DHS announces informational sessions on new HCFA waiver quality assurance protocol

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1 # March 9, 2001 Minnesota Department of Human Services 444 Lafayette Rd. St. Paul, MN 555 OF INTEREST TO! County Directors! County Social Service Supervisors! Administrative Contacts: CADI, CAC, TBIW, MR/RC! County Case Managers ACTION Use this information to plan for staff training needs and interests. Distribute to interested staff. DUE DATE Trainings - April 5, 10, and 12, 2001 DHS announces informational sessions on new HCFA waiver quality assurance protocol TOPIC Training on the new Health Care Financing Administration (HCFA) Quality Assurance Protocol to be used by HCFA s regional offices for persons receiving services from the CADI, CAC, TBI and MR/RC waivers. Use of the protocol began January 1, PURPOSE Notify local agencies of upcoming video conference informational sessions. CONTACT Deb Jones (651) For TTY, contact Minnesota Relay Service at 1 (800) Minnesota Department of Human Services Community Supports for Minnesotans with Disabilities (CSMD) 444 Lafayette Road St. Paul, Minnesota SIGNED MARIA R. GÓMEZ Assistant Commissioner Continuing Care

2 Bulletin # March 9, 2001 Page 2 BACKGROUND In April, the Community Supports for Minnesotans with Disabilities Division will be presenting video conferences on a new federal protocol for home and community-based services programs. The new protocol will be used during future evaluations of Community Alternatives for Disabled Individuals (CADI), Community Alternative Care (CAC), Traumatic Brain Injury Waiver (TBIW) and the Home and Community-Based Services Waiver for Persons with Mental Retardation or Related Conditions (MR/RC Waiver). In the past, the federal Health Care Financing Administration (HCFA) followed a policy of limited oversight of state administration of home and community-based services programs. In developing initial regulations, HCFA officials provided only skeletal rules to provide states flexibility in monitoring waiver services. In 1996, HCFA s central office issued voluntary guidelines to their regional offices for on-site reviews to address provider qualifications, plans of care, freedom of choice and due process. In 1998, HCFA determined that it was necessary to create a more comprehensive set of standards and guidelines for states after the regional offices identified serious deficiencies with health and safety, provider qualifications and plans of care for waiver recipients. In 1999, HCFA convened a workgroup responsible for making recommendations regarding a protocol to be used by the regional offices. Representatives from all the regional offices, select central office staff, and representatives from six states participated in the design of the protocol. The protocol was field tested and a draft was distributed to states in July 2000 for review and comment. In the fall, the protocol was piloted and final changes made. Minnesota participated in the workgroup and also was selected as a field test state. Revisions have just been completed to the protocol which was effective January 1, 2001 and will serve as the primary quality assurance evaluative tool. COURSE DESCRIPTION The video conference will provide the following information to participants: A detailed description of the HCFA Protocol with examples of the key elements which regional office staff will be reviewing A detailed description of the CSMD Division s Quality Assurance Plan for Home and Community-Based Services Examples of regional office team findings when conducting reviews using the new protocol A copy of the Quality Assessment Survey (QAS) to be conducted this year to determine persons satisfaction with services received through CADI, CAC, and TBIW Opportunities for questions and answers HCFA future activities related to quality enhancement.

3 Bulletin # March 9, 2001 Page 3 Target Group: Case managers, county supervisors, county quality assurance coordinators, county directors, county planners and county contractors for persons receiving CADI, CAC, TBIW and MR/RC services. Class Size: The maximum number of participants that each county may send is limited by site capacity. Please refer to Attachment A for site locations and county slot allocations. If a county needs additional slots, please contact other counties in your area to negotiate these requests. Length: 2.5 hours Start and End Times: 9:30 a.m. to noon Check-in will begin at 9:00 a.m. Dates: Session 1: April 5, 2001 Session 2: April 10, 2001 Session 3: April 12, 2001 Locations: The locations are listed in Attachment A. Registration Fee: There is no registration fee for this course. Registration Procedures: Registration is not necessary. DHS recommends that each county send one participant who has experience with quality assurance and training. Contact Person: For questions about the content of this course, contact Gerald Nord at (651) , or by Internet to gerry.nord@state.mn.us. Taped Copies: Video-tapes will be made available upon request. FAX your request for a copy of the video conference to at (651) ALTERNATIVE FORMATS This information is available in other forms to persons with disabilities by calling (651) , or contact us through the Minnesota Relay Service at 1 (800) (TTY) or 1 (877) (speech-to-speech relay service).

4 Attachment A Video Site Locations and Site Assignments For directions to the sites, call Kathy Surridge at (651) or send an to kathy.surridge@state.mn.us HCFA Waiver Quality Assurance Protocol SITE LOCATION DHS Continuing Care Offices Studio One 2284 Highcrest Road Roseville, MN Cambridge Regional Human Services Center 1235 Highway 293 Cambridge, MN Clay County Family Services Video Conferencing Center 7 11 th Street North Moorhead, MN Lyon County Human Services Region 8 North Welfare Courthouse, Lower Level Marshall, MN Mesabi Community College 1001 West Chestnut Street Virginia, MN SESSION 1: APRIL 5, 2001 CAPACITY OF SITE COUNTY NAME AND NUMBER OF SLOTS ALLOCATED FOR THAT SITE Carver (2) Hennepin (6) Anoka (9) Chisago (9) Isanti (8) Sherburne (9) Becker (5) Clay (5) Mahnomen (5) Norman (5) Otter Tail (5) Wilkin (5) Lac Que Parle (2) Lincoln (2) Lyon (2) Murray (2) Pipestone (2) Redwood (2) Yellow Medicine (2) Cook (7) Lake (7) St Louis (7)

5 Attachment A SITE LOCATION DHS Continuing Care Offices Studio One 2284 Highcrest Road Roseville, MN Cass County Courthouse 300 Minnesota Street Walker, MN Polk County Human Services Courthouse Lower Level Room Broadway Crookston, MN St. Peter Regional Treatment Center Administration Bldg. 100 Freeman Drive St. Peter, MN Stearns County Human Services 705 Courthouse Square Room 21 St. Cloud, MN HCFA Waiver Quality Assurance Protocol SESSION 2: APRIL 10, 2001 CAPACITY OF SITE COUNTY NAME AND NUMBER OF SLOTS ALLOCATED FOR THAT SITE Ramsey (5) Cass (3) Hubbard (2) Itasca (2) Wadena (3) Clearwater (4) Pennington (4) Polk (4) Red Lake (4) Blue Earth (2) Dodge (2) Fairbault (2) Freeborn (2) Goodhue (2) Le Sueur (2) Nicollet (2) Rice (2) Scott (2) Sibley (2) Steele (2) Waseca (2) Douglas (3) Grant (3) Pope (3) Stearns (3) Stevens (3) Traverse (2) Wright (3)

6 Attachment A HCFA Waiver Quality Assurance Protocol SESSION 3: APRIL 12, 2001 SITE LOCATION DHS Continuing Care Offices Studio One 2284 Highcrest Road Roseville, MN Crow Wing County Social Services 326 Laurel Street Brainerd, MN Lake of the Woods County Courthouse 206 SE 8 th Street Baudette, MN Olmsted County Community Services Government Center, 4 th Floor Administration & Vets Service Area 1 4 th Street Rochester, MN Roseau County Courthouse th Ave SW Room 20 Roseau, MN Willmar Regional Treatment Center Administration Building 50 Highway 71 North Willmar, MN Center for Economic Development Duluth U of M 11 E Superior Street Duluth, MN Windom Area Schools District Office Building Highway 71 North Windom, MN CAPACITY OF SITE COUNTY NAME AND NUMBER OF SLOTS ALLOCATED FOR THAT SITE Dakota (4) Washington (3) Crow Wing (3) Benton (3) Morrison (3) Todd (3) Beltrami (17) Koochiching (17) Lake of the Woods (16) Fillmore (2) Houston (2) Mower (2) Olmsted (2) Wabasha (2) Winona (2) Kittson (10) Roseau (10) Marshall (10) Big Stone (3) Chippewa (3) Kandiyohi (3) McLeod (3) Meeker (3) Renville (3) Swift (3) Aitkin (3) Carlton (3) Kanabec (3) Mille Lacs (3) Pine (3) Brown (2) Cottonwood (2) Jackson (2) Martin (2) Nobels (2) Rock (2) Watonwan (2)

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