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Meeting Minutes from Optional Conference Call on August 21, 2013

By on September 10, 2013 in Company News

meeting minutes

 

SC Optional Conference Call/ Thursday August 21, 2013/12:30-1:30
Attendees: Emily, Puffer, Crystal, Harold, Wylene, Victoria, Alexa, Brenda, Adrian, Jim, Stacy, Catrina, Faith, Judy, Trudy,
Matt, Karen.

PVM Updates: Spring meadows and St, Martha’s was posted as needing new SC.

There were no new CSI updates.

How to handle services offered
being cancelled by the administrator was discussed.
Keeping the lines of communication open was one of the remedies.

The update on Victoria’s member was given.
New resource was given Diane Logan with McLaren’s 1(866)323-5974.

Also given was the number to Fair Housing for questions and complaints: Call 1(800)765-9372.

Meeting adjourned.
Thank you to all that logged in…..

(Minutes provided by Call Facilitator – Emily Edwards, and posted by yours truly – Matthew J. Hamburg)

 

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Meeting Minutes from September 5 Optional Conference Call

By on September 5, 2013 in Conference call notes, Reference Information

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

 

  1. General Updates (Brenda)
    1. Facilitators established for September and October conference calls:

September 19th – Catrina

October 3 – Jim

October 17 – Victoria

October 31 – Emily

 

  1. 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

 

  1. PVM (Brenda)
    1. 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.

 

  1. CSI (Rachel)
    1. 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.

 

  1. 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.

 

  1. Process for obtaining resident/member consents to release (Rachel)
    1. 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.

 

  1. 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.

 

 

  1. 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.

 

  1. SC Query Corner
    1. 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.

 

  1. 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

 

  1. Additional Resources
    1. 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”.

 

  1. 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.

 

  1. Renee shared had a case scenario she reviewed with the team.
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SC Conference Call Notes 8 22 13

By on August 22, 2013 in Conference call notes, Reference Information

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)

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7/18/2013 Conference Call Notes

By 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!

 

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Hosting an Optional SC Facilitated Conference Call

By on May 10, 2013 in Company News, Hannan News

Thanks for volunteering!
The basic steps are as follows:

1. On Monday of the week of the call, email the full SC team (plus Brenda and Rachel) requesting topics for the SC Optional Conference Call agenda. The person requesting an item for the agenda will be responsible for leading that portion of the meeting. I’m attaching the CSI and PVM SC lists. They are also in shared files.
2. On Wednesday afternoon, email the full SC team a finalized agenda.
3. Include at the top of the finalized agenda the call-in information, which is 877-402-9753. Passcode 1608056. Also include a written reminder to mute phones when noting talking.
4. Host the call. As the host, your admin code for the call is 8149. Just follow the prompts to get there. The call is always 12:30-1:30pm.
5. During the call, take a roll call, facilitate the discussion, and take minutes.
6. After the call, post minutes to SCoop.
7. Thank you!

Common items that are almost always on the agenda include:
– New resources
– Client scenarios
– PVM updates
– CSI updates

Another good practice is the frontload items on the agenda that are common to all SCs (CSI and PVM), then the PVM items, and then the CSI items. The reason for this is that there are usually more CSI items and that way the PVM SC staff can get off the phone.

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Conference Call Notes 5/2/13

By on May 3, 2013 in Conference call notes, Reference Information

See attached

SC Optional Call 5-2-13

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4/25/13 Conference Call Notes

By on April 26, 2013 in Company News, CSI News, Hannan News, PVM News

It was great having all together yesterday for the conference call.  Just a few items I wanted to highlight:

CSI Updates:  Welcome to Judy Savoy at Washington Square Coop in Kalamazoo!

PVM Updates:  Patricia Gray-Hill resigned effective April 18, 2013.  The position is currently posted.  PVM Warren Glenn has completed interviews and a candidate is in the process of being selected.  No current status on PVM Mill Creek, Hampton Meadows.

Hosting of Upcoming AASC Webinars:

Wednesday, May 1 (Drug and Alcohol Abuse and the Older Adult) – Matt @ Whispering Willows
Wednesday, May 8 (Practical Application of the Federal Fair Housing Act) – Andrea @ Dearborn Heights
Wednesday, May 15 (The Many Faces of Hoarding: How to identify, assess and intervene) – OPEN (if anyone wants to host, please let me know)

2013 Goal Groups:  Next Steps!:  For the July meeting, all group are to have handouts on resources and suggestions for how service coordinators are move forward in achieving the goals.  In October meeting, the goal groups will facilitate discussion on how the other SC are doing in terms of following suggestions and reaching goals.

Facilitators for May Conference Calls:

May 2nd:  Jim
May 16th:  Judy
May 30th:  Alexa

Discussion of Best Practices for Use of Monitoring:  Rachel started off the discussion of how to use the quarterly and monthly monitoring completed by SC’s when residents/members reach a point of goal completion and they have entered into the monitoring phase.  Several seasoned PVM service coordinators shared how they follow-up with the residents, meeting them in the hallways, after Focus HOPE food pick-up, after educational sessions, and pull them aside privately and discuss how they are doing.  Service Coordinators indicate that they follow-up on the previous goals established in the Service Plan.  Even if the goals have been obtained, it is follow-up maintenance to determine if the plan is still working, vetting providers, plan is still in place, etc.  Also, for those residents/members that always say they are “OK”, SC indicate that they ask specific questions based on known history of the resident/member and what their past needs and/or strengths were.  Discussion also ensued surrounding the need to utilize other avenues than telephone calls to get accurate follow-up during these monitoring periods.  It is appropriate to indicate in your notes that a resident/member is in the “monitoring phase”.

Service Log Subcats:  Tabled until next Conference Call

New Resources:  “Enhanced Fitness Class” by the National Kidney Association – $2–$3/per class/per participant (contact Jane if you want more information)

Client Scenarios:  Jane provided example of need to follow-up after a resident returns from the hospital with Home Care to ensure that the Home Care agency is providing the needed services.  Jane recently had one that was not, and was able to switch resident to a “vetted” provider.

Questions re: Semi-Annual and Logic Models:  Rachel has a lot of them in her email box and she will diligently work through them.  Please get them to Brenda and Rachel prior to April 30th.

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SC Conferenc Call Notes 1/24/13

By on January 31, 2013 in Conference call notes, Reference Information

SC Conference Call Notes, 1/24/13

 

Attendees:

Rachel, Camille, Wylene, Victoria, Crystal, Kari, Diane, John, Patti, Trudy, Maryanette, Alexa, Lindsay, Harriet, Annette, Karen, Matt, Renee, Harold, Michelle, Patricia, Adrienne

 

1. Additional Items

None

 

2. Teams for Achieving 2013 Program Goals

– Goals Related to Professional Development: Diane Crawford, Wylene Jones

– Goals Related to Building Administration: Camille DeBlaere, Annette Pledger, Maryanette Grayer, Kari Wilson

– Goals Related to Community Resources: Renee Saunders, Matt Hamburg, Trudy Jones, John Chandler, Karen Baker

– Goals Related to Resident Education: Crystal Holley, Victoria Haltom, Patricia Gray, Lindsay Kohler, Adrienne Smith

– Goals Related to Case Management: Alexa Lempert, Michelle Mobley

– Additional Goals Related to Time Efficiency: Harriet Harris, Harold Massingille, Andrea Krueger

 

Team Brainstorms from December are listed below.

 

Teams should plan to meet together by phone or in-person prior to our March 14th SC Team Meeting. At the 3/14/13 meeting, each team will have 3-5 minutes to present their plan for helping our SC Team achieve our 2013 goals. Each team will then give 2 updates (in June and November) indicating progress made towards goals, successes and challenges. Hence, teams should plan on meeting at least 3 times together (at least once prior to each presentation) and then presenting 3 times together. We would like you to take turns presenting and writing up your plan (or progress reports), so that there is a different presenter for each of the 3 meetings. Have fun with it!

 

Please note that the new SCs from Oakland Woods, Royal Oak, Southgate, Bishop, and Whispering Willows will be added to the teams as they join our SC Team!

 

3. Brainstorm of alternative terms for “at risk” or “frail”

 

– Don’t use at all. Check in on regular basis as part of service.

– Health challenges or other issues.

– Use “vulnerable”. Soft term. Shows care.

– Prefers “at risk” to “frail” and vise versa.

– SC jargon doesn’t need to be used with members. Builds monthly or quarterly monitoring into SP.

– Doesn’t write frail or at risk into case notes either.

– Utilize Minnesota acronym for At risk in the following areas: CMIST – Communication, Medical, Independence, Supervision, Transportation (circle the ones that apply)

 

4. Documentation Guidelines

Key discussion. Utilize role (not name) when referencing people (ie “resident/member/client” or “SC” or “daughter” or “neighbor”). If the person’s name is important (ie specifying name of daughter or name of contact person at agency, use the proper name once and then reference by role thereafter).

 

5. Case Management Procedures

 

6. Service Log Subcategories Discussion

Education and Employment – See Scoop for all of the service log subcategory descriptions, but here is a synopsis for this week by Alexa.

 

Adult General Education: for services related to education for adults, including community education classes (e.g. GED class)

College: for services related to post-secondary learning opportunities

Computer Training/Assistance: for services or referrals related to using technology for research, education, or employment (e.g. computer class at Hannan/ABLE, or MichWorks!)

Employment Service Provider: for services or referrals related to obtaining employment or vocational services

English as Second Language: for services or referrals related to learning English as a secondary language

Linked with Outside Education Counselor: for services related to coordinating educational/learning opportunities through a professional education counselor (e.g. college admissions advisor)

Literacy: for services related to literacy; including library programs, reading/writing skills, help to convey information in a variety of ways

Senior employment/aides program: for programs related to seniors obtaining employment

Vocational/Job Training: for services or referrals related to vocational training

Volunteering: for services related to volunteer opportunities

 

7. Sign up to facilitate January and February Conference Calls

 

1/31: Karen Baker

2/7: Victoria Haltom

2/21: Alexa Lempert

Thanks facilitators! The facilitators will email all of the PVM and CSI SCs, plus Brenda and Rachel, on the Monday preceding the conference call to ask for proposed agenda items. They will then email the agenda, along with the correct conference call number (note: not the one I submitted last time), on Wednesday prior to the conference call. The number is 877-402-9753; pass code 1608056#. Remind attendees to put their phones on mute unless speaking in order to keep down static. Facilitators are then responsible for walking us through the agenda during the conference call itself.

 

 

 

2013 Goals!

This is a compilation of individual SC goals from the full SC Team. It is a distillation of the most frequently cited goals.

 

Goals Related to Professional Development

  • Increase knowledge of major entitlement programs
    • Become MMAP certified
    • Learn about MMAP certification and being a MMAP counselor from Adrienne (John, Patti, and Jane are also MMAP certified)
    • Donna would like to get on call in January/February regarding MMAP certification (RJ will follow up with Donna)
    • Karen is looking for outline/book on what eligibility requirements are
      • Trudy has “cheat sheet” that was distributed during SC training. Trudy can send cheat sheet out again. Trudy – can this be posted to Scoop?
      • MMAP program provides this information
      • John recommends call Elder Law / MiCAFE regarding this
    • Michelle attended MiBridges training
    • Frustration with level of availability of programs in Macomb County
  • Build leadership skills
    • Proactive in creating collaborations with other organizations (ACCESS, DHS, REMA)
    • Reaching out with other regional SCs (monthly group in Kalamazoo; regional meetings in Metro – ie “Oakland County” or “Down River”)
    • Join task force in area of interest (find big categories of interest and divide up energies between areas).
      • SCAN Meetings – Oakland and Macomb, http://www.scannetworks.org/
    • Geographical area senior communities (ie City-based)
    • Diane is looking into leadership development classes
  • Improve computer skills necessary for job
    • Renee, Matt, and Alexa leading tutorial on Scoop in January
    • Refresher on AASC Online training
    • Npserv individual assistance on site
    • npserv webinar on remote connection
    • Excel training
    • Powerpoint training
    • Microsoft tutorials (on line) for self directed study

 

Goals Related to Building Administration

  • Improve relationship between SC and building management to increase resident satisfaction
    • Go into front office to say hi to Administrator and assistant
      • Especially important for PT SCs to understand what happened in absence
      • Saying good-bye when leaving for day or when leaving for errand and when will arrive back (show’s respect)
    • Like-minded in goal of resident quality of life and ability to age in community
    • Use dry erase board on door to indicate schedule updates
    • Monthly/bimonthly meetings with residents to inform them of who SC is and what their role is (likewise Administrator, Liaison, maintenance staff, leadership)
    • See below for educating
  • Educate Administrators/Liaisons on role of SC
    • Questions and issues of what SC role, Liaison, President roles are and how they interact
    • Educational presentation on who’s job is what
    • Continuous/repeated restating of roles because it is so new
    • Brief summary of kinds of activities we do with clients during the week (akin to monthly SC report) – are monthly reports getting from CSI to Liaisons?
    • Dropping new resources by front office
    • People with good relations could submit what is working
    • Team building with Liaisons and SCs on quarterly basis to build relationships slowly and get to know each other outside of individual building setting
    • One-page document of what SC can do with members/residents for incoming members/residents (to inform new liaison and leasing agent)
    • SC Brochure
    • Ask questions on specific policies
  • Learn what the budget is for SC’s
    • Learn more how to properly utilize funds set aside for co-ops
    • Not all budgets have been shared by administrators. May need to request.
    • How budgets are developed for SC as a whole
    • Expense reports vs Check requests
    • What is turn around time for checks? Checks are cut on a two-week schedule at the same time as payroll. Check Rachel’s Zimbra calendar for when check requests are due (every other Thursday). Checks typically take less than week to be cut, signed, and mailed after the date they are due (they are co-signed by Tim and Trustee).

 

Goals Related to Community Resources

  • Increase identification of local community and business resources
    • Oakland County SW Intern is fleshing out AASC Online Community Resource Directory and will share with others
    • Network with regional SCs to share resources (look up SCs who are registered with AASC)
    • Cruise websites for resources
    • New ALF at Rivertown
  • Develop working relationship with DHS office and employees and learn to navigate DHS system better
    • DH working with Inkster District on being “go to” person – person is a supervisor (Ms Kensley) willing to be contacted by SCs (Andrea is point person to create systemization of this so as not to overburden her – send ideas to Andrea or have coffee and talk). Potential for in-person meeting. Matt and Jane joining crew.
    • SW Interns at DHS. Work with University and DHS to get assistance with solving navigation problems.
    • Setting up appointment with DHS/APS to explain services through presentation and learn re their system.
    • Learn email addresses. Much better and quicker correspondence.
    • Talk with statewide DHS re SC Program. Build relationship with full system
    • MiCAFE is good resource because they have established relationship with most DHS district office managers
    • File for hearing within prescribed time frame

 

Goals Related to Resident Education

  • Increase attendance at education programs
    • Leave ½ page message on everyone’s door clips 2 days prior to presentations  (or even same morning)
    • Ask office to announce event over intercom
    • Create monthly calendar of events and distribute to appts
    • No events on Mondays because people forget
    • Keep presentations at regular times/days because people respond to consistency
    • Bimonthly “teas”
    • Plan events at the top of the month to make sure they get into the calendar
    • Alternate event locations to add interest and intimacy
    • Create nicer flyers (goal to use clip art and spruce up flyers)
  • Identify local resources that offer educational programs
    • Use contacts from other SCs so that the speaker is known, trustworthy, and has received good evaluations
    • Contact agencies that residents already work with (as clients)

 

Goals Related to Case Management

  • Improve or develop monitoring techniques
    • Take Wendy’s logic model guide a step further to assist with monthly SC reports and LLMSW supervision reports
    • Is it possible to export from AASC Online to an Excel spreadsheet? Try copying and pasting. Talk with Mike C. at Pangea for tips.
    • Use AASC Online report on frail and at risk. Print new one each month. Use monthly and works well. Report is in Personal Space under ADL summaries (can select report by month).
    • Top drawer divided into months. Rotate the files from December to January (for example) after monitoring them.
  • Client-driven Service Plans
    • Looking at ISP and Updated Service Plans and how to involve residents in the process of developing the plans and achieving goals
    • Ask member to tell her at least 2 goals (leave it less open ended)
  • Increase consistency of entering information on AASC online
    • Print out lists from either birthday or telephone directory option in AASC Online. Pencil in dates seen.
    • Excel spreadsheet
    • Stop by to look at another SC’s excel sheet better visualize how tracking mechanism works

 

 

 

Additional Goals

  • Increase time efficiency
    • Schedule more time than necessary for appt (ie extra 10 minutes for paperwork)
    • Occasionally block out time in morning for monitoring phone calls (hang “in conference’ sign on door)
    • Use task sheet on Zimbra calendar on daily basis. Number by priority. Can add as much information as needed.

 

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SC 2013 Goals

By on December 13, 2012 in Conference call notes, Reference Information

SC Conference Call Notes, 12/13/12

Attendees:
Brenda, Rachel, Camille, Chrystal, Harold, John, Maureen, Patti, Michelle, Trudy, Adrienne, Andrea, Alexa, Diane, Victoria, Jane, Harriet, Kari, Karen, Laura, Lindsay, Maryanette, Matt, Renee

2013 Goals!
This is a compilation of individual SC goals from the full SC Team. It is a distillation of the most frequently cited goals. The Conference Call was spent discussing activities SCs can do to achieve the goals.

Goals Related to Professional Development
• Increase knowledge of major entitlement programs
o Become MMAP certified
o Learn about MMAP certification and being a MMAP counselor from Adrienne (John, Patti, and Jane are also MMAP certified)
o Donna would like to get on call in January/February regarding MMAP certification (RJ will follow up with Donna)
o Karen is looking for outline/book on what eligibility requirements are
 Trudy has “cheat sheet” that was distributed during SC training. Trudy can send cheat sheet out again. Trudy – can this be posted to Scoop?
 MMAP program provides this information
 John recommends call Elder Law / MiCAFE regarding this
o Michelle attended MiBridges training
o Frustration with level of availability of programs in Macomb County
• Build leadership skills
o Proactive in creating collaborations with other organizations (ACCESS, DHS, REMA)
o Reaching out with other regional SCs (monthly group in Kalamazoo; regional meetings in Metro – ie “Oakland County” or “Down River”)
o Join task force in area of interest (find big categories of interest and divide up energies between areas).
 SCAN Meetings – Oakland and Macomb, http://www.scannetworks.org/
o Geographical area senior communities (ie City-based)
o Diane is looking into leadership development classes
• Improve computer skills necessary for job
o Renee, Matt, and Alexa leading tutorial on Scoop in January
o Refresher on AASC Online training
o Npserv individual assistance on site
o npserv webinar on remote connection
o Excel training
o Powerpoint training
o Microsoft tutorials (on line) for self directed study

Goals Related to Building Administration
• Improve relationship between SC and building management to increase resident satisfaction
o Go into front office to say hi to Administrator and assistant
 Especially important for PT SCs to understand what happened in absence
 Saying good-bye when leaving for day or when leaving for errand and when will arrive back (show’s respect)
o Like-minded in goal of resident quality of life and ability to age in community
o Use dry erase board on door to indicate schedule updates
o Monthly/bimonthly meetings with residents to inform them of who SC is and what their role is (likewise Administrator, Liaison, maintenance staff, leadership)
o See below for educating
• Educate Administrators/Liaisons on role of SC
o Questions and issues of what SC role, Liaison, President roles are and how they interact
o Educational presentation on who’s job is what
o Continuous/repeated restating of roles because it is so new
o Brief summary of kinds of activities we do with clients during the week (akin to monthly SC report) – are monthly reports getting from CSI to Liaisons?
o Dropping new resources by front office
o People with good relations could submit what is working
o Team building with Liaisons and SCs on quarterly basis to build relationships slowly and get to know each other outside of individual building setting
o One-page document of what SC can do with members/residents for incoming members/residents (to inform new liaison and leasing agent)
o SC Brochure
o Ask questions on specific policies
• Learn what the budget is for SC’s
o Learn more how to properly utilize funds set aside for co-ops
o Not all budgets have been shared by administrators. May need to request.
o How budgets are developed for SC as a whole
o Expense reports vs Check requests
o What is turn around time for checks? Checks are cut on a two-week schedule at the same time as payroll. Check Rachel’s Zimbra calendar for when check requests are due (every other Thursday). Checks typically take less than week to be cut, signed, and mailed after the date they are due (they are co-signed by Tim and Trustee).

Goals Related to Community Resources
• Increase identification of local community and business resources
o Oakland County SW Intern is fleshing out AASC Online Community Resource Directory and will share with others
o Network with regional SCs to share resources (look up SCs who are registered with AASC)
o Cruise websites for resources
o New ALF at Rivertown
• Develop working relationship with DHS office and employees and learn to navigate DHS system better
o DH working with Inkster District on being “go to” person – person is a supervisor (Ms Kensley) willing to be contacted by SCs (Andrea is point person to create systemization of this so as not to overburden her – send ideas to Andrea or have coffee and talk). Potential for in-person meeting. Matt and Jane joining crew.
o SW Interns at DHS. Work with University and DHS to get assistance with solving navigation problems.
o Setting up appointment with DHS/APS to explain services through presentation and learn re their system.
o Learn email addresses. Much better and quicker correspondence.
o Talk with statewide DHS re SC Program. Build relationship with full system
o MiCAFE is good resource because they have established relationship with most DHS district office managers
o File for hearing within prescribed time frame

Goals Related to Resident Education
• Increase attendance at education programs
o Leave ½ page message on everyone’s door clips 2 days prior to presentations (or even same morning)
o Ask office to announce event over intercom
o Create monthly calendar of events and distribute to appts
o No events on Mondays because people forget
o Keep presentations at regular times/days because people respond to consistency
o Bimonthly “teas”
o Plan events at the top of the month to make sure they get into the calendar
o Alternate event locations to add interest and intimacy
o Create nicer flyers (goal to use clip art and spruce up flyers)
• Identify local resources that offer educational programs
o Use contacts from other SCs so that the speaker is known, trustworthy, and has received good evaluations
o Contact agencies that residents already work with (as clients)

Goals Related to Case Management
• Improve or develop monitoring techniques
o Take Wendy’s logic model guide a step further to assist with monthly SC reports and LLMSW supervision reports
o Is it possible to export from AASC Online to an Excel spreadsheet? Try copying and pasting. Talk with Mike C. at Pangea for tips.
o Use AASC Online report on frail and at risk. Print new one each month. Use monthly and works well. Report is in Personal Space under ADL summaries (can select report by month).
o Top drawer divided into months. Rotate the files from December to January (for example) after monitoring them.
• Client-driven Service Plans
o Looking at ISP and Updated Service Plans and how to involve residents in the process of developing the plans and achieving goals
o Ask member to tell her at least 2 goals (leave it less open ended)
• Increase consistency of entering information on AASC online
o Print out lists from either birthday or telephone directory option in AASC Online. Pencil in dates seen.
o Excel spreadsheet
o Stop by to look at another SC’s excel sheet better visualize how tracking mechanism works

Additional Goals
o Increase time efficiency
 Schedule more time than necessary for appt (ie extra 10 minutes for paperwork)
 Occasionally block out time in morning for monitoring phone calls (hang “in conference’ sign on door)
 Use task sheet on Zimbra calendar on daily basis. Number by priority. Can add as much information as needed.

How are we going to attain these goals?
– We’ll do a mid-year check-in.
– More individual training.
– Meet with PVM/CSI re education regarding role of SC

UM SI Communications Study – Diana Bachman

See attached ppt presentation.

Holiday Preparation:
o Clearly post schedule and back up phone numbers in advance. Please let members know that they can reach out to other Service Coordinators or Rachel and Brenda. See attached call list.
o Share schedule with liaison, Sharon, and front office
o Discuss at monthly meeting
o Check in with frail, at risk or isolated members in advance of PTO. Assess need for any proactive referrals. Give a copy of the back-up SC team contacts.
o Check back in with frail, at risk and isolated members upon return.
o Research and post information about support groups and crisis lines in advance of holidays. AA, Grief, illness-specific, depression/anxiety, other? Take time to check in with support group facilitators in order to make a knowledgeable referral. = be sure to post information regarding suicide lines as well
o Self care.

Happy Holidays All!

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CSI Conference Call Notes

By on October 17, 2012 in Conference call notes, Reference Information

Hi all, Here is a summary of our 10/9 conference call.
1. HUD reports Rachel is checking to see who we submit our semiannuals to. They are due 10/30. Please send Rachel and Sharon copies of the reports. Those in co-op with a lot of disabled members under 62 may need to send in an additional report to reflect that membership, since the HUD reports only “count” people over 62. Logic models are still locked. Stay tuned for updates, and don’t sweat it right now.
2. AASC categories We covered the assessment section, and everyone seemed clear on what to use and when to use it. The “needs assessment” category is optional.
3. Trainings Anything we suggest to Ann must be applicable across county lines. Ann will be on the conference call Nov. 1.
4. Training tracker Ann stopped putting precise subject categories on the CEU certificates because many areas overlap. Use your best judgment when filling in categories on the tracker. SCs can use different cateogies for the same training depending on their judgment and individual training area needs. Every training should have a category on the tracker. It helps Ann focus her efforts. Please put your name and co-op on the training tracker document before submitting to Rachel, and be sure to put in your training and travel expenses.
5. Upcoming dates Conference call 10/16. ADL training 10/23 at Hannan. No conference call. Calls move to Thursdays starting 11/1.
— Kari Wilson, LLMSW

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