Staff Compliance
How many training hours does a staff need to be in compliance for an entire Fiscal Year?
For an entire Fiscal Year, staff need a full 40 hours to be in compliance.
What does QIS stand for?
Quality Improvement Specialist
How many sections are in a chart (Name 3 section)?
13 sections
Admission
Legal
Program Forms
Medical
Assessments
Educational
Case Management
Clinical
SIR & CLE
FRP & ARI
Discharge Documents
Resources
Transfer
What does CMSS stand for?
Case Manager Support Specialist
What does PSA CM stands for and name at least two of their responsibilities:
PSA CM stands for Prevention of Sexual Abuse Compliance Manager. The PSA CM is responsible for overseeing QA and Compliance Team, oversees implementation and ongoing compliance with the Interim Final Rule (IFR) regarding Sexual Abuse and Sexual Harassment standards in the program (review PSASH incident, reviews and develop internal policies and procedures to comply with requirements), review and debrief all Health and Safety Concerns identified in the program.
What are the running dates for TFC 1, TFC 2, and Shelter Fiscal Year?
TFC2 – November 1st to October 31st
Shelter & TFC1 – April 1st to March 31st
What teams is the Quality Improvement Specialist responsible for overseeing?
Quality Assurance Support Aide (QASA)
Case Management Support Specialist (CMSS)
Spot check
Submit ORR Request
FY Chart Transfer
Communicate with vendors
Record retention policy
What are the 3 responsibilities of the Quality Assurance Support Aide (QASA)?
Post discharge audit list/ Verify due transferred charts
Daily census
Warning messages
Update Staff Directory in apricot and Share Point
Discharge from Apricot
Portal Checks every other week
Minor's Chart audits
What are three responsibilities of a CMSS?
CMSS are responsible for all QASA tasks in addition to some Case Manager’s tasks (Initial Intakes, ISP, submitting a case for discharge), Placement request from 5-10pm and Foster Parent chart audits.
What training historically provided by the PSA CM/training series does everyone haves to take and how often they need to complete this?
Staff is required to take the Prevention of Sexual Abuse and Sexual Harassment (PSASH) series that include:
Impact of Child Abuse and Neglect (#547)
Prevention of Child Abuse and Neglect (#545)
Reporting Child Abuse and Neglect (#574)
OR
Reporting and Boundaries: Prevention of sexual Abuse 2.0 (#27)
These need to be completed at least every 6 months in the OLC.
Who needs to be in compliance with the total number of hours needed per Fiscal Year (40)? Who is excluded?
Everyone (Employees, Contractors, and Volunteers) needs to be in compliance with the total number of hours needed per Fiscal Year. No one is excluded.
What are 2 responsibilities of the Quality Improvement Specialist?
Oversee the Quality Assurance department
Stay informed on policy updates and conduct policy meeting
What is the minimum number of activity logs required on weekdays vs weekend and what type of activity are there for shelter minors?
On Weekdays - we should have PM recreation and PM leisure per day.
On Weekends - we should have AM/PM recreation and AM/PM leisure, one workshop (Saturdays), and one religion (Sundays) entry.
How many minimum weekday and weekend phone calls must minors have?
Minimum requirement of 50 minutes per week and 45 minutes during the weekend.
What resource/document does ORR provide us with to help determine if an incident must be reported to them and under what category it falls? Where can this resource/document be found?
ORR provides us with the Child Level Event Glossary. This can be used as a resource to determine if an incident needs to be reported to ORR, under what category. This can be found online, ORR shared a copy of this with us not to long ago and this is also accessible to everyone in the Safe Haven Team Portal SharePoint
What policies are signed and renewed on a yearly basis?
Justice Center Code of Conduct, ORR Rules of Behavior, Safe Haven Code of Conduct. - Double points
What is an ORR chart request, what is the timeline for submission and who is responsible for ORR Chart request?
An ORR Chart request is a request for a minors record that is currently or previously been in our care from ORR or third party.
Timeline for submission is 1 business day (24 hours)
IN CARE- Assigned CM/CL
DISCHARGED- The Quality Assurance Team –Double points
What is the post discharge audit list and how often is it sent?
Once a week/Every Monday. This report is sent out to the Case Management and Clinical teams to reiterate the expected due date. Case Managers and Clinician are responsible for ensuring all required documents are filed in the chart, an informal initial audit was completed, and the chart was placed on the transfer shelf prior to the end of the day on the date the chart is due. Double points
How many times a week is the Case Tracker Report sent out? And what is the purpose of this Cross Reference?
LSSNY TKPI /Case Tracker Report update is sent three times a week. To ensure accuracy the QA team checks that all the minor's listed categories match in the UC portal and Apricot. If the minor's category coincides on both UC portals and Apricot this means that the category is up to date and no further changes are needed. If the UC portal and Apricot categories do not match, the minor's category must be updated in Apricot. An email is sent out by the QA team to the Leads confirming it was completed or updating what minor’s categories need to be updated. - Double points
How can SASH related Incidents be reported to ORR? What are the different timeframes and categories depending on where the incident took place?
SASH related incident can be reported to ORR through a Child Level Event (CLE). Sexual abuse incidents in ORR care needs to be reported as an Emergency-Significant Incident Report (SIR) within 4 hours of learning about the incident.
Sexual Harassment and inappropriate Sexual behavior incidents in ORR care need to be reported using an SIR within 24 hours of learning about the incident.
SASH incidents that occurred outside of ORR Care (like in Home Country) need to be reported to ORR in a Historical Disclosure within 24 hours of learning about this. - Double points
What platforms do we use to account for these training hours?
In person (all staff, policy, TCI, CPR, Sanctuary), ORR Learning Center, Training and eTracking Solutions, ACS Workforce, HSLC.
How long is Safe Haven mandated by ORR to store our records?
50 Years
What check does the QA team conduct to ensure compliance for all UC portal documents and assessments?
Portal check, Bi-weekly (every 2 weeks)
What are five required documents for Section 1: Admission documents in a Chart?
Demographic Sheet
Initial Intake Assessment
Photo of UC
ORR Placement Authorization Form
Property Possession Inventory Checklist Form
Intake Property Distribution Form
Risk Assessment
Rapid Indicator Tool
Disclosure Notice
What steps must a first responder take in the event of a Sexual Abuse incident?
1) Separate the victim, perpetrator and other Unaccompanied Children/witness & ensure the safety of all children & staff. 2) Ensure a safety plan is developed. 3) Contact emergency services as needed; look for any physical injuries the victim may have suffered. 4) Preserve evidence such as the bed sheets and securing the area where the abuse was reported to have occurred such as the bathroom or bedroom.