Best & Shared Practices – WSC

Practice: WSC has created a Rights educational tool by placing each Right in picture form on both sides of a laminated business sized card, which she shared with individuals she support. It can also be added to a key chain.

Who Benefits? How? ​The Rights picture format serves as an ongoing educational tool, particular for individuals who do not use words to communicate. It serves as a reminder of Rights that are important to individuals and to others that they come in contact in their day to day activities. It also helps to initiate conversation with others.

How could others apply this in practice? ​This model is now being utilized by individuals at a major ADT in Broward where individuals have the option of adding it to their picture id tags.

Practice:  ​The WSC has developed a case note for documenting Face to Face visits with the individuals receiving services.  This form addresses all relevant areas of a Face to Face visit and enhances the quality of the information gathered by highlighting such areas as observation of the individual and their living enviornment,  comments and even the caregiver comments.  Particularily effective is documenting the WSC’s follow-up to any  identified issues.  This form documents a Face to Face visit has occured and documents everyone involved by their signatures.

Who Benefits? How? ​All stakeholders can benefit since it assists in assuring items requiring follow up are resolved.

How could others apply this in practice? ​Use this form to document Face to Face visits.

• Face-to-Face Visit Form [doc]

Practice: WSC, Pamela Blake developed a form she utilizes on a quarterly basis with all of the individuals she renders services to.  The document provides a method for the WSC to review and address all aspects which may concern an individuals on-going needs and success in a timely manner.

Who Benefits? How? All individuals who receive services from Pamela Blake benefit from this practice.  They are assured any issues of concern can be addressed with the WSC.  The document provides an increased level of trust and a plan for solutions to problems.  The document opens up a converstation about not only possible problems but progress and growth as well.

How could others apply this in practice? ​Anyone can apply this practice by simply using the form.

• Quarterly Review for Individuals [pdf]

Practice: This template can be utilized to ensure accurate billing by Waiver Support Coordinators. It requies a WSC to sign acknowledgment of meeting all billing requirements prior to submission of claims.

Who Benefits? How? ​Waiver Support Coordinators benefit due to preventing claims mistakes.

How could others apply this in practice? ​Al WSC can copy same template to ensure accurate billing.

• Billing Template [pdf]

Practice: A person receiving services refused to attend her support plan meeting. She said no one listened or cared about her opinions and it was boring. She was not interested in signing forms and listening to other perople talk about her. When I asked about what she like to do, she said she liked parties.

Solution: Make the Support Plan Meeting a “Plan/Party” that celebrates the person’s new goals and what they have acconplished in the last year.

How: The WSC could meet with the person and explain the idea in a positive way. The WSC would discuss with the person when and where the plan/party is to be held and who will attend. The WSC or provider would assist the person in sending out /handing out invitations and plannng the Plan/ Party. Invitations could be designed by the person or purchased at a dollar store, or invitations could be made by phone or internet. Refreshments could be inexpensive and healthy. With the person’s permission, the person’s goals could be announced at the Plan/Party (with the responsible people clapping for goals they will work on?). At the end the person could sign her plan and the WSC could make a toast to the upcoming year.

Who Benefits? How? The person directs the process – who will attend, where, and what goals she/he will work on, and shares them directly with the providers. This also might help the person remember the support plan meeting/party in the future. The support plan meeting becomes a celebration that has meaning to the individual. The WSC learns more about the person and is able to conduct the support plan, including getting plan signatures and elegibility forms signed. The providers understand and remember the goals.

How could others apply this in practice? This practice could be used with other people who do not like support plan meetings. It could also be used when developing an Implementation Plan.

Practice:  Ms. Kelly has put quarterly systems in place to address all aspects of people’s lives (i.e. health and safety; medical information; education; advocacy; etc.).

Who Benefits?
How?The individuals benefit because they are educated, provided information, items are followed up, etc., on a consistent basis.  Ms. Kelly also benefits from having organized systems in place to ensure her documentation is completed in a timely manner and the individuals receive the services they need in a consistent and effective manner.

How could others apply this in practice?  This system could be put in place by other agencies by writing up a document on a quarterly basis that checks and ensure follow-through on all the pertinent areas of a person’s life (i.e. rights, safety, medical appts, etc.).

Practice
WSC requests that providers bring current Implementation Plans to the Support Plan meeting so the person served and his/her supports can utilize the plans to develop new plans based on goals developed through the Support Planning process.

Who Benefits?
How? Person served, Provider, WSC
Person served benefits by directing the Implementation Planning process during the annual Support Plan meeting. Provider benefits by utilizing the Support Plan meeting to develop Implementation Plans for new goals. WSC benefits by connecting the Implementation process to the Support Plan, facilitating receipt of new Implementation Plans in a timely manner, and having a system to document that new Implementation Plans have been formally requested.

Practice
In February 2008, Gary Baird, quality improvement consultant, recommended to the parents of a young boy he was interviewing the availability of Project Special Chance, a community resource that might benefit the family and child. Project Special Chance is a charitable organization empowering children by way of companion dogs –a wonderful opportunity for children and their families, especially since many insurance plans do not cover therapies for the disorders on the autism spectrum.

Who Benefits?
How? Recently Gary ran across a story in the Jacksonville news that featured Evan, the child Gary had met with and recommended the program to a year ago. As the story went, Evan’s life was dramatically changed by his parents following up on Gary’s recommendation. Prior to getting his companion puppy, Evan ground his teeth all night until they broke. Since Project Special Chance and his new puppy, Evan no longer grinds his teeth and is able to enjoy life without all that pain. Additionally the puppy has assisted Evan with socializing as many people love to stop and pet the puppy.
What a difference Gary’s expertise made in the lives of this young man and his parents – the right information for the right person at the right time!

Practice
This provider has created an Ongoing File check list and a Support Plan check list to monitor files, Support Plan compliance and to maintain the best service delivering system. Also WSC utilizes these check lists to develop Self-assessment, address issues and make improvement on her mythology system.

Who Benefits? How?
Individuals, WSC and providers benefit as information is reviewed and improved to better served individuals.

• File Checklist [doc]
• Support Plan Checklist [doc]
• Annual Self Assessment [doc]

Practice
WSC has a good system to gather information for tracking Progress Notes. WSC has created a Monthly Progress Notes Form that has different sections. The form has a section with all Personal Outcome Measures to point which POM was addressed at the moment. It has an area where it describes what was discussed and the date. The Monthly Progress Notes Form also goes over what type of contact was made at the time and it takes you to a who, when why, what, where and what’s next in a brief, concise and directly to the point manner.

Who Benefits? How?
Everybody. Progress notes makes a clear picture of what happened and what was done to better communication between providers and Area Office.

• Monthly Progress Notes Tool [doc]

Practice
The WSC has developed a system to track health and safety. The tool is broken down into health issues, preventive screening, mental health issues behavioral issues and hospitalization. Also the tool stress about safety key issues.

Who Benefits? How?
Everybody. It helps WSC, individuals and family to keep track of health and safety information.

• Health & Safety Tracking Tool [doc]

Practice
The WSC agency adds labels to service authorizations. These labels indicate to the provider what documentation is required for each service for billing as well as what documentation needs to be sent to the WSC. The labels reference the page number from the Medicaid Waiver Coverage and Limitations Handbook.

Who Benefits? All benefit
How? This enhances collaboration and gives providers a resource to go to within the Medicaid Waiver Handbook as well as a one stop shop on the service authorization for details.

Practice
The WSC has a good system getting natural resources for individuals served. WSC networks with different agencies and foundations to get equipments and other needed supplies for individuals. The following resources have been donated: Customized Wheelchair and foot rest from a home care agency and food, clothing and bedding for individual’s room. For Christmas WSC has been able to get a Christmas tree, toys and food. Make a Wish Foundation has fulfilled a dream trip to Child’s Place in Orlando. A program called Christmas in July has painted the bedroom of an individual and built wheelchair ramp. Additional resources secured include free room air conditioners and a hair stylist in the community to fix individuals hair and make up for special occasions.

Who Benefits? All benefit
How? Individuals and family benefit since funding has become increasingly limited.

Practice
A Medical Appointment Tracking tool is completed at onset of consumer services and updated during visits and as needed. It has all consumers names , all physicians including specialists that they need to be seen by, and procedures to be done (ie. blood work, diagnostics) on the left side of page and months of the year across the top. Scheduled dates/target times for follow up information is noted under correct month.

Who Benefits? All benefit
How? Consumers and circles of support benefit because this allows WSC to be able to be proactive and remind everyone of upcoming procedures or doctor appointments. It facilitates follow-up where an appointment was missed or changed and assures all needed medical test/procedures are done during the year.