Service Monitoring and Oversight Sub-Committee

Of the Local Business Planning Committee

October 3, 2002

MINUTES

PRESENT:    Terry Eads (chair), MIS Director, CCMHC

                        Densie Lucas, Assistant Area Director, CCMHC

                        William H. McDougal, Substance Abuse Services Director, CCMHC

                        Colleen McComas, HIM Manager, CCMHC

                        Kathy Edwards, Contract Administration Manager, CCMHC

                        Jerry Bennett, Clients Rights Officer, CCMHC

                        Debbie Jenkins, Child and Family Services Director, CCMHC

                        Stacy Martin, Clerk to the Area Board, CCMHC

                        Bill Frye, Myrover-Reese

                        Alice Smith, Peterkin & Associates and IPA

                        Rose Ferguson, PFCS and FBC

                        Anthony McRae, PFCS

                        Letsie Generette, RACA Services and Bryant & Associates

I.          Welcome

             Mr. Eads welcomed everyone to the meeting and thanked them for their attendance.

II.        Introductions

            Mr. Eads asked that everyone introduce themselves for the benefit of new members.

III.       Announcements

            None

IV.       Agenda Adjustments

·        Members requested the following three changes to the minutes from 9-26-02:

-     Mrs. McComas requested that Item III read “ … Mrs. McComas followed up regarding VGFW’s plan with a  brief overview.”

-     The first bullet under Item V should read, “… internally and as other things …”

-     Third bullet on page two has Mr. McRae’s name spelled incorrectly.

Minutes were approved with the above corrections.

·        Ms. Smith requested adding “Follow Up on Sub Committee” to the agenda.

-     A group of providers met (Ms. Ferguson, Mr. Wilson, Ms. Cook, Mr. McRae, and Ms. Smith), and read through the mandates in terms of what providers needed to do for LME to be able to monitor in order to determine what they, as providers, should be doing to address and prepare.

-     In response to monitoring risks and health and safety issues, the providers would submit  incident reports with documentation to the LME within 24 hours in addition to providing monthly reports using “Provider Network Monthly Risk Management, Health and Safety Report” (See ATTACHMENA) which is a document that the subcommittee created.  Will also submit copies of policies/procedures.  Additionally, will submit a document/report with approval from physician or some other designated person supporting the use of restrictive interventions to the LME within 24 hours.

-      The Subcommittee presented a sample Incident Report Form to use as a standard form (See ATTACHMENT B).  There was discussion on this form.  Mrs. Jenkins reminded members to ensure they document clear difference between an “intervention” and an “escort.”

Ø      Copies of the Confidential Incident Report (ATTACHMENT D) and the Restrictive Intervention Log (ATTACHMENT D) used by CCMHC were provided to members.

                   -    The Subcommittee offered a grid titled “Providers’s Documentation of Time Frame for Implementation” (See ATTACHMENT C) for consideration by the LME when submitting their plan.

V.        Service Monitoring and Oversight Grid

·        Ms. Jenkins led a discussion regarding time frames for implementation of the Service Monitoring objectives listed on the grid and requested input from the providers.

·        Since the LME will not be implementing any phases of the plan until 2004, if Providers begin documenting data that requires two years worth of information, they will have the necessary reports by 2004.

·        The plan in January will contain preliminary time frames.  The LME will submit quarterly updates and may modify dates.

·        Phase I programs begin implementation in July 2003 with all programs in full implementation by 2007. 

·        Mrs. Jenkins explained how all Committees of the LME support each other from Planning/Collaboration, to Provider Network, to Monitoring and Oversight, to Management/Evaluation, to Finance Management, to MIS/Data Capabilities.

·        Most Phase I programs were Carolina Alternatives Medicaid sites and have built their LME system on what they put together for Carolina Alternatives.

·        Mrs. Jenkins inquired as to whether 2004/05 would be an acceptable timeframe for beginning implementation of elements in the plan.  She reminded members that these time frames can be modified as long as they do not exceed 2007.

-     Providers present expressed that 2005 would be more acceptable and realistic.

·        Ms. Smith requested information regarding the core competencies.  Mrs. Jenkins informed members that the core competencies are 108 pages covering seven domains and can be found on the State’s website.  She gave the following web address:  www.dhhs.state.nc.us.

-     Ms. Lucas provided copies of the first several pages of the competencies which provides an overview of the 108-page document.

VI.       Task / Objectives to be Completed

·        Mr. Eads asked if members needed anything from the LME to continue with the process.

·        Mrs. Jenkins informed the committee that she along with Ms. Lucas and Mr. Debnam will be attending a workshop next week on putting together the plan and will provide feedback at the next meeting on what they learned.

VII.     Round Robin

            No discussion on this topic.

VIII.    Next Meeting

The next meeting is scheduled for Friday, October 11, 2002 at 9:00 a.m. in the Area Board Room.

·         Will share information on IPRS gathered at next week’s three-day training.

·         Will have dates for consideration for the plan implementation.

·         Ms. Jackie Adams Cool will discuss/present information on transition codes on 10/8 at a providers’ meeting.

-    Mrs. McComas will inform Ms. Magby about this presentation since she has requested someone from CCMHC to talk about the business plan at this time, but no one is available.  Mrs. McComas said that someone will provide Business Plan information at another time (Ms. Lucas will coordinate this with Ms. Magby.)

IX.       Adjournment