Oregon Home Care Commission MinutesJanuary 4, 2018 Page 1 of 8

/ Oregon Home CareCommission (OHCC)
Meeting Minutes
January 4, 2018
Members Present: / Ruth McEwen (Chair), Mat Rapoza,Laurie[JNR1] Schwartz-VanZandt, Roxie Mayfield (phone), Marsha Wentzell (phone), Lee Girard, Gabrielle Guedon (phone) Kylie Milne (phone)
Members Absent:
Others: / Frank Miles, Carla Bird, Mike Volpe
Staff: / Cheryl Miller, Joanna DeMeyer, Roberta Lilly, Ray Miller, Nancy Janes, Kristen Potts
Meeting Called to Order
The meeting was called to order at 10:04a.m. by Chair Ruth McEwen.
Introductions
Introductions were made by all in attendance.
1BAdoption of Agenda
CommissionerGirardmoved to approve the agenda as written. Commissioner Rapozaseconded. Motion carried.
0BApproval of Minutes
Commissioner Girardmoved to approve the November minutes as written. Commissioner Wentzellseconded. Motion carried.
2BAnnouncements
Cheryl announcedthe next DHS Stakeholders meeting is on January 9th at the Human Services Building.
Public Testimony
Public testimony was provided by Mike Volpe. A written copy of his testimony was not provided. At the December meeting Mike voiced concern about homecare[JNR2] workers (HCWs) who had not received vouchers for services they provided. Chair McEwen asked Mr. Volpe to report back at the January Commission meeting. Mr. Volpe reported that in the past background checks were completed in a timely manner, but now the length of time it is taking some HCW’s to receive their vouchers is creating a hardship on both consumer and HCW.
Letter to APD Director Vote
Chair McEwen reviewed and shared the letter (attached) sent to Ashley Carson-Cottingham Director of APD regarding late payments this was a follow-up task from the November meeting. Commissioner Wentzell moved to approve the letter as written. Commissioner Schwartz-VanZandt seconded. Motion carried. Mr. Volpe will be given a copy of the letter.
Governor’s Commission on Senior Services (GCSS)
Chair McEwen reported GCSS will begin their strategic planning.
Oregon Disabilities Commission (ODC)
Commissioner Schwartz-VanZandt was unable to attend the ODC meeting; therefore, she had nothing to report this month.
Community Advisory Councils (CAC)/Coordinated Care Organizations (CCO)
Commissioner Mayfield had nothing to report this month.
OHCC Budget Update
Carla Bird presented and reviewed with the Commission the November HCC Budget Report for the 17-19 Biennium. There was discussion about tracking expenditures. Cheryl and Carla will work on a narrative to accompany the budget reports. A new biennium means coding changes and monitoring expenditures. December financials will include updated codes and details.
Worker’s Classification – Workforce Development Update
Cheryl Miller provided a Worker’s Classification for Jenny Cokley – Workforce Development update:
  • Cheryl showed The Workforce Development website[JNR3] for both HCW’s and PSW’s it is designed to be able to answer all Personal Support Workers (PSW) questions from how to become a PSW, to insurance and vacation benefits[JNR4]
  • If there is information or something needs to be updated let Jenny or Cheryl know.

Background Unit Update
Frank Miles provided an update on the Background Check Unit. In 2017, the background unit processed 172,000 background checks. Currently they are about 10 weeks out. There was discussion about the increased time to complete a background check, in the past they were completed much quicker. Frank reported that post 2012 along with new legislation, variances, and program changes, the process and the amount of time needed to process the checks increased. Cheryl shared that she has reached out to Frank for assistance when an “Emergent Need” is identified; The group discussed the need to create a document with examples of “Emergent Needs.” Commissioner Rapoza and Frank Miles will create a draft of examples for review.
Aging and People with Disabilities (APD) Update
Commissioner Rapoza updated the Commission on Secretary of State Audit,
Policy transmittal APD-PT-17-058 (attached)this is first in a series of changes being made as a result of the audit. The policy update potentially impacts any individual receiving services with a HCW
  • As much as reasonably possible, we want to support and provide the opportunity for the consumer to manage HCW; However, Central Office has staffed several cases of consumers that are unwilling to manage the employer responsibilities.
  • Additional challenges stemming from instances when a consumer is unable to manage employer duties or have the ability to appoint someone to manage these duties for them.
Consumer employer responsibilities are:
  • Locate, screen and hire a qualified HCW
  • Supervise and train the HCW
  • Schedule the HCW work, leave and coverage
  • Track the hours worked and verify authorized hours completed by the HCW
  • Recognize, discuss and attempt to correct any performance deficiencies with the HCW
  • Discharge an unsatisfactory HCW
  • Ensure the workplace is safe from harassment
Other changes include:
  • Additional Training on recognizing and assisting consumers to manage their consumer employer responsibilities
  • A Review of direct/indirect contact completions
  • Utilizing the risk assessment tool to identify consumers most at risk for fraud, neglect, and abuse.
Commissioner Wentzell asked how this would apply to someone with dementia[JNR5]. What if a consumer needs services but cannot appoint due to cognitive issues?
The Commission is requesting a workgroup be established that includes stakeholders outside of DHS and APD.
The[JNR6] implemented system change regarding vouchers and assessments that are due; when a voucher doesn’t go out due to an administrative action,a “off-cycle payment” can be requested.
APD decision notice language is being updated so that its more robust and clearly states, the [JNR7]goal is to have the new language released mid-January[JNR8]. Cheryl asked about the language and reading level being used in notices to consumers where English is not their primary language.
Monthly OHP OmbudsAdvisory Council andTraditional Health Worker (THW) Commission Reports
Ray Miller, DD/MH Coordinator was available for questions related to the Monthly OHP OmbudsAdvisory CouncilReport he provided to Commissioners.
  • The OHP call center has reported that call wait times have been reduced.
  • OHP has implemented Passive Renewal
  • Those who have had no changes will receive a renewal notification 90 day before their renewal date. It will simply state that they have been renewed.
  • Those who qualify don’t have to take any action. Renewal is automatic.
  • OHP members that have had changes since their last renewal, will receive a Passive Renewal Request for More Information (PRRFI).
  • OHP is transitioning to the Oregon Eligibility (ONE) system. There will be a pilot program in 2019.
  • The ONE system will allow Oregonians to apply for all programs in any DHS office, online or by phone.
The general assistance program, which John Mullen, among others, worked to get back, was funded through 2019. The program serves those who:
  • Are homeless or will be in the next 6 months,
  • Have no dependent children,
  • And plan to apply for SSI, not SSDI.
  • This program can serve about 200 people.
  • For details, please call 503-373-0775.
  • Those interested can also work with a community partner by having the partner call 503-373-0775.
The Oregon Law Center assists people with questions and concerns about public benefits. Call the Public Benefits Hotline at 1-800-5205292
Ross Peterson with Gridworks gave a Non-Emergency Medical Transportation (NEMT) update.
  • Gridworks is new management team lead. They are building a network of local providers.
  • They held some workshops this past December which discussed Request for Quotes (RFQ’s) for local providers.
Cherriots offers Non-Emergency Medical Transportation (NEMT) in Marion County for Oregon Health Plan (OHP) members.
  • The Cherriots call center number is 503-315-5544 or 888-3155544.
  • Cherriots call center hours are M-F 6am – 7pm and Saturday 10am – 4pm.
  • For more info and for the Cherriots NEMT brochure visit
The Exceptional Needs Care Coordinator Rules will reopen in early 2018.
  • Exceptional Needs Case Coordinator is a specialized case management service for those who qualify.
  • To qualify a person must self-identify for this service.
  • An assessment will be performed after self-identification.
  • For fee for service, contact KEPRO at 1.800.562.4620.
  • All others, contact your CCO. For more information, go to and click on “tip sheets” at the top of the page.
Ray Miller, DD/MH Coordinator was available for questions related to the Monthly Traditional Health Worker (THW) Report he provided to Commissioners.
Program Development
  • The final draft of the letter to the OHA Director Patrick Allen was completed this week. (See Attached letter)
  • The System’s Integration subcommittee completed updating and rewriting its charter.
  • HB2304 added Peer Support Specialists, Peer Wellness Specialists, Family Support Specialists and Youth Support Specialists to the Traditional Health Worker Commission.
  • Family Support Specialists may be Peer Wellness Specialists or a Peer Support Specialists.
  • A Youth Support Specialist can also be a Peer Wellness Specialist or a Peer Support Specialist.
Employment
  • OEI has discovered that 80% of all Traditional Health Workers are over 55 years of age.
Marketing
  • The THW Commission is planning to make a presentation at the Coordinated Care Organization (CCO) Conference on January 18, 2018.
  • The THW Commission will be doing a presentation for a CCO Community Advisory Council (CAC) to educate CACs about integrating THWs in January.
Training
  • The Oregon Oral Health Coalition has created an Oral Health Training that the THW Commission is currently reviewing.
  • The iLearnOregon version of the Oral Health training for the THW certification requirement is expected to be available by January 2018

Monthly Training/Registry Report
Roberta Lilly, Training Program managerpresented an overview of the monthly Training and Registry report and highlighted the following updates:
  • Reported 1,717 workers were trained in 2017[JNR9]
  • There were 988[JNR10]workers are working towards their Professional Development Certification
  • Roberta shared she is on PSU Job Coach workgroup[JNR11] and will provide updates to the commission
  • Enhanced and Exceptional Certifications 2017 Year-to-Date numbers
  • Total Enhanced Certifications Completed – 197
  • Personal Support Workers – 74
  • Homecare [JNR12]Workers – 87
  • 2018 COMPASS meeting schedule
  • Portland – 1/11/18 – 4/5/18 – 12 registered
  • Salem – 1/10/18 – 4/4/18 – 10 registered

Executive Director’s Report – December 2017
Cheryl shared what she did during December as well as ongoing projects she is working on:
Monthly Routine Meetings
  • Commission Meeting
  • APD Central Leadership Team Meeting
  • Worker Classification – Workforce Development Meeting
  • COMPASS meeting
  • SPOTS monthly meeting
  • DAS Bill Managers Training
  • Monthly Meeting with Mike McCormick
  • Grievance and complaint meetings
  • Weekly meeting with Labor Relations Director (as needed)
  • Joint issues Committee meeting

Executive Director’s Report
December Projects and Tasks
  • Staff began using new coding effective December 1st
  • Continued discussion with SEIU and internal partners about Legislative Panel Days in January and their Legislative Concept
  • Career lattice video shoot
  • Meeting with Bob Bussel with the Labor Education and Research Center at the University of Oregon to discuss use of our video’s and images for their film about the history of homecare[JNR13] in Oregon
  • Cheryl reminded the Commissioners that OHCC has funding to pay for the commissioners to attend the O4AD Boot Camp training.
OHCC Move
  • Continued discussions about move to the 550 building, the [JNR14]new move in date is in March
STEPS
  • Continued meeting with STEPS’ contractors and Office of Contracts and Procurements OCP[JNR15] to amend existing contracts
  • Made a STEPS Presentation CDDP/Brokerage Manager Meeting[JNR16]

Adjournment
The meeting was adjourned at 1:18 p.m. by Chair McEwen
2018 Attendance Record
Name / Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sept / Oct / Nov / Dec
Guedon
Girard / X
Mayfield / X
McEwen / X
Milne / X
Rapoza / X
Schwartz-VanZandt / X
Wentzell / X
*Beginning January 2017, X signifies attendance
*Beginning August 2017, E signifies Excused absence; U signifies Unexcused absence; X signifies attendance

Attachments:

Agenda

Minutes from January, 2018

Policy Transmittal APD-PT-17-058

Staff Reports:

  • Monthly OHP OmbudsAdvisory Council Report
  • Monthly THW Commission Report
  • Monthly Training/Registry Report
  • Bi-Monthly DD MH Commission Report Nov Dec

[JNR1]I would put them present in alpha order by last name. (However, that isn’t really critical)

[JNR2]Small h and w

[JNR3]The Workforce Development website for both HCWs and PSWs.

[JNR4]You can also add the website link

[JNR5]Changed sentence structure just a bit.

[JNR6]Does this need a space between paragraphs?

[JNR7]Comma splice run on sentence

[JNR8]Added hyphen

[JNR9]Was this November or December….this is not the whole of the year.

[JNR10]There were

[JNR11]Remove space between work and group

[JNR12]One world Homecare

[JNR13]And unfortunately in this case split home and care

[JNR14]Comma splice run on sentence

[JNR15]Office of Contracts and Procurements (OCP)

[JNR16]Made a STEPS presentation at the…..