The following message was emailed to Provider Organization contacts by the six Portland metro area brokerages on 02/02/2019.
IMPORTANT NOTICE TO OREGON PROVIDER ORGANIZATIONS
RE: APD-PT-19-003* Policy Transmittal: Agency Billing Activities Effective 2/1/2019
As of Friday, 2/1/19, most eXPRS submissions by provider organizations will automatically be paid by ODDS without case management review. (Service codes OR539, OR570, and OR310 are excluded from this change.) The Oregon Office of Developmental Disabilities Services (ODDS) will conduct post-payment reviews of provider organization documentation. This change may expedite payment to some provider organizations, but it does not change documentation requirements.
Oregon Administrative Rule 411-415-0090 requires Case Management Entities (both CDDPs/counties and Brokerages) to conduct extensive and specific monitoring of services including but not limited to:
- Ensuring all services provided align with those authorized in the ISP
- Confirming support and progress toward goals
- Confirming individual choice is being honored
The review of provider organization progress notes is an invaluable tool in meeting these monitoring mandates. For this reason, the six Portland metro-area brokerages will continue to expect to receive progress notes for all services delivered. Per the state’s transmittal, these notes must include:
- Customer name
- Provider of service
- Dates of service (the date range is sufficient)
- Units of service provided (total number of units for the period is sufficient)
- A progress note summarizing the service provided and progress toward goals (weekly or monthly summaries are perfectly acceptable)
As guidance, please review the following from the Indirect Case Management Monitoring Worker’s Guide:
Adequate provider agency progress notes focus on describing the supports a person received to achieve the desired outcome. These include the ADL, IADL, medical and behavioral supports identified on the ISP as being needed. The notes should focus on the specific activities (i.e. “visited a museum”) only insofar as they are important to achieving the desired outcomes as described in the ISP. Simply stating the name of the service associated with the procedure code is not sufficient (i.e. “Provided Day Support Activities” is not an adequate progress note to support a claim by the agency or for the purposes of indirect monitoring.) An adequate note will allow a SC/PA to determine if the services are consistent with those authorized in the ISP. Provider agency progress notes are also a place for the provider to convey observations about possible changes in support needs, challenging behaviors and a wide variety of topics. These reported observations should be reviewed by the SC/PA for their potential impact on risk identification, new person-centered information, and service planning. The SC/PA’s supporting progress note should reflect their assessment of the observations and the actions they will take in response, if any.
This excerpt demonstrates that progress notes are an important tool in monitoring supports and communicating changes in an individual’s needs and choices. As such, we request that providers submit progress notes for all supports no later than one month after the provision of services. For example, notes for services provided in February will be due by the end of March.
In compliance with the transmittal, we will be notifying ODDS when we do not receive progress notes within the 30-day window.
We anticipate that issues with overlapping billings will likely continue. As CDDPs/counties Brokerages are no longer part of the invoicing and payment processes, providers will need to seek resolution of these issues from ODDS.
Finally, we trust that our provider organization partners share our values with regard to continuing to offer customers the authority to review and authorize their services via signature. We will have one-on-one conversations with each of our customers regarding their options, and plan to solicit broad customer and family input on how to ensure choice continues to be offered and honored.
Thank you for your continued partnership and your service to our shared customer base as we work together through this next transition.
This week’s Provider Spotlight is Exceed Enterprises in Milwaukie. Exceed works to with adults living with disabilities to find and retain both customized and competitive employment in the Pacific Northwest area. Because they have been around for several decades, they have the experience and expertise needed to make community employment a reality for job seekers all over the Metro Area. Check out their Facebook page here.
Meet EQC Home Care! In addition to housekeeping, personal care, and meal support, they also have nursing services for end of life care, medication assistance, and 24 hour availability for respite. Nurses are available for community outings and they serve children as well. EQC is this week’s provider spotlight. Details here: http://www.eqchomecare.com
This week’s Provider Spotlight is on Empowerment Services, LLC. ES delivers individualized employment alternatives and life-skills training to teenagers and adults with developmental disabilities. Given the unique behavioral and sensory needs of everyone they serve, support plans are highly customized.
Be sure to check them out on the web at www.empowermentservicesllc.org
Edwards Center remains one of the best kept secrets in Washington County. Founded in 1972 by a group of parents, this agency puts family front and center. This week’s provider spotlight is on the Aloha Community Center where Edwards takes community inclusion to the next level. A quarterly online catalog is available full of classes and outings for people of all ages and abilities. Check them out at https://www.facebook.com/alohacommunitycenter/
This week’s provider spotlight is on Eastco Diversified Services. Eastco’s Supported Employment Program places adults with I/DD into integrated jobs, based on individual interest and work experience. Prospective employees are carefully screened to guarantee a successful match of job requirements, individual abilities, and needs. Eastco provides a Job Coach on-the-job until he or she can independently perform the job to the employer’s quality and production standards. To find out more, check out their Facebook page.
Good things come in small packages – that’s what Destination Autonomy founder Rochelle Moore believes. She started her company in 1999 to serve adults with Developmental Disabilities in Washington County. DA provides community activities both individually and in groups, in home and employment supports. Check out the photos of their awesome activities on Facebook.
This week’s provider spotlight is on Community Access Services. CAS is a private nonprofit organization that provides residential, community, and employment services to individuals with intellectual and developmental disabilities who live and work in our community. CAS has a personal commitment to those they serve and are one of the best in the business. If you’re looking for top-notch service, check them out!
Right At Home may be a national agency but that won’t prevent you from experiencing great, local customer care. Serving the Metro area, Right at Home caregivers provide services for almost any family and practically any situation. Right at Home will tailor care to your unique situation through a Custom Care Plan. They have lots of caregivers on standby so they are also a great option in a pinch.
Byron and Kim Bender
Small but mighty. That’s your take away from this week’s Provider Spotlight. Bender Rehabilitation and Consulting is a family run business that focuses on helping people with disabilities get jobs in the community.
Ask your VR Counselor or your Personal Agent about their job development, placement, and coaching services or visit them by clicking here.
Assisted Community Ties is an active provider organization focused on helping people make friends and learn social skills. Based in Washington County, ACT offers community engagement 1:1 or in groups. Check out their Facebook page to learn more!
Business partners Rex Goode and Drew Stinson didn’t realize that flexibility would be their new middle name when they founded Arise Mentors. Arise Mentors is this week’s provider spotlight because they currently have capacity to take on new customers. They focus on independent living and inclusion in the community with an aim for utmost flexibility and creativity. Learn more at their website www.arisementors.com.
This week’s Provider Spotlight features Advocates for Empowerment.
AFE provides in-home, community inclusion, and job services for both adults and children. This values-based organization makes a strong commitment to matching families with the right provider upfront. They even publish biographies of all their employees on their website. Check them out here.
Last night we held our first of three Focus Groups for our provider community and it was a great success! Huge thanks to Jessica Leitner for facilitating a lively, engaging, and community-building conversation.
Thank you to Compass Career Solutions, Advocates for Empowerment, Eastco Diversified Services, EQC Home Care, Trellis Inc., Arise Mentors, Hosanna Homes, Community Access Services , Mentor Network and Pacific Opportunities for giving us your time and energy to help make our community stronger.
News on upcoming focus group coming soon.
This week’s Provider Spotlight is Ability Training Services.
If you live in Washington County then you should check out Ability Training Services. This amazing group not only supports people with training, activities and learning based retreats, they help coordinate a central calendar with other agencies in order to help friends meet up in the community! ATS believes that everyone deserves encouragement, motivation and the tools necessary to grow.
This Week’s Provider Spotlight: Looking for quality in home care and respite? Then check out Cornerstone Inclusion Supports. Focused on highly individualized supports, staff from CIS will meet with you to help you (and your family) to determine your needs. In addition to traditional supports, CIS also supports small groups to meet up in the community, mostly just friends who want to hang out together.
For more information, check with your Personal Agent.
This week’s Provider Spotlight is Creative Goal Solutions – they’ve made a BIG SPLASH in Clackamas and Washington counties with their awesome community activity schedule. Groups from CGS attend festivals, concerts, museums and more! There are groups focused on sports, outdoors and nightlife as well as music and dance.
Sometimes there is a waitlist because groups fill up fast so be sure to sign up at their website or visit the event page on their Facebook page for more!
This week’s provider spotlight is on Abilities at Work who is changing the face of today’s workforce. In partnership with Portland-Metro employers they support wage-based job opportunities for people with developmental disabilities. They currently serve over 100 people through Discovery, Job Development & Placement and Job Coaching. On the west side of town they offer computer and job skill classes to help people prepare for a job in the community.
For more information call 503-641-5820. You can also see some success stories on their Facebook page!
Welcome to PROVIDER SPOTLIGHT, a new series to shine a light on the creative work of our providers in the Metro area. This week’s focus is on Bridge City Mentors.
Bridge City Mentors takes their name to heart by mentoring adults with disabilities to be independent in all activities. Whether that’s in home activities like chores and cooking, or community based activities, BCM offers lots of groups for those with diverse interests. BCM also offers respite for caregivers and is accepting new customers in the Washington County area. Check out some of their amazing pictures on their Facebook page.
Welcome to INW’s PROVIDER SPOTLIGHT, a new series to shine a light on the creative work of our providers in the Portland metro area. This week’s focus is on Amie’s Community Care.
Founded by Amie Scott, ACC proudly serves 170 people in the Portland area. In addition to in home supports and help with housing, ACC coordinates outings with 9 other agencies so that adults with disabilities can meet up in the community and make new friends. Amie believes strongly in “goodness of fit” and starts off every new referral with a personal meet and greet.
To learn more check out their facebook page or visit their website at www.amiescommunitycare.com.
By now, Personal Support Workers and those that employ them should have received multiple communications from a variety of sources regarding a major change to the way PSWs will be paid. TNT’s contract with the State of Oregon as the fiscal intermediary is ending on December 31st and the state is transitioning to an outfit called PCG Public Partnerships LLC (known as PPL). This change requires action on your part – whether you are a PSW or if you are the employer of the PSW. We’re told that PPL has been reaching out to all affected parties via mail, via phone, and when possible via email.
If you do not respond to requests from PPL, you/your Personal Support worker will not be paid for services until you do. Once you’ve completed and submitted the paperwork, you should contact PPL to ensure they have received it and labelled it “good to go”. If you don’t take this extra step to confirm with them, there is a strong chance you/your Personal Support Worker will not be paid for services in a timely manner.
- Are you a PSW or Employer who has received a packet from PPL? Great. Fill it out and return it.
- Did you receive a packet and now have questions? Call their customer service line and get help.
- Do you find the whole thing confusing and need more hands-on help? Attend one of the just-posted information sessions in Portland, Oregon City, or Beaverton. See below.
- Haven’t received a packet at all? Call PPL and request one. Return it quickly to avoid delay in payment in January. Or attend an information session where they’ll print one for you and help you fill it out. At present, we do not have print capability in PPL’s system. We’re hoping for that soon, but have no promised date.
Here’s what you can’t do: nothing.
To date, this transition has been quite bumpy. While all transitions bring challenges, such a small number of people are currently properly enrolled with PPL that we are growing very concerned. We want to be sure Personal Support Workers are paid on time for the work performed for our shared customers.
Current data from PPL as of this posting shows that just 5% of Personal Support Workers supporting INW’s customers are up and running in their system. There are about 9% who are currently “in process”. In terms of Employers, right now 13% are complete in PPL’s system, with another 4% in the pipeline. Data changes daily, so we’re crossing our fingers these numbers grow considerably in the days to come.
If you haven’t received a packet or if you’re not sure if you’re all set, call their customer service line directly or plan to attend one of the newly-scheduled PPL Information Sessions where you can complete all your paperwork with help from one of their staff.
Please do not ignore this call to action. Click here to download a copy of the scheduled sessions.
Hours of Operation
Tuesday, Dec 13
Beaverton Activities Center
15200 SW Allen Blvd
Beaverton, OR 97005
9 am – 5pm
Wednesday, Dec 14
Clackamas Community College
19600 Molalla Ave
Oregon City, OR 97220
12 – 6:30pm
Thursday, Dec 15
Courtyard Portland Airport Location 11550 NE Airport Way
Portland, OR 97220
*accessible via Red Line/Cascade Station Max lines
*parking on site
12 – 7pm
Friday, Dec 16
Courtyard Portland Airport Location 11550 NE Airport Way
Portland, OR 97220
*accessible via Red Line/Cascade Station Max lines
*parking on site
12 – 7pm
In the last few weeks, Personal Support Workers and brokerage customers should have received information directly from the State of Oregon and/or SEIU regarding an important change just around the corner. For a good many years, TNT Fiscal Intermediary Services has issued paychecks for PSWs serving our customers. TNT’s contract with the state ends at the end of 2016 and a new agency, PCG Public Partnerships LLC (known as PPL) will be taking over this responsibility. So in the very near future, Personal Support Workers will stop getting payment from TNT and start getting payment from PPL.
What does this mean to Personal Support Workers and Customer-Employers?
Generally speaking, it means that Personal Support Workers and employers (be they a brokerage customer or a legal designee) have some paperwork to fill out. Right now, PPL is sending out mailers to three groups of folks:
- Employers (customers or their designees) who employ PSWs (You’ll get a packet by mail on or around November 4th, 2016)
- Personal Support Workers who work for one Employer (customer or their designee) (You’ll get a packet by mail on or around November 7th, 2016)
- Personal Support Workers who work for two or more Employers (customers or their designees) (You’ll get a packet by mail on or around November 8th, 2016)
Customer-Employers and Personal Support Workers can return their packets in a variety of ways: by mail, fax, or secure email.
What Help Is Available?
If you’d like some hands-on help, consider attending one of the optional Enrollment Information and Help Sessions for Employers and PSWs. Multiple sessions will be held here at Independence Northwest and there are sessions in all three metro area counties. RSVP for a session by clicking here. If you have received your packet, you can bring it to the session in your area to receive hands-on help. If you haven’t received it by the time the session you want to attend happens, they’ll print a packet for you there and assist you in person.
You can also call PPL Customer Services for help. Their number is listed on this flyer or you can visit this website.The state’s eXPRS Facebook page has a ton of resources related to the change as well.
Transition time is very tight on this, so be sure you’re responsive and get the help you need! If packets are not completed and processed by the end of the year, payment for services may be affected. If you have questions, don’t hesitate to reach out to PPL for help.
Resources and Help
Here’s a great list of resources to help you get started:
Click here to see the 2016 Provider Payment Calendar, published by the Department of Human Services Office on Developmental Disabilities: http://independencenw.org/2016-provider-payment-calendar/
Press Release from the State of Oregon:
The Office of Developmental Disability Services (ODDS) is hosting two Community Forums in Portland to discuss the vision for the future of services for people with intellectual and developmental disabilities. Ensuring the principles of self-determination is the core of our vision.
People with intellectual and developmental disabilities who receive services and their families, as well as providers, Community Developmental Disability Programs (CDDPs) and Support Service Brokerages are encouraged to attend. (Brokerages provide services to eligible adults living in their own or their family’s home to help them remain in their homes and be engaged in their communities.)
- Tuesday, Dec. 15, 5:30 to 8:30 p.m., for people with intellectual and developmental disabilities who receive services and their families
- Wednesday, Dec. 16, 1 to 4 p.m., for CDDPs, Brokerages and Providers
Portland Community College, Cascade Campus, Moriarty Auditorium, 705 N. Killingsworth Street, Portland.
There will be a short presentation followed by a group discussion. This is one in a series of Community Forums throughout the state.
For information about upcoming Community Forums: www.oregon.gov/dhs/DD/Documents/ODDS%20Statewide%20Community%20Forums%20Schedule.pdf.
For more information about the Office of Developmental Disabilities Services: www.oregon.gov/DHS/dd/Pages/index.aspx.
If you have a disability and need this document in another format, please send an email to DHS.Forms@state.or.us or contact the Office of Document Management at 503-378-3523;
TTY at 503-378-3523.
To find the closest DHS office, go to www.oregon.gov/dhs or contact 211Info for help. You can contact 211Info by dialing 2-1-1, visiting 211info.org online, texting your zip code to 898211, or e-mailing to email@example.com.
The Office of Developmental Disability Services (ODDS) will be holding an informational phone call about the upcoming policy changes for entry into sheltered workshops for individuals and their family members/support people on Wednesday, June 17, 2015 from 9:00 – 10:00 AM.
The purpose of this call is to discuss:
- Upcoming changes to entry into sheltered workshops
- How these changes will affect you or your family members/support people
- Effects on those already working in a sheltered workshop
- Effects on those not working in sheltered workshops
- Other employment services that are available
- Answer your questions
To call in please use this conference line: 800-260-0702 and enter guest code 361647
Entry into Sheltered Workshops: Upcoming Policy Changes FAQ
Watch a Video of ODDS Director Lilia Teninty Answering FAQs About the Changes
Governor’s Executive Order