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Bryan Johnston Award recipient Nicki HomesNicki Holmes of Klamath Falls APD was named a recipient of the Bryan Johnston Award. The award honors supervisors who are leaders and role models, and whose work is based on the DHS Core Values, professional commitment, the ability to demonstrate innovative efforts in practice, and to develop relationships with partners.
Staff who nominated Nicki for the award said, The world of Adult Protective Services is full of adversity. We often find ourselves discouraged due to the difficult nature of this job. Nicki perseveres in her positive approach in developing solutions. She focuses on making comebacks stronger than setbacks. By doing this, Nicki has managed to make a team of people work stronger together and overcome even the most difficult situations.
Megan Riffle of Gold Beach Child Welfare also received the award. Additional APD nominees for the Bryan Johnston Award included:
David Chaney, APD supervisor, HillsboroJohn Henry Crippen, APD supervisor, MilwaukieGregory Musgrove, APD supervisor, La GrandeBalam Perez, APD supervisor, Roseburg
Excerpted from Director Pakseresht’s Good News! email
Supporting APD/AAA field structure by providing efficient, timely, and accurate information through superior customer service.
December 2017
In the LoopAPD Field Services
In this edition:Bryan Johnston Award: Nicki Holmes 1 Long-Term Care website 9EAU and personal effects 2 More NVRA Q&A 10CAT EL changes for October 1, 2017 2 XIX CA/PS assessments expired - Trends 11January 2017 calendar of events 2 GA program 12APD hearings 3 Two new services available October 1st 13Complex case coordinator 3 SNAP Civil Rights 2017 13Don’t forget - Voter registration age change 4 A letter from Lean Academy 14Conflict between verification, interview 4 Kudos - HCWs weekly caps 14 and/or application Materials determine consumer language 15Native American heritage celebration 5 Medicaid home delivered meals 15Disability Services Advisory Councils 5 Safe winter driving 16Direct and indirect CM honor roll 6Klamath Falls launches assisted therapy prog 7Kudos - Monthly service assessments 8
EAU and personal effectsEstate Administration Unit (EAU) is contacted occasionally regarding the personal effects of deceased Medicaid consumers.
A recipient may have passed in a facility, leaving items like a wallet or watch unclaimed. Unfortunately, the EAU cannot accept these or similar items.
The facility can send us any remaining PIF or resident trust funds as usual. If you or a facility have any questions, please contact us by phone at 503-378-2884, toll free in Oregon at 800-826-5675, or by email at [email protected] Rossi, Estates Administration Unit
December 2017 Page 2Categorical eligibility changes for
October 1, 2017October 1st brought us chilly weather, changing leaves and updates to the categorical eligibility policy. Effective October 1, 2017 participants now meet categorical eligibility if they:
Have income under 185% federal poverty level;
Not have over $25,000 in assets from lottery winnings;
Are given the DHS 3400 information and resources pamphlet.
We no longer need to consider liquid resources available to the participant (checking and savings) when determining categorical eligibility unless those resources came from the individual winning the lottery. This change in policy was made to allow more retirees to qualify for SNAP benefits.
Example: Gladys comes into the branch to apply for SNAP benefits and list on her application that she has $27,000 in checking and $5500 in savings. We ask Gladys if the money in her checking and savings is from her winning the lottery and she states no, it is inheritance. Gladys’s income is under 185% FPL and we have given her a copy of the information and resources pamphlet. Gladys meets categorical eligibility.
Please see categorical eligibility rule (OAR 461-135-0505) or the Family Services Manual, SNAP Chapter, F. Categorical Eligibility for SNAP for further information on categorical eligibility.Quality Assurance
January 2018Bath safety month
Get organized monthInternational quality of life month
Poverty in America awareness monthJan. 1 - 8: New Year’s resolutions week
Jan. 7 - 13:Home office safety weekJan. 15 - 19: No name calling week
Jan. 21 - 27: Activity professionals weekJan. 1: New Year’s Day - CLOSEDJan. 2: Pet travel and safety dayJan. 8: Clean off your desk day
Jan. 15: Martin Luther King Jr Day - CLOSEDJan. 16: Civil service day
Jan. 18: Get to know your customers dayJan. 24: Mobile phone recycling day
Jan. 27: Holocaust memorial dayJan. 31: Inspire your heart with art day
Sunnie and Bella - Shari Friebus,
Grants Pass
Looking for past issues of In the Loop? All newsletters, yearly indices, and a master index for everything are on the APD Field Services web page.
APD hearingsRequest for case file documents: Consumers can request a copy of their entire case file which includes CAPS, Oregon ACCESS narratives, community nursing notes, the application and any notes that are part of the case file.
In a discovery request it could also include any and all email that pertain to the consumer if they make a request. If any mental health records are part of the case file, you should have them reviewed to determine if they can be released prior to sending the records to the consumer or their representative.
Some mental health records require follow up with the provider. We have discovered on hearing cases that at times workers are not aware the entire case record is available to a consumer.
Referral time lines: SNAP benefit hearings must be referred to Office of Administrative Hearings in fourteen (14) days to be considered timely. SNAP is extremely high priority for DHS to submit timely due to review by the Feds and timely action on these requests. Please make sure to send these in within 24 hours of the request. All hearings should be treated as verbal requests for hearing for all programs.
All other hearings APD conducts have a 21 day referral time-line so it is also very important to get your request in no later than next working day of receiving the request for hearing.
Your timely referral assists DHS in making sure cases are referred to the Office of Administrative Hearings in a timely manner. Thanks for all you do.
APD continues to thank SSP for their assistance on SNAP requests due to the high volume of workload that APD has seen over the last two years. APD Hearings Unit
December 2017 Page 3
Lily - Sherri Devlin, Portland
“Like” Aging and People with Disabilities on Facebook to see messages from our Director; meeting notices, job opportunities, celebrations, events, and more!
Complex case coordinatorAPD Field Supports and Services at Central Office would like to welcome our new Complex Case Coordinator, Beth Lee. She has taken over this roll as of December 1st following time working in Central Office with Oregon State Hospital discharge coordination.
The referral process for Complex Cases will remain the same. The referral form can be found on the Complex Case Consultations page under CM Tools and should be sent to [email protected].
Look for updates to the Complex Case Consultations page under CM Tools in the coming months!
December 2017 Page 4
Conflict between verification, interview, and/or applicationThis error element is cited when the income decision is incorrect because of failing to resolve a discrepancy with the income information gathered from the application, interview, narration, pay verification, or system screens.
Note: You must be able to identify a conflict before you can address it.
A conflict is when:
An application reports one thing but verification or screens show something else;The pay stubs used in narrative does not match what is located in EDMS; orThere is a variation of the gross income as seen on the pay stubs but it is not addressed.
Follow these 5-steps to prevent an error cited for Conflict between Verification, Interview, and/or Application:Additional tips, consider asking the following questions:
Who is your employer?How many hours do you work?Talk about the income verification that the participant has. Does it reflect what was
reported? If not, why?
Narratives should reflect the conversation you had and tell a story about the income situation.Quality Assurance
Don’t forget! During the last regular legislative session, Governor Brown signed Senate bill 802 which lowers the age to register to vote in Oregon to 16, effective January 1, 2017. The Voter Registration manual will be updated prior to the implementation date. See transmittal APD-AR-17-07 for more details and contact information.
Harper - Erin Drake, Central Office
Have a question about Voter Registration? Ask your local site coordinator, check the manual, or contact Karen Kaino: 503-569-7034; [email protected].
December 2017 Page 5
Disability Services Advisory CouncilsMaybe you’ve heard the term “DSAC” (or maybe not…). What is it, exactly, and why are DSACs important to our work?
Disability Services Advisory Councils (DSACs) are local advisory councils with a maximum of 21 members in which a majority is required to be persons with a disability, including consum-ers of services. DSACs get their authority from ORS 410.210 and are subject to Public Meeting Laws. These councils are required to meet at minimum once per quarter, but many of them choose to meet monthly or every other month.
DSACs were established to advise, educate, and advocate for consumers served by the local APD and/or AAA offices. Below is a list of a few things a DSAC can work on:
Reviewing policy transmittals, action requests, and information memorandums sent from the Central Office to determine impact on consumers, and providing suggestions and feedback to local and central offices;
Reviewing consumer complaint forms; Evaluating the effectiveness of the services provided, such as Medicaid services and
SNAP; Determining if the office is accessible; Planning and developing community and public relations; Collaborating with other organizations and community resources; Soliciting public input for decision-making purposes; Advocating on other issues, not related to DHS-funded programs,
which are secondary; andContinued on the next page
Native American Heritage celebrationMore than 100 people participated in the Native Heritage Celebration recently in Portland. There was a Fancy Shawl Dance, drumming, Native American foods, poetry reading and indig-enous storytelling. November is Native American Heritage Month.
It took a village from Portland to prepare the meal of buffalo stew, tribal-caught salmon and fry bread. Multiple crock-pots, partnerships with the Columbia River Inter-Tribal Fish Commission, and direct line staff open to helping made the event a success.
The celebration was sponsored by the DHS Office of Equity and Multicultural Services, the District 2 Indian Child Welfare Act (ICWA) team, and the District’s Diversity Council.Reprinted from Director Pakseresht’s Good Works! email
Sunnie-D - Denise Henry, Grants Pass
December 2017 Page 6Direct and indirect case
management contact honor rollThe following branches completed between 98%-100% of their assigned contacts for October 2017. Great job everyone!!
Branch Completion rate
0111 100%0310 99.7%0311 99.2%0314 99.3%0411 100%0913 100%0914 99.6%1017 100%1211 100%1311 100%1418 99.6%1513 100%1517 99.8%1811 99.6%1911 100%2011 98.9%2111 99.4%2211 99%2311 98.5%2411 99.4%2711 99.9%2911 100%3013 98.8%3111 99.5%3112 100%3211 98.7%3311 99.3%3617 99.10%5510 100%
APD Medicaid Long-term Care Policy Unit
Continued from the previous page
May advocate on legislative-related issues such as bills and budgets, including hosting candidate and/or issue forums; however, DSACs may not work on campaigns and/or endorse/oppose ballot measures and candidates for office.
Why are they important?DSACs are very important in many ways. These councils are a group of volunteers who either receive the services and programs the DSAC evaluates, or they are stakeholders who have a passion in helping ensure quality, equality, and equity opportunities for the consumers.
Council members work very hard and diligently at being a “voice for the voiceless,” meaning these folks stand in the gaps for those who can’t advocate for themselves. It’s a platform for people with disabilities to advise, educate, and advocate to the local DHS/APD and AAA Offices, legislators, and the Governor’s Office. In return, this platform also helps the state understand and be more aware of the impact that their decisions have on the consumers receiving services.
Do you have any consumers or community members you believe would be a great addition to your local DSAC? Please let us know and we’ll help them bring their voice to the table in this most important way.
To learn more about DSACs, contact Joseph Lowe, DSAC Program Analyst, at [email protected] or 971-239-6666.
Gilbert - Tracy Applegate, Beaverton
December 2017 Page 7Klamath Falls launches assisted therapy program
Sometimes the moment when you realize you can change someone’s life happens by chance.
For Shari Whiteley and Bill Rosario, that moment came during an investi-gation of an adult foster home. A customer who had not uttered a word for two years suddenly began talking after she started to pet a Yorkshire terrier puppy.
“It was assumed she was just completely nonverbal because we couldn’t get her to speak for two years, and she just became like a chatty Cathy of all sudden,” Bill said.
The customer’s sudden ability to talk resulted in her being able to give Bill and Shari information they needed to assist in their investigation of that home, resulting in the home being closed.
This transformation in one person inspired Bill and Shari when it came time to create a project called Animal Assisted Therapy for the DHS Aspiring Leaders Program (ALP). Bill, an adult fos-ter home licensor, and Shari, an administrative specialist, were joined by Human Services Lead Diane Mest, Case Manager Kristin Hendricks and Case Manager Debbie Martin (now with Med-ford Senior Services). Gloria Pena, district manager, was the project sponsor.
“We saw how having animals in their lives can really positively impact people,” Shari said.
DHS employees from Klamath County teamed up with Angels in Whiskers, a nonprofit organization that provides certified therapy dogs. The organiza-tion already is licensed and has a strict training and certification for any dog. Trained animal therapy providers bring their dogs in for therapeutic uses, whether for hospitals, schools, libraries, or in this case, adult foster homes.
The Klamath APD team worked with Angels in Whiskers to bring in dogs to visit with the resi-dents of Klamath Sunshine Care Home. A Corgi named Spur, a Whippet named Titan and a Shih Tzu named Sofie visited with each of the residents.
“The customers in the foster home just lit up when we brought the animals in,” said Shari. “It was amazing to see how quickly their demeanor changed. Some people who never come out of their rooms came out to be with the dogs.”
Angels in Whiskers is now providing dogs for end-of-life therapy for adult foster home custom-ers. “We have elders that no one comes to visit,” Bill said. “These therapy dogs fill that gap in the last moments of their lives so they are not alone at the end.”
The team hopes to get other adult foster homes in Klamath and Lake Coun-ties to work with Angels in Whiskers directly. Eventually the group would love to see the model used statewide.
“We’re starting small, but already we can see how much impact it can have on a person’s quality of life,” Bill said.Reprinted from Director Pakseresht’s Good Works! email
December 2017 Page 8Kudos – Monthly service assessments
Considering all the work that needs to be done every day, you all are doing a great job in keeping up with the monthly service reassessments. One of the most important things you do is ensure consumers’ continued eligibility and ensure we are serving individuals who continue to need our assistance. Statewide, we are close to 100% for timely service reassessments! Great job everyone!
HAPPY HOLIDAYS! Report period: October 2017
Branch All valid assessments
*Monthly reassessed
*Monthly not assessed % past due %
completed
Statewide 33,428 2,344 63 2.6% 97.4%*Reporting population –Assessments with a review by date within the month
Honor roll - 100% timely service reassessments
Branch Valid assessments
Monthly reassessed
Monthly not assessed
% past due
0111 106 9 0 0.00%0411 327 17 0 0.00%0811 257 15 0 0.00%0913 117 2 0 0.00%0914 269 19 0 0.00%1211 58 4 0 0.00%1311 56 1 0 0.00%1418 1013 70 0 0.00%1517 631 43 0 0.00%1611 162 15 0 0.00%1612 130 10 0 0.00%1911 700 49 0 0.00%2311 292 23 0 0.00%2711 833 56 0 0.00%3111 237 12 0 0.00%3112 77 2 0 0.00%3211 188 12 0 0.00%3415 677 57 0 0.00%3617 953 70 0 0.00%
APD Medicaid Long-term Care Policy Unit
Sydney - Nicki Volz,
McMinnville
December 2017 Page 9Long-Term Care website
The Oregon Department of Human Services is responsible for licensing, certification, regulatory, and compliance functions for nursing facilities, assisted living facilities, residential care facilities, and adult foster homes for older adults and adults with physical disabilities. These facilities, licensed through the Aging and People with Disabilities (APD) program, must meet the minimum requirements set forth in the Oregon Administrative Rules, Oregon Revised Statutes and the United States Code of Federal Regulations.
Information about licensed long-term care facilities is now available online. This information, used in conjunction with other resources, provides a useful tool when making long-term care facility placement decisions. The search functionality on this site provides options to search for facility findings by facility name, facility type or funding source and by physical location including city, county and zip code. The Long-term Care Facilities website contains facility specific information including:
General facility information; Licensing inspection results;Complaint investigation reports;Plans of correction for rule violations; Sanctions issued as a result of violations.
APD issues a report after each licensure/certification and after each re-licensure/re-certification inspection is completed on more than 2,300 licensed facilities providing long-term care and services in Oregon. These unannounced inspections evaluate the care and services provided as well as the appropriateness of the facility’s building, equipment, staff and finances. Inspections represent a snapshot of the facility’s performance at the time when the inspection was conducted.
Investigations are conducted in response to specific allegations of abuse or non-compliance. These investigations evaluate the specific circumstances of the abuse allegation and determine if wrongdoing occurred.
It is important to use all available information in order to an informed choice. When exploring options for a licensed facility placement, we recommend:
Contacting the Aging and Disability Resource Connection (ADRC) by calling 1-855-ORE-ADRC or 1-855-673-2372 visit https://www.adrcoforegon.org/consite/index.php.
Reviewing licensed facility inspection and investigation history found on this website.Requesting copies of the facility’s most recent inspection report at spd.prrequests@
dhsoha.state.or.us. Scheduling a visit at the facility you are considering.Contacting the Office of the Long-term Care Ombudsman at 1-800-522-2602 and ask for
information about the facility you are considering.Safety, Oversight and Quality Unit
Miss Kitty - Don Stearman, Grants Pass
More NVRA Q&ABelow are more questions and answers about the National Voter Registration Act (NVRA) procedures. If you have a question, contact Karen Kaino by phone, 503-569-7034, email: [email protected], or IM. See FSAM. VIII for the complete NVRA manual, including procedures and examples.
FYI: Staff are expected to follow procedures and guidance in the FSAM.
Q: Why is the envelope a big deal?A: The need to use a special envelope is specified in the Act, which is why we use one. At one
point the Oregon Elections office proposed eliminating the special envelope but were not successful. Please make sure you use the SEL 516 envelope only to send in completed voter registration card. FSAM.VIII E. 2. Mailing completed cards
Q: How do we let Central Office know we have a new site coordinator?A: All the local office needs to do is complete the online SEL 504C, NVRA Site Coordinator
Change form (within 10 days of the change) and the Elections office will send Central Office (aka: Karen) a notice as soon as they record the change. If you want to send an email to me (aka: Karen), I would not be upset. FSAM.VIII E. Local site coordinators
Q: A worker picked up the notion we may only narrate yes or no as to whether we are going to send voter reg. We have narrative guidelines with phrases – may we use those phrases or are we restricted to yes and no?
A: The worker is correct – you may ONLY narrate Yes or No and absolutely no other words in any case. Yes they want the card or No they do not. This has been true for several years. FSAM.VIII A.3. Acting on consumer responses
Q: Is the purpose of the Yes or No response on whether we offered them to register, or is it their response to the offer?
A: The Yes or No is always about the consumer – we don’t track what the staff does because they are legally required to offer voter registration every time there is a qualifying event (new, renew, move). If the consumer asks for voter registration, is mailed a card, handed a card, has one left at their home – the declination is marked Yes. If they don’t want one for any reason – it is marked No. FSAM.VIII A.3. Acting on consumer responses
Q: If the consumer called the EBT replacement line and reports a change of address, is the local branch required to then reach out to them again to ask about registering to vote?
A: You do have to act on the reported change of address because the EBT replacement line does not ask about voter registration. However, all you have to do is mail an SEL 503 with the declination portion removed, narrate the 503 was mailed, narrate Voter Reg: Yes; and mark the declination Yes. No phone calls and no tracking down the consumer. FSAM.VIII C. Change of address
December 2017 Page 10
Gustav - Karen Kaino, Central
Office
December 2017 Page 11XIX CA/PS assessments expired – Trends
The charts below provide information for CA/PS assessments that expired in the reporting months of August 2016 - October 2017.
Expiring is defined as an assessment which has passed its Review Date, or does not have an administrative extension with an active service plan, or is without a more recent assessment (XIX or otherwise) in a status of completed or pending.
Review month
Total valid assessments
Assessments due 8/17 –
8/2018
Monthly assessed
Monthly re-
assessed
Monthly not re-
assessed
Rate not re-
assessed10/1/17 33,428 28,538 2483 2344 63 2.62%09/1/17 33,568 29,198 2,072 2,232 66 2.87%08/1/17 33,636 28,866 2,382 2,331 57 2.39%07/1/17 33,571 29,208 2,046 2,268 49 2.11%06/1/17 33,552 28,870 2,204 2,403 75 3.03%05/1/17 33,482 28,722 2,356 2,311 93 3.87%04/1/17 33,502 28,850 2,057 2,515 80 3.08%03/1/17 33,539 28,343 2,536 2,588 72 2.71%02/1/17 33,471 28,843 2,244 2,323 61 2.56%01/1/17 33,409 29,123 2,001 2,213 72 3.15%12/1/16 33,418 29,332 1,979 2,042 65 3.08%11/1/16 33,621 29,428 2,195 1,943 55 2.75%10/1/16 33,784 29,105 2,285 2,305 89 3.72%09/1/16 33,855 29,443 2,180 2,189 43 1.93%08/1/16 33,806 29,212 2,316 2,222 56 2.46%
APD Medicaid Long-term Care Policy Unit
Lucy - Lori Edwards, Dallas
December 2017 Page 12GA program
The General Assistance (GA) program is one that many APD/AAA staff are already familiar with. It provides recipients with a $60 Personal Needs Allowance (PNA), with a $90 stipend for utility coasts, and with up to $545 per month in assistance with housing costs.
GA exists to serve individuals who:
Are 18 years of age or older, but younger than 65 years of age;Who are homeless, or are at risk of becoming homeless in the next 90 days;Who have a disability that meets OSIPM disability criteria;Who do not have any dependent children, andWho apply for SSI and complete an Interim Assistance Agreement.
No more than 200 consumers may be on the GA program at any one time. However, because many GA recipients are eventually awarded SSI and then transition off of GA, the 200 consumer limit has not been reached. While the precise number of GA consumers can fluctuate from day to day, the statewide number has hovered around 100-120 for several months. Plenty of spots remain open. Of the consumers presently served by GA, approximately 60% have been successfully housed.
The application process will involve the consumer meeting with a Disability Analyst (DA) for an intake and to sign documents. DAs are housed at many locations across Oregon. After meeting with a DA, if the applicant appears to meet the criteria, then a disability determination will take place. This process can take several weeks and up to 90 days, and may involve the consumer seeing a doctor in order to determine whether or not the person is disabled.
As part of the GA process, DAs will help connect consumers with attorneys. These attorneys can help GA recipients with the SSI claims process. In addition, the GA Housing Support Specialist will help GA consumers identify and secure housing. Individuals who are receive GA benefits and who are eventually awarded SSI pay back the GA monies that they received from their SSI back award.
APD/AAA staff interested in helping individuals apply for GA should complete the DE4640 Disability Benefits Liaison and General Assistance Referral Form, and submit it to the Collaborative Disability Determination Unit (CDDU).The form contains links and information detailing how and where to submit the form.APD Medicaid Long-term Care Policy Unit
Cleo - Brandi Truitt, Hillsboro
“Like” ADRC of Oregon on Facebook to keep up with all the latest news and information from the ADRC. You’ll also find advice, links, and comments from consumers .
December 2017 Page 13Two new services available October 1st
Community Transition Services
Effective October 1st, 2017 Community Transition Services will be available for individuals moving from Community-Based Care Residential settings to in-home settings. Currently these services are limited to those leaving the nursing home or an acute care hospital.
Examples of allowable expenses are expenses for moving belongings; housing security depos-its; essential furnishings; eating utensils; food preparation items; deposits for utility hook-ups for heat, electricity and telephone; climate control; and health and safety measures such as pest eradication or allergen control.
Allowable expenses do not include rent for housing or temporary housing, ongoing utility costs, medical supplies such as lift chairs, reachers, grabbers, wheelchairs, and transfer trays, or recreational items such as a television or cable television access.
Payment will be authorized only for the minimum amount necessary to establish the con-sumer’s basic living arrangement.
Issue payments via DHS 437 using pay reason 49, to ensure the Department receives the ap-propriate federal matching funds
Intermediate Waivered Support Services
This is a new service beginning October 1, 2017. This service is available for individuals who no longer meet service priority level (SPL) and whose loss of service would result in, institutional placement, homelessness, or return to an abusive environment. Case managers will need to request approval for Intermediate Waivered Support Services from central office. The request form is available on the Case Management tools website.
This service will allow, for example, continued payment in a community-based setting such as an Assisted Living Facility for an individual assessed at SPL 14-17 until appropriate alternative housing or services can be located.
For more information on these new services visit the Case Manager Tools website and explore the APD Program October 2017 Changes section.APD Medicaid Long-term Care Policy Unit
Bella and Sunnie - Shari
Friebus, Grants Pass
SNAP Civil Rights: 2017The 2017 Supplemental Nutrition Assistance Program (SNAP) Civil Rights training is available on iLearn. This course describes the civil rights of persons receiving or applying for SNAP or other cash benefits.
Locate the course on iLearn by searching for SNAP Civil Rights – 2017 before it’s 2018. Don’t get caught at the last moment!
Kudos for working with HCWs on their weekly capsCentral Office would like to thank case managers and support staff for going above and beyond to enforce the 40 and 50-hour weekly cap. Addressing HCW’s capped hours has been a huge challenge and extra work as staff continue to make many phone calls, appointments, and voucher changes to reflect a HCW’s cap. We recognize and appreciate everyone’s efforts to keep the HCWs within their cap. #GOTEAM#Long Term Services and Support Team
December 2017 Page 14A letter from Lean Academy
Cohort 4
The final steps of 7-Step Methodology are 6-Hold the Gain and 7-Refelect and Learn. These important parts of problem solving with Lean help conclude a project by considering how a solution is sustained and what did the workgroup struggle and succeed with during the process. The members of Cohort 4 are close to finalizing their projects and are near completion of their own Lean Academy journey – building those sustainability plans and reflecting on each step along the way. Look for an upcoming announcement for the graduation of these students coming after the new year.
Cohort 5
The final class session for Cohort 5 was completed this month and now they embark on a journey of practical application - each with the guidance of their mentor. Much like their predecessors, the members of the 5th Cohort work diligently on their individual projects – improving a process in areas across the agency and state. Every member utilizes the Lean 7-Step methodology and tools to facilitate improvement efforts and problem solving from the branch to cross-program levels. It is very likely that people reading this article could be a part of the improvement that is made and see the benefit to the state, agency, and most importantly – the consumers.
Cohort 6
Recruitment is now closed for the 6th Cohort of Lean Academy. A great selection of applicants and applications were received and now the process of evaluating and selecting the 12 members of the Cohort is underway. Class will begin in March of 2018.
If you didn’t get a chance to apply for this cohort or are not selected – Please look out for recruitment for the 7th Cohort in the summer of 2018!
Contact Us
Questions about Lean Academy? Contact us on our Lean Academy – specific e-mail address: [email protected]. Or check us out on our intranet site!
December 2017 Page 15Materials to determine a consumer’s language
Free postcards and small posters are now available to help staff determine a consumer’s language. The post cards and posters have the top 25 languages written in both English and the native language. The Office of Equity and Multicultural Services Language Services team is working with CTS Language Link to make materials available free for your offices.
The postcards would be ideal for workers to carry during field visits, in case of any language needs. Some of the local offices may already have older versions of the poster. This is an opportunity to enhance your ability to serve customers and improve service equity.
To order:
Send an email to CTS Language Link, [email protected] and copy [email protected].
Include:
Office and program name;Contact person’s name – please only one contact per office;Mailing address;Item description (poster or postcard) and quantity of each.
Office of Equity and Multicultural Services
Roxy and Minnie - Gloria
Olivares, Eugene
Medicaid home delivered meals Remember:
State Plan Personal Care (SPPC) consumers are not eligible for Medicaid home delivered meals;
Don’t make a referral if the consumer is not eligible. If you do and the consumer isn’t eligible then the provider doesn’t get reimbursed for those meals;
When a consumer is no longer service eligible (including passing away) thus not eligible for meals, let the provider know ASAP. If you don’t the provider doesn’t get reimbursed for those meals;
Once the consumer starts meals, send the voucher out ASAP because this is the authorization to the provider to start serving the consumer;
When sending the monthly vouchers to the providers make sure they arrive by no later than the 1st of the month so the provider knows this consumer is authorized for meals that month.
Questions? Contact Kelsey Weigel with APD Medicaid Long-Term Care: 503-779-6849 or kelsey.c.weigel@ state.or.us.
December 2017 Page 16Safe winter driving
It’s winter and that can mean bad weather and dangerous driving conditions. If possible, attend meetings by conference call or Skype, take public transportation, postpone a trip or stay home if road conditions are unsafe. If you have to drive, here are some winter driving tips:
Plan ahead - Check the weather before leaving by using TripCheck or call 5-1-1 and make sure the gas tank is full .
Emergency kit - Carry an emergency kit, including:
o Bottled water; o Exterior windshield cleaner;o Flashlight and extra batteries; o Jumper cables;o First aid kit; o Tire chains;o Ice scraper and snow brush; o Gloves, socks, hats, and blankets;o Reflective triangles ; o brightly-colored cloth;o Non-perishable high energy foods such as nuts and dried fruits.
Drive slowly - Drive more slowly than usual and slow down before shaded areas where ice and snow are the last to melt.
Traction devices - Studded tires are prohibited on state vehicles. Traction tires include tires marked with a mountain/snowflake emblem and are suitable for use in severe snow and road conditions. Carry chains in all vehicles not equipped with traction tires.
o Please note all-wheel drive vehicles are considered a traction device and are equipped for winter driving conditions.
Leave room in front - Double the space between you and the car in front of you when you are hazardous conditions. Brake time is slower in these conditions.
Make sure all equipment works - Charge cell phones. Check tires and brakes more frequently. Make sure windshield wipers are in working order and headlights are clean.
Ensure visibility - Clear windshield and mirrors of ice or frost before leaving. If you need to pull over to scrape ice or snow, do so in a safe place.
GPS caution - Oregon State Police advise caution while using GPS while traveling as it could lead motorists into dangerous situations. They urge travelers to stay on maintained roads and state highways while navigating mountain passes. Do not attempt to reroute onto Forest Service roads because they are not maintained.
For additional tips on driving in winter conditions and what do do in an accident , please see the Oregon Department of Transportation website or the Department of Administrative Services website.
Johnny - Carrie Rohlik, Warrenton
