Training/Technical Assistance & Best Practices
Best Practice Summary: Access Data Base “Tickler” System
Localities: City of Fredericksburg
Contact: Chris Smith
Phone Number: (540) 372-1032 (x243)
Email Address: cbs630@northern.dss.state.va.us
Description of Best Practice:
The City of Fredericksburg CSA Program has developed an Access data base with its merge capabilities and the use of Microsoft Outlook for an innovative “tickler” reminder system in ensuring the Utilization Management and Utilization Review processes are followed. This system has created multiple word merge documents such as an inventory/dataset, Utilization Review, Title IV-E Addendums, Individual Family Service Plans, FAPT approval/notes and other merges that can be directly connected to the CSA database and or Microsoft Outlook. The merging and database capabilities have assisted the City of Fredericksburg in refining and tracking documentation, improving efficiency and serving as a “springboard” for thoughts on continued local CSA program development.
What have been the benefits results of the implementation?
The use of the database and Microsoft Outlook approach has increased the ability to record and monitor Utilization Review requirements. The system was introduced in mid 2003 and is in a state of continual improvement. The benefits afforded by the database and merge offer the City of Fredericksburg CSA office the capability of individualizing necessary paperwork, decreasing duplication, enhancing the reporting process and tracking, and allows the FAPT Team to devote more time to youth and families.
Estimated savings: None stated.
Barriers to overcome: None stated.
Best Practice Summary: CAFAS Scores Incorporation Into Locality Individual Family Services Plan
Locality: Middlesex County
Contact: Art Bracke
Phone Number: (804) 758-2349, extension 220
Email Address: arb119@central.dss.state.va.us
Description of Best Practice: This locality initiated the practice
of incorporating the CAFAS Score as an attachment (form) with the
locality Individual Family Services Plan (IFSP).
What have been the benefits and/or results of implementation? The family and locality are reminded of the child’s functioning level by way of the CAFAS while planning services on the IFSP at the FAPT Team meeting.
Estimated Savings: None stated.
Barriers to Overcome: None stated.
Best Practice Summary: Distribution of the WVMI Review List and Review Reports to Providers and CSA Case Managers
Locality: Franklin County
Contact: Greg Winge
Phone Number: (540) 484-1265
Email Address: gregwinge@cablenet-va.com
Description of Best Practice: This locality initiated the practice
of sending the provider and CSA Case Manager the West Virginia Medical Institute (WVMI) case review list and case review
reports. Any area/s of improvement suggested by the WVMI case review report is expected to be addressed at the next scheduled WVMI review of that particular CSA residential case by the provider and/or the CSA Case Manager.
What have been the benefits and/or results of implementation? There has been significant improvement in the area of communication between the CSA Case Managers and the provider of residential services.
Estimated Savings: None stated.
Barriers to Overcome: None stated.
Best Practice Summary: Payments to Contracted Vendors are Contingent Upon Vendor Utilization Management Documentation
Locality: Williamsburg-James City, York-Poquoson
Contact: Steve Angel
Phone Number: (757) 220-6161
Email Address: spa830@easten.dss.state.va.us
Description of Best Practice: The locality requires all residential and treatment foster care providers to submit utilization management documentation including summaries and daily logs of staff and foster parents on a monthly basis. The utilization management documentation is submitted to the locality with the vendor’s monthly invoices for payment.
What have been the benefits/results of the implementation? This required monthly utilization management information keeps the CSA case managers well informed regarding the progress and or lack of progress of the client. The documentation provides the locality regular updates in terms of the client meeting goals and objectives.
Estimated Savings: None stated
Barriers to Overcome: The clarification of documentation to the locality and the delivery of the documentation from the vendor in a timely manner.
Best Practice Summary: Review Timetable
Locality: Harrisonburg/Rockingham
Contact: Karen Pierce
Phone Number: (540) 574-5190
Email Address: kmp165@northern.dss.state.va.us
Description of Best Practice: This locality has developed a CSA "Review Timetable" matrix form that incorporates the LON (Level of Need) chart with the recommended frequency for the CAFAS (Child and Adolescent Functional Assessment Scale) administration. The matrix includes the LON, CAFAS score, utilization review schedule, frequency of CAFAS administration and examples of caregiver options. The "Review Timetable" is distributed to all CSA case managers involved with CSA funded cases. Each CSA case manager is informed of the specifics and requirements of the "Review Timetable" and how to coordinate the timetable with CAFAS requirements. during the FAPT meetings. The "Review Timetable" is referred to when the LON and any mitigating circumstances are discussed.
What have been the benefits/results of the implementation? CSA case managers have a better understanding of the LON and what type of placement is considered most appropriate for the corresponding LON. CSA case managers have become educated on the frequency of review requirements of both the CAFAS and Utilization Review. The effective consolidation of all the information into one document has made the multiple paperwork requirements less confusing for CSA case managers.
Estimated Savings: None stated
Barriers to Overcome: The chart needs a place to document placement in another type of setting based upon mitigating circumstances. Another barrier can be the issue of explaining to CSA case managers when another review of the CAFAS may be required due to mitigating circumstances.
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