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Community-Based Care Readiness Assessment and Peer Review Overview

Community-Based Care Readiness Assessment and Peer Review Overview Department of Children and Families And Florida Mental Health Institute. Mission and Purpose.

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Community-Based Care Readiness Assessment and Peer Review Overview

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  1. Community-Based Care Readiness Assessment and Peer Review Overview Department of Children and Families And Florida Mental Health Institute

  2. Mission and Purpose CBC Peer Review Quality Assurance and Technical Assistance Teams, in partnership with DCF, CBC Lead Agencies, and Community Alliances, will assist in the quality assurance review and provision of technical assistance to insure that Districts and new Lead Agencies are fully prepared to implement their Community-Based Care services.

  3. Background • 1998 – CBC Office produces Prototype Lead Agency Readiness Assessment – District 5 Start-Up • Focus on Lead Agency readiness activities and deliverables • Criteria centered on infrastructure development and operational implementation of programmatic plans • Incorporated into Start-Up Deliverables for all subsequent start-up projects through 2002 • January 2003 – Prototype Peer Review Concept Implemented through FMHI Partnership Contract

  4. Background con’t January 2003–June 2003 Prototype Peer Review Concept Implementation Steps • A. February 2003 – Completed Collaborative Planning • and Development Workshops • Produced initial District/CBC Integrated Tool • Developed Review Process and Procedures • B. Initial Peer Reviews: • District 10: • Initial Review and Report: March 5th and 6th 2003 • Final Review and Report: June 23, 2003 • District 4 Duval County: • Initial Review and Report: April 22nd 23rd 2003 • Final Review and Report: June 18, 2003

  5. January 2003–June 2003 Prototype Peer Review Concept Implementation Steps • Additional Review and Modification of Readiness • Instruments and Process and Proceduresfor: • Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision.

  6. Review and Modification of Readiness Instruments and Process and Procedures • Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. • Action Steps Completed: • Community Alliance members added to Peer Team Process for all remaining Projects • Establish process and role for Alliance member participation

  7. Alliance Participation • DA and CBC CEO request local Alliance participation • Alliance Member(s) appointed by local Community • Alliance to the Team • Included as member of the Team throughout the Process • Identifies for the Team the Alliance’s local priorities. • Role is as a member, but not a • Team Leader: • Only Team Leads sign final report with recommendation • Absence of consensus to the Leads’ report will result in an attached “minority opinion” report.

  8. Review and Modification of Readiness Instruments and Process and Procedures • Action Steps Completed: • 1) Readiness Assessment Tool reviewed and aligned with statutory requirements: • A Set of Uniform Criteria reflecting national accreditation standards that evaluate: • Programmatic Competency • Financial Competency • Technical Assistance • Training Competency • Organizational Competency 2) Local Criteria including community alliance priorities provide by Alliance member • Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…services to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision.

  9. Review and Modification of Readiness Instruments and Process and Procedures • Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the districtis prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Action Step Completed: 3) Readiness Assessment Instrument revised to include Criteria for District Readiness and collaborative planning and development between District and Lead Agency, including local priorities

  10. Lead Agency Evidence Y N District/Region Evidence Y N ·The provider has worked with the district to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision. ·The district worked with the provider to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision. ·Written plan is evident that describes stakeholder relationship and includes providers, foster parents, and families receiving services, and a mechanism for soliciting feedback and input is included in their plan. ·The district has established mechanisms for communicating issues relating to the transition to CBC to foster parents, families receiving services and existing providers/contractors. ·A community stakeholder planning and program implementation group is established. ·A mechanism for soliciting feedback and input is included in their plan. ·The plan is submitted to the department within 120 days after the effective date of the Start-Up contract. ·Meetings, correspondence, public hearings, or other such communication is evident with major stakeholder groups. ·DCF approval of stakeholder plan is documented. ·The district has established timeframes for the review process to ensure timely feedback consistent with the readiness review and transition schedule. District/Lead Agency Readiness Tool Excerpt

  11. Review and Modification of Readiness Instruments and Process and Procedures • Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the districtis prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. • Action Step Completed: • 4) Annual Schedule for Initial and Final Peer Review Team Site Visits established and promulgated

  12. 2003-2004 Site Visit Schedule District 2A September 9-10, 2003 District 2B October 22-23, 2003 District 3 November 5-6, 2003 District 4 (Baker/Clay/Nassau/St.J) October 29-31, 2003 District 7 (Orange/Osceola) October 8-9, 2003 District 7 (Seminole./Brevard) January 13-15, 2004 District 8 September 24-25, 2003 District 9 July 10-11, 2003 District 11 February 4-5, 2003 District 13 September 17-18 District 14 August 13-14, 2003 District 15 July 15-16, 2003

  13. Review and Modification of Readiness Instruments and Process and Procedures • Senate Bill 1454 Requirements, con’t • The Readiness Assessment shall be conducted by a joint team of district and lead agency staff with direct experience with start-up and operation of a CBC service program…with representatives from the appropriate Community Alliance. • Action Step Completed/In-Progress: • 5) Peer Review Team members and Lead’s recruited and Scheduled for all 2003-2004 Start-Up projects

  14. Selection of Peer Reviewers • Team Leads Identified based on: • District or Lead Agency Leadership position • willingness and availability to assist in the entire review process • Remaining members identified based on: • Demonstrated competency in area of need • Willingness and availability to assist in the entire review process • Areas of expertise chosen for an individual review are based on local request for assistance

  15. Senate Bill 1454 Requirements • The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. • Other Statutory Requirements Managed through Process: • Team Exit Conference • Written and documented specific evidence of readiness on each element of the readiness instrument. • Description of each element of readiness needing improvement and strategies being implemented to address each.

  16. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

  17. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Assists the District and Lead Agency in a preliminary Project assessment and preparation for Team Site Visit. • Provides an external quality assurance review of Readiness deliverables • On-site Visits • Provision of model start-up deliverables, best practice information. • Review of project deliverables and plans; feedback and technical assistance • Identify available technical assistance from other districts/projects

  18. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Coordinates the recruitment of peer review team members, schedules site visit dates and associated logistics • Provides Team with project information including all desk review material • Supports team’s activities during site visit; moderates group meetings • Prepares initial and final reports • Provides follow-up and coordination of technical support to the districts as needed

  19. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

  20. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • District DCF and Lead Agency Budget side-by-side Comparison • Lead Agency Table of Organization • System of Care Overview • Services Implementation Plan • Quality Assurance Plans • Interim Services Contract (Service Scope and Tasks) • Other as May be Requested by Team

  21. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS DRAFT AGENDA Day 1 1)9:00 – 4:00– Meet at District HQ  a)Welcome and Introductions b)Presentation by CBC Lead Agency and District Key Personnel i.Overview of CBC Project – The System of Care ii.Highlights of Transition/Implementation Plan iii.Human Resources iv.Highlights of Budget/Financial Issues v.Highlights of IS Issues vi.Quality Assurance/Quality Improvement Plans (CBC and District) vii.Status of Readiness Deliverables/Criteria – District and CBC viii.Other as desired by CBC and District

  22. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Day 2 • 8:30 Meet at HQ or CBC Offices • 8:430 – 11:00 • BreakOut Groups Meet • Topics Include: • Implementation Plan Details • Budget and Financial management • Transition Phase-In Planning • Quality Assurance Plans

  23. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Day 2 • 8:30 Meet at HQ or CBC Offices • 11:00 – 12:00 • Peer Team Meeting • Initial Assessment Development • Initial Recommendations

  24. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Day 2 • 8:30 Meet at HQ or CBC Offices • 12:00 – 1:00 • Exit Conference with District and Lead Agency

  25. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Written Initial Team Report • provided to District DA and lead Agency CEO within 7 calendar days • Includes listing of • Community Priorities • Project Strengths • Areas of Assessed Need • Specific Recommendations for improvement and strategies for achieving

  26. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Final Team Site Visit • Review of Written, Completed Readiness Assessment Instrument – signed by DA and LA CEO • Report of Document Audit by Team Coordinator • Presentation and Written Response and discussion regarding Initial Team Recommendations • Written Communication with supporting documentation, sign ed by Team Leads prepared and submitted to Headquarters.

  27. QUALITY ASSURANCE PEER REVIEW TEAM PROCESS • Observations and Feedback from Prior Team Members: • Observations and Feedback from Districts Reviewed:

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