THE TRANSITION OFHCS CASE

MANAGEMENTTO

MRA SERVICE COORDINATION

MEETING AGENDA

PURPOSE OF TRANSITION

Senate Bill 1, Section 48• SB 1, Sec. 48 provides $207 million General Revenue

to provide additional community services to over 7,000 people contingent upon reshaping and improved oversight of the state system of IDD services.

• Contingencies include mandate to transfer case management functions in the HCS program from the HCS provider to the Mental Retardation Authorities (MRAs).

• Requires changes to the HCS Rule and the Service Coordination to People with Mental Retardation Rule.

DADS/HHSC TRANSITION TIMELINE

September 2009 Proposed rule drafts were made available to stakeholders 09/01/09.

Stakeholder meetings were held on 09/14/09.

January 2010

Proposed rule drafts are presented to MCAC and the DADS Council for approval to publish in the Texas Register.

February 2010 Proposed rule drafts are published in the Texas Register for thirty days.

March 2010 Public comments regarding the proposed rule drafts are received and reviewed.

April 2010

Proposed rule drafts are revised as necessary in response to the public comment and responses to public comment are developed.

May 2010 Multiple trainings are held for HCS providers and MRAs.

June 2010 HCS case management is transferred to the MRAs.

DADS TRANSITION ACTIVITIES

During months prior to transfer of case management DADS is conducting additional activities in preparation for this change, including:

•development of a program handbook, forms and templates; includes PDP, Implementation Plan•changes to CARE; •communication with individuals receiving services and their families; and•development of training for MRAs and HCS providers.

TEXANA CENTER MRA TRANSITION TIMELINE

November 2009 Initial HCS CM transition meetings between Providers and Texana Center

MRA

Develop local case numbers for HCS consumers identified in DADS report

December 2009 Develop Texana Center MRA dedicated webpage to post information and

updates on local transition planning

Arrange for office space for HCS-MRA Service Coordinators

January 2010 Create Job Descriptions for HCS-MRA Service Coordinators

Revise Policies & Procedures as needed

Develop HCS-MRA Service Coordination Training Plan, Curriculum, and Manual

TEXANA CENTER MRA TRANSITION TIMELINE, CON’TFebruary 2010

Second HCS CM transition meeting between Providers and Texana Center MRA

Begin hiring process of SCs

March 2010

Participate in provider sponsored consumer/family relation meetings with Texana Center MRA

Caseload assignments by position based on county/location/provider

April 2010

With DADS and Providers, develop a process to manage May and June PDPs and IPCs

Create Provider/MRA contact lists

Notify providers and consumers of Caseload assignments

TEXANA CENTER MRA TRANSITION TIMELINE, CON’TMay 2010

Third HCS CM transition meeting between Providers and Texana Center MRA

Participate in DADS Sponsored training

Train HCS-MRA Service Coordinators in Texana Center policy, HCS and Service Coordination rules

Consumer Relations—HCS-MRA SC to begin building relationships with providers and consumers

TBD

Build Authority Records with Provider documents

TEXANA CENTER MRA ACTIVITIES

Primary goals between now and June 1, 2010:

Clearly delineate MRA HCS Service Coordination function from HCS Provider function

Establish effective communications among Texana Center MRA, the HCS Provider network and HCS Participants.

Minimize disruption to HCS Participants

CLARIFICATION OF MRA, PROVIDER &

DADS ROLES

Following are 3 perspectives to help clarify roles:

Responsibilities set in Draft HCS Rule Revision

DADS Frequently Asked Questions document

Comparison of MRLA & Draft HCS Rule

NOTE: Draft HCS Rule 1) is subject to change before final adoption, and 2) will be accompanied by a DADS Handbook (in early development) with operational detail, templates, etc. In other words, following role delineation will be further clarified prior to implementation.

RESPONSIBILITIES OF MRA SERVICE

COORDINATOR Continue to conduct enrollment activities for

individuals entering the HCS Program Conduct person directed planning activities and

complete the PDP Coordinate completion of the IPC with HCS provider Agree or disagree with proposed IPC renewals and

revisions that provider has submitted to DADS for approval

Provide ongoing monitoring of the provision of the individual’s program services.

PROVIDER RESPONSIBILITIES

After enrollment:

Complete assessments and submit requests for LON to DADS

Complete IPC document and submit to DADS

Coordinate completion of the IPC with MRA Service Coordinator

Develop Implementation Plan for delivery of individual’s program services based on PDP

Deliver services according to authorized IPC

DADS RESPONSIBILITIES

WS&C will conduct certification review activities for HCS providers.

Utilization Review (UR) will continue to approve IPCs and LONs.

The DADS MRA Contract Accountability and Oversight unit will be expanding their current role to oversee service coordination activities for individuals in the HCS Program.

“FREQUENTLY ASKED QUESTIONS”

A document developed by DADS to clarify HCS rule revisionsWill be updated on a regular basis by DADS, and to be posted on the DADS website.Email updates available through GovDelivery by signing up on DADS website

see hand-out

MRLA-NEW MRA SERVICE

COORDINATION COMPARISONSMRLA

MRA completed survey/certification activities

Service Coordination provided by the MRA

Service Coordinator facilitated PDP and documented the outcome

Provider submitted strategies to MRA for approval

Draft HCS Rule

DADS completes survey/certification activities

Service Coordination provided by the MRA

Service Coordinator facilitates PDP and documents the outcome

Provider develops the Implementation Plan based on PDP

MRLA-NEW HCS COMPARISONS

MRLA MRLA was responsible

for the initial IPC and entered the IPC into CARE

MRA responsible to complete IPC renewals and revisions and enter in CARE

MRA completes initial ICAP and renews every three years

Draft HCS Rule MRA responsible for the

initial IPC and enters the IPC in CARE

Provider responsible to complete IPC renewals and revisions and enter in CARE. MRA agrees or disagrees and signs in CARE

MRA completes initial ICAP; Provider completes renewed ICAP every three years

MRLA-NEW HCS COMPARISONS

MRLA

MRLA completed initial MRRC and entered MRRC into CARE

MRLA completed MRRCs annually and entered into CARE

DADS assigned LON

MRLA submitted UR to DADS for approval

Draft HCS Rule

MRA completes initial MRRC and enters MRRC into CARE

Provider completes MRRC annually and enters into CARE. MRA reviews , signs in CARE

DADS assigns LON

Provider submits UR and DADS approves

TRANSITION OVERVIEW

HCS Case Management will become MRA Service Coordination effective June 1, 2010

The Private Provider Association of Texas, The Texas Council of Community MHMR Centers, Local providers and local MRAs are committed to effectively to achieve a transition process that ensures working relationships, cooperation in planning, consistency of processes, and positive outcomes for consumers

DADS will develop the new HCS Rule, an HCS Handbook based on the new rule (including templates for Person-Directed Plans and Implementation Plans) and provide clarification to questions that arise among MRAs, Providers and Consumers as transition and implementation progress.

MRA-Provider and MRA-Provider/Consumer meetings will be used to steer the transition process, adapt universal tools in ways that benefit local MRAs and Providers, provide a forum for questions and discussion regarding the CM change.

MEETING EVALUATION AND NEXT STEPS

What worked in this meeting?

What should change in the next meeting?

What do we know now that will need to be discussed at the next meeting

(Agenda Items)?