Person-Centered Activities
How many hours of person-centered activities are required weekly for a full caseload?
32.5 hours
What DDA priority categories receive quarterly monitoring visits?
All persons enrolled in DDA services and those on the Waiting List in Crisis Prevention and Crisis Resolution.
Do all individuals receiving MMARS/DDA services require an annual PCP in LTSS?
No, only individuals who are receiving DDA Funded Services receive an Annual PCP Meeting. Individuals that are not enrolled in DDA Services receive Annual monitoring, not a PCP.
Are CCSs required to use their Outlook calendar to plan out their visits and meetings and are they required to share this calendar with their supervisor?
*All CCSs are required to use their Outlook calendar and provide their Supervisor with permission to see full details.
* CCS must also ensure that their calendar reflects their overall work plan for the week with all meetings and visits reflected on the calendar.
How far in advance do you have to schedule a quarterly monitoring visit?
At least a month in advance.
What this the policy for documenting person-centered activities?
A CCS must document all person-centered activities as they are completed or BILL AS YOU GO :)
What are the 4 quarters under DDA for quarterly monitoring?
Quarter 1 -July, Aug, Sep
Quarter 2- Oct, Nov, Dec
Quarter 3- Jan, Feb, Mar
Quarter 4- Apr, May, Jun
If an individual is State-Only funded, can they utilize the revised PCP process to make changes to their services? State why you chose yes or no.
An individual who is receiving DDA Services but is State Only Funded cannot request additional services at any time by requesting a revised PCP meeting.
Is a CCS required to submit their Weekly Time Tracking Sheet to their supervisor on a designated day each week?
The CCS is responsible for completing their Weekly Time Tracking Sheet and it must be submitted to their Supervisor by 10 am on Monday weekly.
What type of relationship should the CCS be expected to develop between the individual and family/guardian/representative, and team?
Building a trusting relationship with the individual and their family/guardian/representative, and team.
What specific details need to be included in every person-centered activity note?
Who is the activity is being documented for? Who else was part of the activity title, full name and title phone, and email. ? What was completed? Summary of activity? Action steps and deadlines.
What forms are required of a CCS to complete for a quarterly monitoring visit?
*DDA Monitoring Form- completed in LTSS
*Statement of Services
*Sign-in Sheet
*In-Person Meeting
*Quarterly Monitoring Must Be Completed within (15) Days of the due date in LTSS or the form will lock.
*The CCS must document all person-centered activities for completing the visit and the documentation in LTSS.
How many times a year can a person enrolled in one of the 3 DDA waivers request a Revised PCP?
An individual who is waivered and their guardian and team can request a Revised PCP as many times in a year as they want.
Are CCS required to complete and update their Compliance Tracker and are they required to share it with their Supervisor?
All CCSs are required to complete and maintain their Compliance Tracker and submit it to their Supervisor (48) hours before their weekly supervision meeting.
* All new assignments must be included as they are received.
Is a CCS required to put their quarterly monitoring visits as a "reoccurrence" on their Outlook calendars?
Yes
State the required Billable Language that is required for specific CCS tasks.
o "Quarterly Monitoring
o "Annual Monitoring"
o "Monthly Monitoring"
o "PCP Meeting"
o "Waiver Meeting"
o “Wellness Check”
What steps and forms must a CCS complete when scheduling and completing an annual Monitoring Visit for a Waitlist person?
The CCS must schedule and complete the Annual Monitoring within 15 days of the due date per LTSS due date. The CCS must complete the DDA Monitoring form in LTSS, update or develop a Supports and Planning Tool, and update or develop an individual record in LTSS. complete sign-in sheet and MMARS Authorization and Consent form. Meet with the individual and their Representative in person. Complete billing documentation for the annual Monitoring meeting and submit all into LTSS within 15 days or the form will lock.
What documents are required for Annual PCPs from the provider(s) if they do NOT bill in PCIS2?
*Service Implementation Plan (SIP) for all services from each provider
* Detailed Service Authorization Tool (DSAT) (optional)
* Most recent dental and physical evaluations
* Behavior Support Plan, and Standing Committee Approval (if applicable)
What are the responsibilities of the CCS when receiving a new assignment to their caseload?
The CCS must complete:
* Case Review and Case Review Checklist
*CCS must complete person-centered activity documentation for the case review.
* CCS must add all new assignments to their Compliance Tracking Form at the time of the case review.
*CCS must send out a welcome letter to the person and their guardian/representative and providers within MMARS-established timelines.
*CCS must call the person to introduce themselves and schedule an initial visit.
* CCS must ensure that all their cases are in compliance and if a newly assigned case is not in compliance, the CCS must work with the person and their team to bring the case into full compliance.
State 7 CSMA Principals of case management basics in the correct order.
Assessment
Coordinating
Planning
Facilitating
Collaboration
Implementation
Monitoring
List 5 reasons why accurate and concise documentation is important.
1. Reflects CCS is facilitating support and services.
2. Reflects that the CCS is coordinating services.
3. Reflects CCS activities completed.
4. Reflects CCS is monitoring and following up with regard to holistic case management for the individual.
5. Reflects that CCS is ensuring continuity of communication with individual and family/guardian and team.
What are the immediate responsibilities of a CCS when an individual is upgraded to Crisis Resolution?
*Once a person is upgraded to Crisis Resolution they will require:
*Monthly face-to-face visits for the first 90 days following the upgrade and these must be documented in LTSS just like quarterly monitoring is required with the same (15)-day timeline or the form will lock.
*Then they will begin receiving monthly wellness checks
*In-person quarterly monitoring visits
What is the Annual PCP timeline? Name at least 2 requirements of the CCS for each identified milestone of the PCP timeline.
*90 Days before the Anniversary Date – pre-planning meeting with the CCS, individual, and provider(s) if they are willing to attend. This is also a quarterly monitoring meeting.
*CCS will establish with the individual and their team the outcomes and goals for the PCP.
*HRST update
* CCS updates last year's outcomes
* Complete the CSQ's
*Update FAE's
*Update the Individual Record
*Review the services and satisfaction of the DDA services.
* CCS will provide the new outcomes to the DDA provider(s) within 5 days of the 90-day PCP meeting
* CCC will request all the provider supporting documentation.
* CCS will notify the provider if there are any requested changes to the services
* CCS will notify the provider(s) of dissatisfaction with services being delivered if applicable
* CCS will request dates for the 60-day PCP meeting from all team members
*Once the date is established CCS sends out a calendar invite to the team members
* CCS will send a reminder at least 5 days before the 60-day PCP meeting requesting any missing documentation required from the provider(s)
*CCS will conduct the 60-day PCP meeting
*CCS will gather all missing documentation from the provider(s), individual or family
*Complete Meeting Minutes
*Complete the remainder of all required PCP documentation per MMARS and DDA PCP Checklist
* CCS will then send the LTSS acceptances to the provider(s)
*CCS will submit the PCP for QE review (Document Submission Portal) within 45 work days before the Annual PCP date for approval and submission to DDA.
*Complete and required QE revisions within the QE timeline provided with corrections
*Document all person-centered activities as you go for each activity completed
What are all compliance measures that a CCS is required to monitor for a person receiving DDA services?
In order for a CCS to meet compliance for a person in DDA Funded services the following must be completed as per DDA COMAR and MMARS policies and procedures:
*90-day PCP
*60-day PCP
* (4) in-person quarterly monitoring visits
*Annual LOC
* Waiver eligibility
*Waiver Redetermination
* Monthly Wellness Checks
* Hot Case Tracking
*Person Centered Activities documentation of all activities
*Monitor overall satisfaction of all DDA-funded services as established in the approved DDA PCP.
State the purpose for comprehensive and holistic case management as a CCS in the DDA Program.
The CCS needs to ensure the health safety and satisfaction of services, referrals, resources, development, and monitoring of the PCP to ensure quality case management.