I continue to be very pleased with how well you have adapted to your new positions as Service Coordinators in the past five months. This is clearly demonstrated in your audit outcomes. I have a few tips as you start to formulate your corrective action plans:
1. If you have any questions, please don’t hesitate to ask Cheryl and me.
2. Please respond immediately to Cheryl when you receive your electronic AND your written audit forms. It is your response to Cheryl that triggers your 5 day time period for submitting your Corrective Action Plan and your 30 day time period for completing your Corrective Action Plan. Cheryl will enter the dates into your audit timeline excel file in order to track your progress. You are encouraged to do the same thing in order to track on your end. Question for Cheryl: Are they days working days or calendar days? Please assume calendar days unless you hear otherwise from Cheryl.
3. You should write your Corrective Action Plan on the electronic Audit Report Form and submit electronically to Cheryl within the timeframe listed above. You do note need to write a separate Corrective Action Plan on each individual client form.
4. You only need to write a Corrective Action Plan for items with a double asterix (**). Other comments are there just for your information.
5. A Corrective Action Plan should correct what can be physically corrected (ie obtain the missing physician’s name) AND what you plan to do in the future to reduce the potential to make the same mistake again (ie plan to use AASC Online or Zimbra calendar to prompt reminders to obtain missing information from client).
6. Please schedule an appointment with me, if you haven’t already, to review your Corrective Action Plans. This can be in-person or via phone depending on your preference.
7. If you are missing pieces of information on your intake or assessment forms (ie physician’s name, race, etc.), you may hand write it into your hard file and indicate that you have also updated the information in your electronic file (initial and date this note). You do not need to reprint the entire intake or assessment form.
8. Visual Review.
a. Many of the issues identified with the Visual Review are issues that we need to work out with CSI regarding signage and keypad entry into the buildings. I have shared the visual review forms with your liaison and Sharon already. Please review them with your liaisons at your monthly meeting.
b. I have told CSI that you will be regularly brining brochures and updated print outs of your AASC Online resource directories to your monthly meetings to share with the FCRC chairs for their FCRC binders. Please ask your FCRC chairs where these binders are kept and tell your auditor when she returns for her re-inspection.
We are assessing where we are seeing consistent challenges with case files, and we will be planning trainings and clarifying our case management procedures accordingly. Two important upcoming dates to remember are:
1. October 2nd. After we conclude our Co-op 102 training, there will be 3 afternoon sessions provided for all SCs by Hannan, including:
a. Working with clients with emergent situations that may include APS or 911 calls, other referal options, or that you may be able to de-escalate because they don’t quite reach the threshhold of an APS referal (by Brenda Carney and Ann Kraemer).
b. Presentation of Hannan’s Professional Development Program by Ann Kraemer.
c. Presentation and Q&A regarding clarifications to Case Management procedures by Cheryl Bukoff. Some of you may have case file “ordering” issues that will be resolved with this clarification. In these situations, it is not a need for “Corrective Action” because you technically meet the letter of our current case management procedures, but that you should consider updating the way you order your files once it is clarified for you. We’ll discuss this.
2. October 23rd, 12noon, ADL Assessment Training by Brenda Carney. A number of SCs have client-cases where there is inconsistency with how we have determined challenges with ADLs. After the training, you will likely see a need to conduct an Updated ADL Assessment and corresponding Updated Service Plan.
Once again, great job and congratulations with finishing your first audit. I hope it was a good learning experience and I look forward to your feedback.
Sincerely,
Rachel
