Minutes from the call on 9/26/13.
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Meeting Minutes from September 5 Optional Conference Call
SC Conference Call Minutes
Thursday, 9/5/2013
In Attendance: Catrina, Victoria, Matt 1 & 2, Judy, Stephanie, Kari, Lindsay, Diane, Jim, Karen, Emily, Maryanette, Adrienne, Andrea, Stacey, Renee, Dierdre, Jackie, Jane, Crystal, Brenda, Rachel
- General Updates (Brenda)
- Facilitators established for September and October conference calls:
September 19th – Catrina
October 3 – Jim
October 17 – Victoria
October 31 – Emily
- Professional Development on September 12th
“All Things DHS” @ UM Detroit Center
9:00 – 9:30 am – Social Connections
9:30 – 11:30 am – Professional Development Presentation
11:30 am – Noon – Lunch Break
Noon – 1:30 pm – SC Meeting
1:30 pm – 2:30 pm – Meeting with UM Curtis Center for ALL
PVM SC and SC at Flatrock and LaBelle Co-ops
Please let Ann Kraemer know ASAP if you are not attending
- PVM (Brenda)
- EIV and Lease Files – EIV is not supposed to be access by the Service Coordinator, therefore SC should not have access to business office file. If you require information contained in the BO/Lease file, get a signed Release of Information from the resident then request the necessary information from the business office. SC should not ever have direct access to the files.
- CSI (Rachel)
- Recertification. You can help members fill out the forms if you have (a) a
consent to release to certification dept. at CSI (they may ask you to fax it to them), and (b) you have a representative from the CSI certification dept on conference phone while you are with the member. It will be the CSI
representative who walks the member through the steps of recertification. You are just there as another set of eyes and, if needed, a writer (especially for members with low vision or with low literacy skills). If you are the one
assisting with physically filling out the application, make a blank copy for the member to follow along with the CSI rep and you.
As of this point, CSI SC cannot help the member with the recertification without the leasing office on conference call. Rachel will clarify with CSI.
Also discussion of helping potential members with application for residence within the co-op emerged. At this point SC are not to help a potential member complete an application.
** Two areas that are most prone to Fair Housing violations are in the application process and recertification process, CSI does not want to place SC in that position. Rachel will follow-up with CSI to see if they would be willing to have a training with the SC so they could do this without the leasing office on conference call.
- Technological/utility issues and repair delays (Matt) – Frustration was expressed regarding the perceived passive stance Hannan takes with CSI when there are issues with repairs to technology and utilities. Rachel clarified that many indepth conversations have occurred with CSI that this is a violation of the contract that CSI has with Hannan. Sheila will bring this again to the attention of the liaisons so they are aware that these issues are priority.
- Process for obtaining resident/member consents to release (Rachel)
- Electronic documentation – Rachel emphasized the importance of having the Consents to Release created in AASC Online with the verbiage from the signed Consent included in the system. Many SC do not create the Consents in the AASC Online system and this makes it more difficult to audit files remotely. More focus and energy is being placed on being able to complete file audits remotely utilizing available technology.
- Signatures in hard files – Signed copies of the Consents should still be maintained in the hard files. Unable at this point to scan signed consents into the AASC Online system, although Pangea is working on this technology.
- Consents for MiCAFE – When working with a resident/member on a MiCAFE application, the SC must get a signed Consent to Release through AASC Online. There is a consent embedded in the MiCAFE document but SC’s need one for them to be able to talk with DHS, MiCAFE, etc.
- SC Query Corner
- State ID, benefits and housebound seniors (Victoria) – Victoria inquired about the possibility of a homebound individual getting a State issued ID. Adrienne indicated she had seen several months ago a special report of Fox 2 News that indicated S.O.S. could not force homebound individuals to come into the office. She will research this and follow-up with Victoria (and also post on Scoop, right?). Victoria also wanted to know the consequence of an individual not having a Michigan State ID and receiving benefits within Michigan. No one indicated that they knew that this was a problem. Matt suggested that Victoria contact Crossroads for assistance.
- SC Educational Presentations: what to do when a presenter cancels last minute, what to do when you have a lot of residents signed up and only a couple show, what to do when no one signs up (Stacey) – A lot of great discussion was had surrounding this topic. Suggestions included:
i. Announcing presentation overhead.
ii. Placing flyers under resident’s doors.
iii. Having a resident/member champion for the presentation (someone who expressed interest in having the topic presented) to help promote and set-up for presentation – Victoria will check during her liaison meeting if this is something that would be ok within the CSI setting
iv. Having an unofficial resident/member “PR” person who helps promote all events
v. Having door prizes for people arriving
vi. Offering “better” snacks
vii. Having raffle for completing evaluation after presentation
viii. Asking residents/members what they want to hear presented
ix. Do not schedule presentations against a popular activity in the Village/Co-op
- Additional Resources
- access to Wayne County and Oakland County Probate Courts – In order for SC to verify if a person who provides paperwork is indeed the most current guardian or for those who don’t provide paperwork are indeed the guardian, Wayne and Oakland County Probate Courts have a system which allows you to see the proceedings history for any guardianship case.
For Wayne County: www.wcpc.us – Click on “Case Access”, read “Important Information about eAccess” then click, “I Accept – Click Here”.
For Oakland County: www.oakgov.com/courts/probate/ – Click on “Oakland County Probate Court Online Services”, click on “Case Search”, read “Probate Access”, then click “I Agree”.
***NEW*** For Macomb County: www.macombcountymi.gov/PROBATECOURT/ – Click on “Case Look-Up”.
***NEW*** For Kalamazoo County: kalcounty.com/courts/probate/ – Click on “Probate Index”, click on “Enter Probate Court Record Index”, read disclaimer, then click on “OK”.
- Crystal shared the Senior Lifestyle and Injury Prevention (SLIP) program offered through Oakwood Hospital and the Dearborn Fire Department. The contact person is Scott Stockinger. Crystal will post more information to Scoop as she gets it.
- Renee shared had a case scenario she reviewed with the team.
SC Conference Call Notes 8 22 13
Service Coordinator Team Conference Call Notes
8/22/13, 12:30-1:30pm, Optional
Attendees: Andrea, Harriet, Jim, Judy, Diane, Matt, Victoria, Alexa, Annette, Crytsl, Emily Janice, Stacey, Stephanie, Catrina, Faith, Maryanette, Karen, Renee, Lindsay, Brenda, Rachel
1. Updates
a. PVM – Annette Pledger has accepted the position of PVM SC Team Leader starting the end of September so that we can fill the position at Woodbridge Manor. Congratulations Anette! Brenda will post Woodbridge position this afternoon.
b. CSI
c. Hannan – Luella Hannan Day is Friday, 8/23, 11am. If you come, wear your Hannan t-shirts!
2. AASC Conference Report – Attendees.
– Alexa and Matt’s workshop had 80+ attendees and was well received. Highlight of the conference.
– Workshops were a mixed bag. Highlights included Mike Carnohan’s AASC Online workshop, ethics workshops, other types of SC models for family housing and alternate funding structures, creation of resident volunteer program workshop, safety in the workplace, death and dying in apartment buildings.
– It was nice to meet fellow SCs from across the country. Feels less isolating to know other SCs are out there.
– Diane, Alexa, Stacey and Matt have workshop presentations that fellow SCs can get access to.
3. Client Scenarios
a. How do we service a member who has a husband who has legal guardianship? What is the confidentiality protocol and what documentation is necessary to provide services (consent to release form?) SC has not had access to wife; wife is apartment bound. – Victoria.
i. Has there been an apartment inspection?
ii. There is a visiting nurse.
iii. His signature is adequate. Sign with his name and write “guardian for x” afterwards. Keep copy of guardianship form in files.
iv. In order to open a case, SC does need to meet with client (wife) to do ADL Assessment.
v. Address in a nice way that SC has noticed that husband is putting up barriers to a home visit. Explore this with him.
vi. Is husband afraid that wife needs so many services that she will be ineligible to live in co-op.
vii. SC has presented need for a home visit for services such as PACE.
viii. Give timeframe of ADL Assessment within month of starting services.
4. Documentation
a. What counts as an SC service to prevent eviction? I learned from a member that if a member has their electric disconnected for 10 days, that’s grounds for an eviction? What else counts? – Karen
i. Lease infractions; violations of house rules (read lease and house rules associated with your building or co-op)
ii. Obscene language
iii. Bullying
iv. Hoarding
v. Disturbances created by family members (member does have the right to bar people from building)
b. What is a community client? – Jim
i. 60+ and older (must come to SC office or be serviced via phone)
ii. For the co-ops, the community client can be under 60 if they are a registered guest staying in the co-op for no longer than 30 days (and registered with the floor rep). This may differ slightly from co-op to co-op, so you should read about this in your House Rules.
c. How service logs are maintained in hard files. – Lindsay
i. The SL associated with your Initial Service Plan and Updated Service Plan needs to be maintained in the hard files. Other SLs are optional.
5. New Resources
a. Labor Day hot meal applications from TSA (AAA1C) are due tomorrow. Simple.– Crystal.
i. Matt will post to Scoop.
ii. Jane says DAAA is doing the same thing.
b. J&B Medical Supplies in Wixom. Delivers to home, including incontinence and diabetes products.
6. Additional Items.
a. On AASC professional development training page, how do you change the date?
i. Try going into edit mode.
ii. Try to re-enter it.
iii. If all else fails, call Pangea
b. Resources for HHC assistance, which is due in September. Applications look different. Haven’t had luck with calling Accounting Aide Society or AARP.
i. 734-793-1850 ask for Leah, who works out of Maplewood Center in Garden City (Crystal)
ii. Good resources on Scoop (Karen)
7/18/2013 Conference Call Notes
By admin on July 19, 2013 in Company News, Conference call notes, CSI News, Hannan News, PVM News, Resources
We had a very suscinct and informative conference call yesterday. Thank you for all who attended and participated in the discussions. Of cource it was optional but in attendance were Brenda, Cheryl, Rachel, Adrienne, Alexa, Andrea, Crystal, Diane Crawford, Emily, Karen, Kari, Jackie, Judy, Lindsay, Yours Truly, Maryanette, Puffer, Trudy, and Victoria.
CSI update provided by Rachel was that Microsoft Office 2010 will be installed this weekend (7/20/2013) on all Hannan systems. Users must be logged out of ALL software prior to the installation. There will be an optional training following the conference call next week on Thursday 7/25/2013. The call will run as normal from 12:30 – 1:30 and the training will follow immediately from 1:30 – 2:30 with NpServ staying on after to assist with any questions.
PVM uptdate provided by Brenda was that HUD has approved budget grants at two new PVM buildings. Sage Grove in Kalamazoo and Hillside in Harbor Springs. It’s no secret that Brenda is looking forward to direct supervision visits up north 🙂
Crystal asked about dental resources for low income/Medicaid eligible residents. Several call participants offered suggestions. Among the suggestions are the Tri-County Dental Health Council, contacting the AAA in your area for assistance, Victoria has a list of resources for Wayne Co. that she will post to the SCoop, or exploring options at the area dental schools.
Finally, Cheryl was on hand to give an overview of the Scudder and the American House funds. A big thanks goes out to Monika, who offered to assist Cheryl in getting all information posted to SCoop. Basic information relayed on the programs are that they are funds of last resort and are both available to all PVM or CSI SCs. Both programs are only available to residents living in the tri-county region of Wayne, Oakland, and Macomb counties. Scudder funds are available to individuals 60 and up and American House funds are available to those 65 and up. To obtain funds, SC and individual must demonstrate that the funds will be used for special/emergency needs and that the fix will be sustainable. Scudder funds can be up to $300/individual/calendar year and American House funds can be up to $2000/individual/calendar year, however where there can be 6 – 8 grants of Scudder available per month, there is only about $5,500 American House funds available per year. Some examples of different funding opportunities for Scudder are a bed, fresh food box, or in conjuction with other sources, helping to paydown a utility bill in shutoff status. American House fund examples include durable medical equipment i.e. a hospital bed, a utility bill not in shutoff status, or car repairs. American House also requires that grant recipients provide a current photo for American House to use in their program marketing. Hannan is the gatekeeper on both programs and any questions can be directed to Cheryl Bukoff in the Zena Baum Service Center at extension 20. The Scudder application form is available on the shared drive and doubles as the application for American House funds.
Thanks again to those that participated in the call yesterday and hope everyone is able to get out and practice a little self care this weekend.
Cheers!
June 20, 2013 Conference Call Notes
Service Coordinator Conference Call
Thursday, June 20, 2013 12:45-1:30
Host: Victoria Haltom, LaBelle Tower Co-op, Highland Park
Minutes
1. Attendees: Adrienne, Alexa, Diane, Harriet, Jackie, Jane, Jim, Judy, Karen, Lindsay, Maryanette, Matt, Renee, Zoe, Crystal, Harold, Trudy, Wylene, Brenda, Rachel
2. CSI Updates (Rachel)
Zoe Chen is the newest Service Coordinator and is part time at the Madison Heights Co-Op.
3. PVM Updates (Brenda)
Candidates for the service coordinator position for Mill Creek are being interviewed.
4. Client Scenarios (Open to the Group)
A live-in son who is also his mother’s caretaker had an argument with his mother and the mother is so distressed that she cannot return to her apartment. The cause or content of the argument is unknown although the police were involved. Mother has been unable to communicate what happened and is not coherent or making sense. Group suggestions included:
A. Get consent to release signed by Mother to talk to son about what happened
B. SC contacts son and asks if he would be willing to take his Mother to the doctor or to emergency based upon SC’s observations of Mother’s state
C. If son refuses to talk to SC and refuses to care for his Mother, SC can call 911 on her behalf.
D. If Mother refuses to go with EMS then SC could consider calling APS on the basis of neglect or possible emotional abuse
5. Announcement and Questions from Jane Grant
Jane invited SCs to be involved in the planning meeting on July 24th at 1:00 pm
to give input on Meyer’s Plaza’s Pamper Me Fair that is planned for August 9th.
Jane hopes that SCs will encourage their members to attend the fair.
Activities planned include: health screenings, mobile dentist for dental overview, massages, manicures, free samples from Whole Foods
Rachel mentioned that proper channels must be gone through to make sure that any resources, activities, or services provided that they do not violate the non-profit policy of CSI and that any issues if for profits are used are resolved with the building’s liaison.
Renee cautioned about doing any activities that require an invasive procedure. Emily Edwards cautioned about the risk involved in massaging diabetics or anyone with circulation issues.
It was recommended that Jane consult with Pat Baldwin who has done Spa Days.
Lyndsay agreed to help Jane with the technological design of the event’s flyer.
How often does SC print off progress notes for the hard files?
1. Prints all progress notes at the beginning of each month for the previous month
2. Prints every time progress note is written
3. Depends on the case. Sometimes progress notes are very involved and need to be printed so the next step of the Initial Plan can be easily executed
4. Before an audit, goes back and reprints single progress notes using the customize option so that more than one progress note gets printed on a page and there is less paper in the member’s folder.
Rachel cautioned that printing out progress notes just before an audit can be very time consuming. Brenda mentioned that printing out a progress note each time one is written can cause SCs to have to create more than one folder for the member and files can become too big.
Are the speakers for the computers on order?
Request for computer speakers needs to be approved by Rachel and then sent to Maxine as part of your supply order. Maxine has ordered speakers for those who have completed this process.
Are SCs using the Co-Ops’ van for off site educational workshops?
Victoria relayed that her Co-op van can be used only for educational purposes but can be requested jointly with the building’s FCRC and Educational Chair person if an educational event is being planned with their help. At the moment, LaBelle does not have a volunteer driver for the van.
6. Mutual of America presentation (Rachel)
The group meeting is for Friday, June 21 from 11:00-12:00 at Hannan. Pizza and salad will be served for lunch. Beginning at 12:00 individuals can meet with the representative to get individual guidance in planning their retirement program. At the end of the conference call, Victoria recorded names and times of individuals who wanted to meet with rep. This list was given to Maxine.
7. New Resources (Open to Group)
Tabled until the next meeting because of time
8. Review of MASC Conference (Rachel)
Tabled until the next meeting because of time
9. Additional Concerns, Questions, Issues? (Open to the Group)
No other issues were raised or addressed
10. Adjournment
Meeting ended at 1:35
Conference call notes 6/6/13
Here are the notes from a very short conference call today:
1. Victoria and Kari talked about Older Michiganians Day and encouraged SCs to encourage their members to self-advocate with their elected officials.
2. The group discussed different ways of tracking consents. Suggestions included using a manual calendar, using your Zimbra calendar, and using Excel spreadsheets.
3. Brenda announced that Emily Edwards, the new SC at Bethany Manor, starts work Tuesday. Emily will be at the MASC conference next week.
4. Rachel is out of the office today and tomorrow. Please call Brenda with any issues. Her cell is 248-217-1457.
5. No conference call next week. See you at the MASC conference!
5/30 conference call notes
Hi everyone. Here are the notes from today’s conference call. 🙂
Kari
SC optional meeting minutes 5/16/2013
May 16, 2013 12:30 pm – 1:30 pm Service Coordinator
Meeting Minutes
In attendance: Adrienne Smith, Alexa Lempart, Andre Krueger, Catrina Collins-Moye, Faith Junor-Hughes, Harriet Harris, Jackie Gant, Jane Grant, Jim Dailey, Judy Savoy, Karen Baker, Kari Wilson, Lindsay Kohler, Maryanette Grayer, Matt Hamburg,Renee Saunders, Victoria Haltom, Kara Kirk Rachel Jacobsen, Brenda Carneyand Monica (intern)
Absent: Annette Pledger, Camille DeBlaere, Crystal Holley, Harold Massingille, John Chandler Stacey, Molinaro, Trudy Jones, Wylene Jones, Katherine Simpson,Diane Crawford
1. Updates:
a. CSI
Rachel will notify Care Transitions Coaches through AAA for all service coordinators names and contact information
b. PVM
None reported at this time.
2. Client scenarios
Subject is an individual who confines herself to her room and is incontinent. The odor of urine is coming in to the hallways. She is not an open client. Member of council asked SC t o intervene. FDRC must write referral to SC to be able to contact member. Member may also be contacted as first contact with a letter of introduction. You must have written referral not verbal.
3. Does any one know a reliable, time efficient search method to find in- home medical resources, physician referrals,dental services and podiatry services?
a.)Local hospital physician referral number
b.)Julieslist.homeinstead.com/adultdentalresources.html
c.) contact rehab centers , diabetes associations for podiatry resources
d.) Oakland and HenryFordHospital have physician referral numbers
e.) Contact Harold @brushpark he had a number for a podiatrist
4. Does AAA make referrals for physicians? Not specifically but can give you general referral numbers
5. Amanda Lehring and Professor Ruth Dunkle discuss an evaluation proposal for CSI and SC program.
This project will understand more fully what SC contribute in short and long term outcomes. How SC job description differs in the co-op culture. It will identify best practices for SC’s.
It will have 5 evalutions over 2 years. It will take place in two specific co-ops: Flat Rock and Labelle Riverview. It will include interviews with members, information for AASC online, phone interviews with SC, observations and how do FDRC and SC work together.
This SC interviews are not a performance review.
Questions to members will include ADLs, demographics, whether there is a strong attachment to the community.
Defining the co-op culture will be ongoing. The project will look at conversations and observations.
Questions will address: do members feel confident they can age in place, healthy ability to do things themselves, use resources to age in place.
In June the study will be announced to members. There will be 2 interviews to establish a baseline. The interviews will done ASAP, they will be gives food and Walgreen $5 gift cards for participating.
6. Additional topics:
We will not have a meeting in June because we will all be together for June MASC. Rachel suggested a two day training on July 11, 9am-1:30 and from 1:30pm -5 pm various computer updates
July 12, and 9am-2pm.
This will be an Office 2010 refresher save the date
It was suggested to get a group of tickets to see the Tigers as a team.
The Tigers play Wed 7pm Thurs. 2pm and Friday 7pm
Minutes submitted by Judy Savoy
Conference Call Notes 5/2/13
See attached
SC Conference Call Notes 4-18-13
Attached are the notes from 4-18-13.