6113 Monitoring | ACCESS-TO-SERVICES-5200-MANUAL
Georgia Division of Aging Services |
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Chapter: |
6000 Community Transitions |
Effective Date: |
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Section Title: |
Monitoring |
Reviewed or Updated in: |
MT 2016-02 |
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Section Number: |
6113 |
Previous Update: |
Summary Statement
DAS Money Follows the Person (MFP) staff monitor Transition Coordination (TC) activities described in DAS Standards, as published on ODIS, and described in the Department of Community Health (DCH) Policies and Procedures for the Money Follows the Person Program (Manual).
Basic Considerations
DAS MFP staff monitor program compliance using the following Tools:
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MFP Monitoring Tool
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Harmony for MFP User Guide as published on ODIS
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Serious Incident Review Team reviews
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Harmony Advanced Reporting Tools:
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Program Participation Report
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Program Enrollment Status Report for Semi-Annual
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SER Validation Report
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Screening Validation Report
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DC Checklist Validation Report
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New Transition Validation Report
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Case Note Validation Report
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DAS Procedures
DAS MFP staff monitor Transition Coordination activities in the following manner:
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Review up to 3 Completed records that have the highest MFP Transition Service expenditures according to Harmony for MFP
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Review up to 3 Completed records that have the lowest MFP Transition Service expenditures according to Harmony for MFP
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Review up to 3 Reinstitutionalized records
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Review up to 3 Deceased records
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Review up to 3 Terminated records
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Review up to 3 Active records
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Review up to 3 Pre-Transition records
DAS MFP staff review the selected records and complete the Desk Review portion of the monitoring. Should significant deficiencies become apparent in the Desk Review process, DAS staff may pull additional records to determine patterns. DAS may complete Desk Reviews at any time.
DAS MFP staff may select to schedule a site visit and complete the On-Site portion of the monitoring. On-Site monitoring includes a scheduled visit to willing, Active MFP Participants. The interview portion of the On-Site monitoring is completed during the visit.
DAS MFP staff reserve the right to schedule the on-site interview directly.
DAS MFP Staff schedule a discussion of the Monitoring via a Monitoring Review Meeting no more than thirty calendar days after the Monitoring is completed.
Monitoring Review Meetings may be face to face or via electronic means (i.e. web conference).
If an Action Plan is necessary:
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DAS MFP staff approve or deny the steps within the Action Plan.
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Denied steps are returned with comments.
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Field Staff review comments and resubmit Denied Action Steps.
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Only Action Plans in which all steps have been approved are considered acceptable.
AAA Procedures
MFP Field staff (led by the AAA) will complete an Action Plan in response to any Monitoring Findings. Action Plans are due 30 calendar days from the date of the DAS-led Monitoring Review Meeting. Monitoring Findings are identified in the completed Monitoring Tool.
An Action Plan must include the following:
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Reference to the Monitoring Finding(s) from the Monitoring Tool
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Specific tasks/actions to be taken
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Measurable outcomes from the tasks/actions
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Timeframe for which the tasks/actions are to be completed
References
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Policies and Procedures for Money Follows the Person (MFP Manual), dch.georgia.gov/georgia-money-follows-person-ga-mfp
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Harmony for MFP User Guide v1.x, Section 1060 (MAN 5600), Appendix I