STATE OF WASHINGTON

DEPARTMENT OF SOCIAL AND HEALTH SERVICES

Aging and Long-Term Support Administration

Home and Community Services Division

PO Box 45600, Olympia, WA 98504-5600

H18-001 – Policy & Procedure

January 04, 2018

TO: / Home and Community Services (HCS) Division Regional Administrators
FROM: / Bea Rector, Director, Home and Community Services Division
SUBJECT: / Adult Protective Services (APS) Headquarters (HQ) Quality Assurance (QA) Activities and Schedule for 2018
PURPOSE: / To provide all Adult Protective Services staff the quality assurance activities and monitoring schedule for 2018, and Headquarters review cycle and related activities.
BACKGROUND: / Since November 2007, quality assurance activities have been monitored in a SharePoint system. Monitoring included activities related to APS Intake and Investigations of allegations of Abuse, Abandonment, Neglect, Self-Neglect, Financial Exploitation, and the provision of Protective Services.
In January 2016, HQ Program Managers began conducting quality assurance activities in the new “QA Monitor” application. The “QA Monitor” application is part of a well-established quality assurance process used by HCS, to include Social Services and Financial Services.
WHAT’S NEW, CHANGED, OR CLARIFIED: / HQ monitoring for APS will begin February 1, 2018.
HQ review activities:
  • Schedule Entrance Conferences with each region via webinar prior to beginning the review.
  • Select statistically valid sample of cases for review.
  • Provide regional lists of cases to be pulled and sent.
  • Notify regions of remediations requiring action and due date.
  • Provide preliminary Initial Proficiency Reports.
  • Provide ADSA Report #2303: Reviewed Cases With Questions Requiring Action.
  • Schedule Exit Conferences with the region.
  • Provide Final Reports after 30-Day Reviews completed.
  • Provide technical assistance to the region on PIP.

ACTION: / Regional review activities supporting HQ:
  • Region QA Lead must complete the following actions by established deadlines: Send all requested files to HQ.
  • BARCODE files as follows: In Transit To, Location 554, Attn: APS QA Lead.
  • Send files via Inter-Office Campus Mail to: Mail Stop 45600, Attn: APS QA Lead.
  • Review completed Initial Reviews with staff.
  • Remediate all “No Responses” within 30-calendar days.
  • Include questions that did not meet proficiency at Initial Review in the Performance Improvement Plan (PIP). Statewide trends and observations may require HQ to develop a statewide PIP and training plan.
  • Provide PIPs to HQ within 30 calendar days of receipt of the Regional Final Reports.
  • Send progress reports based on timelines established in PIPs.

RELATED REFERENCES: / Long Term Care Manual, Chapter 23
ATTACHMENT(S): / APS QA Monitoring Schedule 2018

APS QA Questions – No Response 2018

CONTACT(S): / Lou Sloan
APS QA Program Manager
(360) 725-2409

Marissa Grimsley
APS QA Program Manager
(360) 725-2567