final Monitoring Report to ODP Central Office, but they still need to comply with the established timelines for the CAP Process while the dispute is being reviewed. While the Final Monitoring Reports and Corrective Action Plans are completed following the On Site Monitoring, ODP will ensure that all Final Monitoring Reports will be provided no later than May 30th and all CAPs are approved no later than June 30th. The Corrective Action Plan Process webcast is available as part of the SCO Monitoring Process series. 9

10 As a part of the SCO Monitoring Process, SCOs have the option to request an exit conference with ODP upon receipt of the Final Monitoring Report. The purpose of this exit conference is to help SCOs understand the results of monitoring. The exit conference can be a face to face meeting, phone conference call or web based meeting. A preliminary review of the on site results can be completed at the end of the on site monitoring as requested by the SCO. 10

11 An unscheduled On Site Monitoring of an SCO occurs when there is a significant concern regarding the processes and services of the SCO. This could be evidenced by repeated failure or a significant increase of the SCO failing to complete required processes that impact the services and supports provided to an individual. An unscheduled On Site Monitoring is an abbreviated process. When an unscheduled monitoring is warranted, ODP can choose to use specific sections of the monitoring tool, related to the current concern, or they can choose to complete the tool in its entirety, depending on the circumstances for the unscheduled monitoring. This monitoring is completed entirely offline, using the paper tool, and may also relate to concerns that are not referenced in the tool. The provision of the Final Report, CAP submission and approval, as well as implementation of the CAP must be a priority for both ODP and the SCO and provided and responded to as quickly as possible. At any time, ODP will direct the SCO to take immediate corrective action if there is a clear and imminent threat to the health and welfare of an individual. 11

12 In the event that an SCO does not submit a CAP when necessary, the SCO will be in Followup Status. This could also occur if a SCO fails to implement a Corrective Action Plan or Directed Corrective Action Plan within the required timeframes. When ODP places an SCO in Follow up Status, ODP may require the SCO to complete additional specific actions including attendance and participation in specific training or technical assistance, implementation of a Directed Corrective Action Plan, or other actions related to the reasons for the Follow up status as identified by ODP. Depending on the reasons for an SCO being placed in Follow up Status, ODP may also choose to conduct a review of the SCO s qualifications to provide services or restrict the SCO from providing service to newly enrolled waiver participants. 12

13 In summary, all SCOs are monitored annually by ODP. The process spans 7 months and begins with a letter from ODP confirming the date of the On Site Monitoring. All On Site Monitorings must be completed by April 30 th. Once the On Site is complete, ODP will create the Final Monitoring Report, which summarizes all of the findings, and provides it to the SCO within 30 days. The SCO can request an exit conference to review the results of the Final Monitoring Report once they receive it. 13

14 Questions regarding the Monitoring Process should be directed to the Statewide SCO Monitoring mailbox listed on this slide and copied to your Regional SCO Monitoring Lead. A list of the ODP Regional SCO Monitoring Leads is available in the Resources section where you accessed this webcast. Please be sure to review the other webcasts in this series for more detailed information. 14

15 This webcast has been developed and produced by the Office of Developmental Programs Consulting System on behalf of the Pennsylvania Department of Public Welfare, Office of Developmental Programs. Thank you for participating in this lesson. 15