STAR PROVIDER MEETING Partners in Prevention Conference 2015

STAR PROVIDER MEETING Partners in Prevention Conference 2015 Chapter One: Ø Who are we Ø 2075 Changes Ø Consenting Minors Ø Policy Clarification Memo * Indicates the slide has a corresponding handout.

AGENDA: Chapter Three: Plan Changes Chapter One: Monitoring Visits Who are we Training Hours 2075 Changes Follow-up Closures Consenting Minors Policy Clarification Memo Chapter Two: Hotline Update Database Project Billing Documentation Chapter Four: Quarterly Reports Output #1 Output #2 Output #3 Reports Outcome #1 Outcome #2 & 3 Chapter Five: Outreach Notice of Funding STAR Logo Teen Video Help and Hope website Texas Prevention Network

WHO ARE WE? WHAT DO WE DO? Regan Mc. Gahan- Program Specialist Kevin Overton-Hadnot- Contract Lead Bryce Gaskin- Contract Manager Lisa Canales- Contract Manager Thomas Smith- Contract Manager Ivory Goodman- Contract Tech

PROGRAM SPECIALIST Respond to questions and request for policy clarification, develop written program policies and interpret existing policies for contractors. Evaluate and interpret state and federal legislation and judicial mandates that may affect the program. Develop best practices for service delivery and keep abreast of current research, policy developments and national trends. Develop relationships with internal and external stakeholders and services as a liaison of information between all parties. Analyze reports, manage program data, prepare written reports, studies and position papers related to the program and population. Ensure program services are delivered as stated in the RFP including reviewing and providing feedback on quarterly reports, answering questions regarding program expectations, completing programmatic contract monitoring.

CONTRACT TEAM LEAD Provide day-to-day oversight to Contract Manager and Contract Tech Assist in responding to questions and requests for policy clarifications Analyze reports generated through database to assist in program performance Review new contracts and renewals with special attention to the service delivery and plan of operations Takes the lead in contract negotiations as needed Interacts with staff from Contract Oversight, Legal, Budget, Internal Audit, Information Technology and contracted service providers. Reviews contract monitoring reports to ensure program compliance

CONTRACT MANAGER Develops and manages complex contracts, identifies provider resources, negotiates funding and other contract terms. Process contract renewals, plan changes, maintaining pertinent information and documentation in each contract file. Assesses contractor risk level and conducts complex fiscal and programmatic monitoring based on risk. Drafts, finalizes and sends monitoring reports to provider. Resolves problems related to contract issues such as billing, financial performance, contract compliance and other terms. Reviews contract expenditures and spending projections as well as contractor billing. Oversees maintenance of contract budget information contained in the automated computer system.

CONTRACT TECHNICIAN Sets up billing folders for all contractors Reviews and processes billings monthly within 30 days of receiving correct billing. Reviews and tracts contractors costs; maintains and prepares reports of expenditures and contract information. Reconciles expenditures by comparing spreadsheets to the Integrated Statewide Administrative System. Enter billing information into IMPACT Track line item shift on billing tracking form and keep the Contract Manager and provider up to date. Process financial portion of plan changes and contract amendments after receiving approval.

2075 CHANGES: NEW FIELDS ON 2075*

2075 CHANGES: TARGETED YOUTH REGISTRATION This additional field was created for parent or youth skills classes where it was necessary to register a parent and youth, but there was no presenting conflict or problem. Will hopefully take away the stigma of being a “troubled youth” or a “family in crisis”. When entering this information in the database, because we can not make changes to the STAR system, you must still enter this category as “family conflict”. This will be corrected when the new database system is built.

2075 CHANGES: NEW FIELDS ON 2075*

2075 CHANGES: REPLACING THE WORD TRUANCY Decriminalization of Truancy HB 2398 In accordance with Article 45. 0541, Code of Criminal Procedure, it has been ordered that convictions, complaints, verdicts and sentences pertaining to Failure to Attend School be expunged from youths records. Given the recent issues concerns we have had using the word "truant", we are replacing that word with "School Attendance Issues" in order to avoid receiving judicial orders. This is not to say that the entire records you previously had need to be expunged. No STAR records should reflect any reference to a Failure to Attend School conviction because a youth in that situation would not meet the eligibility requirements for the program. Redacting the 2075 may be required

2075 CHANGES: NEW FIELDS ON 2075*

2075 CHANGES: SECONDARY CAREGIVER INFORMATION An “Emergency Contact” field has been added specifically for the purposes of registering a consenting minor. You can also gather additional Emergency Contact information on any client in this field, but is was specifically added for a youth that qualifies to consent to their own services. If a parent wants to list a SCG (say, ex-spouse) then you would fill out the section as you normally would and check the “NO” box. For a consenting minor, you would only need to gather a name and phone number for any responsible adult and check the “YES” box. Checking “YES” should indicate to your data person this is not a name that needs to be entered in the database. Keep in mind there is no place in the database to enter the Emergency Contact’s phone number or to indicate “Yes or No”. This would just be for your records in case of an emergency with a minor that lists no PCG.

CONSENTING MINOR FAMILY CODE Sec. 32. 003. CONSENT TO TREATMENT BY CHILD. (a) A child may consent to medical, dental, psychological, and surgical treatment for the child by a licensed physician or dentist if the child: (1) is on active duty with the armed services of the United States of America; (2) is: (A) 16 years of age or older and resides separate and apart from the child's parents, managing conservator, or guardian, with or without the consent of the parents, managing conservator, or guardian and regardless of the duration of the residence; and (B) managing the child's own financial affairs, regardless of the source of the income

CONSENTING MINOR FAMILY CODE Sec. 32. 004. CONSENT TO COUNSELING. (a) A child may consent to counseling for: (1) suicide prevention; (2) chemical addiction or dependency; or (3) sexual, physical, or emotional abuse. (b) A licensed or certified physician, psychologist, counselor, or social worker having reasonable grounds to believe that a child has been sexually, physically, or emotionally abused, is contemplating suicide, or is suffering from a chemical or drug addiction or dependency may: (1) counsel the child without the consent of the child's parents or, if applicable, managing conservator or guardian; (2) with or without the consent of the child who is a client, advise the child's parents or, if applicable, managing conservator or guardian of the treatment given to or needed by the child; and (3) rely on the written statement of the child containing the grounds on which the child has capacity to consent to the child's own treatment under this section.

CONSENTING MINOR STAR PROGRAM Consenting minor must meet the family code criteria. If a minor youth is eligible to consent to services, the provider must document how youth meets the criteria. Example: Youth reports she is living with her boyfriend and works full time on overnight shifts at Mc. Donalds to pay half the rent and utilities. Youth states she sought out STAR services because she has contemplated suicide for 2 weeks. The STAR provider must identify a caregiver/parent. Caregiver does not need to be notified, however follow standard confidentiality guidelines with the exceptions (danger to self or others, discloses abuse, etc. ) List the youth as the TY and the PCG. List the youth's adult as the Emergency Contact on the 2075. Listing the youth as the PCG will alert STAR Contract Managers that this is a consenting minor case should the file get pulled for monitoring.

CONSENTING MINOR STAR PROGRAM Provider must document in the case notes how reunification attempts are being made to reunite the youth with his/her family, if the reunifications would not jeopardize the safety of the youth or reuniting the family would not reunite the youth with their perpetrator. As long as the youth is the only one attending the sessions, individual counseling would be the only billable services. If reunification of the youth and their family is the goal and the youth's caregiver participates in a session, family counseling can then be billed with TY and SCG. Remember at registration you will require an Emergency Contact person for the paper file only, not to be entered in the database. If the youth wants to bring in a caregiver for counseling, they can be added as a SCG at that time. Youth would sign the 2075, but would not be required to complete the pre/post survey.

POLICY CLARIFICATION MEMO* 1. Billing for more than one Family Counseling session per day No 2. Who signs the 2075 if youth does not reside with their parent The caregiver living with the youth and registered/receiving services. 3. Saving the 2075 on your computers Yes with documentation and approval on how you will ensure confidentiality. 4. Using electronic signatures No 5. Keeping files electronically and only print when requested by PEI Yes with documentation and approval on how you will back up your files and on what secure system you will maintain the records. 6. When can a minor consent to their own services Youth must meet the criteria in Family Code to be eligible.

STAR PROVIDER MEETING Partners in Prevention Conference 2015 Chapter Two: Hotline Update Database Project Billing Documentation * Indicates the slide has a corresponding handout.

AGENDA: Chapter Three: Plan Changes Chapter One: Monitoring Visits Who are we Training Hours 2075 Changes Follow-up Closures Consenting Minors Policy Clarification Memo Chapter Two: Hotline Update Database Project Billing Documentation Chapter Four: Quarterly Reports Output #1 Output #2 Output #3 Reports Outcome #1 Outcome #2 & 3 Chapter Five: Outreach Notice of Funding STAR Logo Teen Video Help and Hope website Texas Prevention Network

HOTLINE UPDATES Meetings every 3 months Director and Division Administrators (Sasha, Patti and Anjulie) Director of Hotline and Hotline Staff Director of Statewide Intake Discuss ways they can assist in referrals and resources Help & Hope, text and IM chatting 24 hour STAR hotline Address any complaints or incidents with STAR providers Usually regarding service delivery Respite care and MOUs Who has an MOU with another agency to provider respite services as their only respite option? (ie: no capacity within their agency to house youth over night)

NEW DATABASE SUGGESTIONS* The Legislature has allocated to PEI 3 million dollars to rebuild a comprehensive database. It will include STAR along with its other PEI programs in one system. There is a workgroup meeting to discuss the planning stages and logistics of building a new database. Take some time during this conference to think and jot down, contact your data entry person, brainstorm with other agency staff things you would like to see in a new STAR database. You can hand in your “Database Wish list” to any of the STAR team members during this conference or drop it in the wish list box at the registration table.

BILLING DOCUMENTATION* We have provided a template that is The billing documentation will need to include at a minimum: The Target Youth For Family Counseling or Parenting Skills the adult’s name For sibling only session, both sibling’s name formatted with the calculations or you can use your own Tick mark documentations or counselor counts will not be sufficient starting with the October bill Accompanies monthly submission of: Date Form 4116 (payment voucher) Length of session Form 2014 (Purchase Services Expenditure Report) Freeze Form We will continue to print the 2075 and Provider Summary

BILLING DOCUMENTATION BENEFITS Contract tech will be able to locate the discrepancies between billing and the database For some, it will be less documentation than what you are currently submitting If the data in the database doesn’t match the billing, you won’t have to find the mistake, the tech will have all the information to find it It can be sent electronically, save on postage You will get paid faster because the process will move quicker Repayments at monitor times will be less because things like billing more than one session a day and sessions under the minimum time will be caught and corrected earlier

BILLING DOCUMENTATION FORM* Contractor Name: ABC services Month Billed: September Adult's Full Name (last name first)* PCG or SCG or sibling # * Start time End time Flinstone, Wilma PCG 9/14/2015 2: 54 PM 3: 33 PM 0: 39 Family Counseling 1 attended: Wilma, Fred and Pebbles Jackson, Michael Jackson, Janet 9/20/2015 11: 20 AM 1: 02 PM 1: 42 Family Counseling 1 sibling only 0: 00 Family Counseling 1 0: 00 Family Counseling 1 0: 00 Family Counseling 1 0: 00 Family Counseling 1 0: 00 Family Counseling 1 0: 00 Family Counseling 1 Date of Service Duration Type of Service Billable Units 0: 00 Family Counseling Total # For adults, enter PCG or SCG in this column * If this is a sibling-only session, list the name of the primary target youth in the Adult's Full Name column, and the Sibling's name in the PCG or SCG or sibling column Notes 1 26

STAR PROVIDER MEETING Partners in Prevention Conference 2015 Chapter Three: Plan Changes Monitoring Visits Training Hours Follow-up Closures * Indicates the slide has a corresponding handout.

AGENDA: Chapter Three: Plan Changes Chapter One: Monitoring Visits Who are we Training Hours 2075 Changes Follow-up Closures Consenting Minors Policy Clarification Memo Chapter Two: Hotline Update Database Project Billing Documentation Chapter Four: Quarterly Reports Output #1 Output #2 Output #3 Reports Outcome #1 Outcome #2 & 3 Chapter Five: Outreach Notice of Funding STAR Logo Teen Video Help and Hope website Texas Prevention Network

PLAN CHANGE VS FUND SHIFT Involves a transfer of funds, but is less than 10% of the total contract budget Cumulative fund shifts cannot exceed 10% of the total contract budget (request would default to a plan change thereafter) Requires written notification within 30 days of executing any fund shift

PLAN CHANGE VS FUND SHIFT PLAN CHANGE If change is: A Procedural change Revising the Plan of Operations/Scope of Work Transferring funds between core services, respite, and travel Involves a transfer of funds between budget lines greater or equal to 10% of the total budget

WHAT’S DIFFERENT ABOUT A PLAN CHANGE? Plan changes need a modified Cost Breakdown page reflecting any budget changes (if applicable) Plan changes need a modified Plan Operations reflecting any procedure changes (if applicable) Plan changes requires Contract Manager and Program Specialist approval Fund shifts require Contract Manager approval

WHAT’S NEEDED FOR BOTH? A written request on agency letterhead Name of contractor requesting Contract number Date when request was submitted (at least 30 days prior to effective date for Plan Changes) Date when request should be effective Justification and explanation for request Signature of authorized signatory in Blue Ink

PROCESS FOR SUBMITTING A FORMAL PLAN CHANGE THAT REQUIRES PRIOR DFPS APPROVAL Email your Contract Manager, copying your Program Specialist, the following: A Plan Change Letter outlining the reason for the change, which includes the breakdown of all cost changes, like this: Mileage Original: $500 New Amount: $250 Originally projected taking two cars to Austin; however, staff will only be using one car to drive to Austin. 446 miles (223 both ways) x. 56 = $250 An effective date 30 days from the date of the letter. A modified Cost Breakdown page All forms should be in soft, editable forms (Word, Excel) Only those documents that involve the change for the Plan of Operation

PROCESS (CONT. ) PEI staff will review the Plan Change; requesting edits or clarification from you, if necessary. Once all edits and clarifications are completed and it is accepted by PEI, the authorized signatory of your agency will then sign and email a copy of all forms. Once received at PEI, it will be approved in writing by the Contract Manager, and a copy will be emailed to the contractor. NOTE: All documents requiring a signature (including Plan Change Letter) should be signed in Blue Ink.

MONITORING VISITS: WHAT TO EXPECT In early winter, Contract Oversight and Support issues a list of providers that will be monitored in the upcoming year. From January thru late Summer those agencies are contacted 30 days before the scheduled visit and notified of the random sample of clients PEI would be reviewing during the monitoring. An entrance call is held the week before the visit to ask preliminary questions around administrative, fiscal and programmatic functions. The PS, CM and CL will be reviewing the cases you send us for key components. Cases that are missing those key components are documented before the site visit.

MONITORING VISITS: WHAT TO EXPECT PEI staff conduct a site visit for an average of 3 days to review administrative files, interview staff members and contact clients. At the end of the visit, PEI staff and provider staff have an exit conference to review the observations of the monitoring up to that point. These observations are then discussed with the entire STAR team and leadership to determine what, based on the RFP and program operations, will be a finding. The CM types up the findings and a summary of the monitor in an IMR- Initial Monitoring Report and sends to the provider once its approved. The provider has 10 work days to ask for clarification or submit a response to any findings or corrective actions they object to. Then an FMR- Final Monitoring Report is sent to the provider, after approval, and the provider is expected to comply with the requested corrective action steps.

MONITORING VISITS: WHAT WE LOOK FOR Your billing matches our billing records Billed services meet the criteria (FC has a Parent and child in session, billed sessions are at least 35 minutes, sessions on different days…. ) 2075 has (or indicated none) SSN, siblings, and all questions answered Pre and Post surveys completed Initial action plan is with in 3 days of intake and updated every 30 days Closure follow up attempts made between 75 -105 days Follow-up letters were sent to clients that could not be contacted Family AND Individual sessions were conducted (or documentation why not) Case notes and Action Plans show progress, measurable goals, not cookie cutter and indicate some take away for client in skills classes

MONITORING VISITS: WHAT WE LOOK FOR Background checks are up to date for all employees and done prior to start date of new employees ABCS launch page is in the record for every employee FBI done if out of state in last 5 years DPS and FPS both cleared Updated every 2 years 2970 c signed and dated by the employee and I-9 is in the record 2971 c is signed and dated by the employer and date of hire is located in the date of hire box Written job description in each employee file Resume’ or transcripts and license (if applicable) in each employee file 16 hours of training has been completed 3 hours in Cultural Competency and 3 hours in Crisis Intervention

TRAINING HOURS Quarterly report will ask you to indicate by which method you tracking training: Fiscal Year Date of Hire Calendar Year Fiscal Year: 16 hours of training is completed by each employee between September 1 st and August 31 st of the following year. Date of Hire: 16 hours of training is completed by each employee between the date they were hired and the date of hire the following year. Calendar Year: 16 hours of training is completed by each employee between January 1 st and December 31 st of the same year.

FOLLOW-UP CLOSURES 75 -105 days after a case is closed: Make phone contact to complete the follow up questions Attempt One- Call the PCG Document date Attempt Two- Call the PCG Document date Attempt Three- Call the PCG Document date If no contact is made, send the PCG a letter with the follow up questions

STAR PROVIDER MEETING Partners in Prevention Conference 2015 Chapter Five: Outreach Notice of Funding STAR Logo Teen Video Help and Hope website Texas Prevention Network * Indicates the slide has a corresponding handout.

AGENDA: Chapter Three: Plan Changes Chapter One: Monitoring Visits Who are we Training Hours 2075 Changes Follow-up Closures Consenting Minors Policy Clarification Memo Chapter Two: Hotline Update Database Project Billing Documentation Chapter Four: Quarterly Reports Output #1 Output #2 Output #3 Reports Outcome #1 Outcome #2 & 3 Chapter Five: Outreach Notice of Funding STAR Logo Teen Video Help and Hope website Texas Prevention Network

NOTICE OF FUNDING: SB 200 Sec. 265. 006. PROHIBITION ON THE USE OF AGENCY NAME OR LOGO. The department may not allow the use of the department’s name or identifying logo or insignia on forms or other materials related to the department ’s prevention and early intervention services that are: (1) provided by the department’s contractors; or (2) distributed by the department ’s contractors to the department’s clients. Texas Human Resources Code § 40. 058 Notice of Funding. Contractor will place prominent notices acknowledging the funding it receives from the Department in all of its literature that describes services covered by this Contract. This notice will also appear in Contractor's annual financial report, if any is issued.

NEW LOGO*

COMMUNICATING WITH TEENS VIDEO http: //youtu. be/h 0 a 5 Q 3 XNh. Bc

STAR ON HELP AND HOPE WEBSITE www. helpandhope. org

TEXAS PREVENTION NETWORK* The Prevention and Early Intervention (PEI) program in the Texas Department of Family and Protective Services (DFPS) along with the Texas Home Visiting Program, is creating a Texas Prevention Network (TPN) that brings together experts and partners from various sectors, who will guide state efforts to strengthen families and communities. Members share information and coordinate prevention efforts to support a quality system in Texas. The network is organizing Think Tanks to partner with PEI to define a vision for the future and a path to achieve it based on targeted outcomes. If you have any questions, please feel free to contact us at dfpstpn@dfps. state. tx. us.

TEXAS PREVENTION NETWORK* dfpstpn@dfps. state. tx. us winosaurus