Certified Provider Program Orientation


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  • Certified Provider Program Orientation

    1. 1. Respite Care Services Certified Provider Program Orientation Children’s Center
    2. 2. Course contents: <ul><li>What is Respite? </li></ul><ul><li>Who Qualifies? </li></ul><ul><li>How Does Respite Work for Families? </li></ul><ul><li>Billing for Respite </li></ul><ul><li>Provider Certification Requirements </li></ul><ul><li>What Every Provider Needs To Know </li></ul>
    3. 3. What is Respite? <ul><li>Respite Care Services is funded by the Department of Health and Human Services. (DHHS) </li></ul><ul><li>DHHS contracts with 3 agencies across the State of Maine to administer these respite services. </li></ul><ul><li>This program was created to provide caregivers with a much needed, short-term , occasional break from the day to day caring of a child with special needs. </li></ul><ul><li>This break gives caregivers time for themselves to regenerate and refresh to provide better care for their child. </li></ul>Aroostook County Hancock County Penobscot County Piscataquis County Washington County Androscoggin County Franklin County Kennebec County Knox County Lincoln County Oxford County Sagadahoc County Somerset County Waldo County Cumberland County York County Region 3 UCP of Northern Maine Region 2 Children’s Center Region 1 Woodford’s Family Services
    4. 4. Who Qualifies for Respite? <ul><li>Children ages birth to 18 (21 if still in school) </li></ul><ul><li>Children must have a qualifying Mental Health, Developmental, or Behavioral diagnosis. </li></ul><ul><ul><li>Some children under the age of 5 may qualify under the “at risk” guidelines </li></ul></ul><ul><li>Children must be living at home full-time with their parents or legal guardians. (this includes adoptive parents) </li></ul><ul><li>Children in residential care or away at school all week and only home on the weekend do not qualify. </li></ul><ul><li>Children in DHHS custody or Foster Care do not qualify for this program. </li></ul>
    5. 5. How Does Respite Work for Families
    6. 6. <ul><li>Once a child is approved for respite, the family is allotted 48 hours per quarter. (Quarters are pre-determined by the fiscal year.) </li></ul><ul><li>Hourly allotments are per family, not per child. The hours are shared with all the children in the family approved for respite. </li></ul><ul><li>Parents can use the 48 hours at any time during that same quarter. </li></ul><ul><li>A maximum of 10 hours can be paid per day per family regardless of how many providers are being used. </li></ul><ul><li>Unused hours do not carry over into the next quarter. </li></ul><ul><li>Parents can use their respite for any type of break: taking a nap or a walk, chores around the home, out with friends, appointments, etc. </li></ul><ul><li>Respite CAN NOT be used while the parent is working! </li></ul><ul><li>It is the parent’s responsibility to watch their hours carefully. If they do not have enough hours available, the provider may not be paid the full amount. </li></ul><ul><li>It is both the parent and the provider’s responsibility to make sure the billing forms are complete before submitting for payment. </li></ul><ul><li>The fiscal year runs from July 1 st to June 30 th . </li></ul><ul><li>Respite Services continue for the child year to year with minimal update requirements from the family: </li></ul><ul><ul><li>Updated Determination of Fee Form due July 1 st every year </li></ul></ul><ul><ul><li>Updated Authorization to Request & Release Information for each child, every year </li></ul></ul><ul><ul><li>Updated documentation of the child’s current diagnosis every 3 years (some exceptions) </li></ul></ul><ul><li>It is the parent’s responsibility to make sure that the requirement’s are met and paperwork is current to keep their child’s respite active. </li></ul><ul><li>If a child’s respite has been closed for any reason, the provider will not be paid for respite done after the closing date. </li></ul>
    7. 7. Billing for Respite
    8. 8. Before Submitting a Billing Form: <ul><li>Make sure the form is filled out completely. </li></ul><ul><li>Incomplete billing forms will be returned and payment held until complete. </li></ul><ul><li>Billing forms must be received within 14 days of the first date of respite on the form. Bills received after this may not be paid. </li></ul><ul><li>When filling in the mileage, please only enter the total one way mileage from your home to the child’s. We will do the rest of the calculations. </li></ul>
    9. 9. How Are Providers Paid? <ul><li>Parents must provide documentation of a child’s current diagnosis for review during the respite application process. </li></ul><ul><li>A “Level of Care” is assigned to the child after reviewing the documentation submitted. </li></ul><ul><li>This “Level of Care” is what determines the rate paid to the provider. </li></ul>* If more than one approved child from the same family is watched at a time the provider is paid an additional $2 per hour per additional child, up to 3 additional kids. $11 per hour $ 9 per hour Certified Providers: $ 9 per hour $ 7 per hour Non-Certified Providers: Level of Care 2: Level of Care 1:
    10. 10. Provider Payments: <ul><li>Some families may have to pay a co-pay. (% of the respite paid to the provider.) </li></ul><ul><li>These families must send a check to the Children’s Center with the billing form. The provider is then paid directly for the full amount. </li></ul><ul><li>Payment to the provider may be held until the co-pay is received. </li></ul>The Children’s Center processes respite provider payments on a weekly basis. Provider payments are usually mailed on Thursdays. (Some holiday exceptions may apply with prior notice from the center)
    11. 11. Can Providers Watch More Than One Child? <ul><li>Providers may watch more than one child from the same family at the same time. </li></ul><ul><ul><li>If the additional respite approved child is from the same family, the provider is paid an additional $2 per hour for the additional child. </li></ul></ul><ul><ul><li>If the additional child is not approved for respite, the provider may still watch that child. Payment arrangements must be worked out with the parent first. Respite Care Services will not pay for that additional child. </li></ul></ul><ul><li>Providers may also watch more than one child from different families at the same time. </li></ul><ul><ul><li>The provider is paid the full hourly rate for one child from each family. </li></ul></ul><ul><ul><li>The Children’s Center strongly suggests that providers make sure parents are aware and agree before watching children together. </li></ul></ul>
    12. 12. Provider Certification Requirements: <ul><li>Total of 30 hours training/certifications taken within the past 2 years, covering the following areas: </li></ul><ul><ul><li>Communication </li></ul></ul><ul><ul><li>Child Development </li></ul></ul><ul><ul><li>Diagnosis </li></ul></ul><ul><ul><li>Engaging a Child </li></ul></ul><ul><ul><li>Positive Behavior Supports </li></ul></ul><ul><ul><li>Providing Safe & Effective Care </li></ul></ul><ul><ul><li>-OR- </li></ul></ul><ul><ul><li>Passing the Online training & test at www.respiteforme.com </li></ul></ul>To become certified, providers must first meet the following requirements: <ul><li>Willing to serve more than one family </li></ul><ul><li>Age 18 years or older </li></ul><ul><li>Have current Infant/Child CPR & First Aid </li></ul><ul><li>2 personal letters of reference </li></ul><ul><ul><li>Complete Respite Orientation </li></ul></ul><ul><li>3 Background checks, Motor Vehicle, Criminal, Child Protective </li></ul><ul><ul><li>– The Children’s Center obtains and pays for the background checks. </li></ul></ul>
    13. 13. What Happens Next <ul><li>The Provider’s paperwork is completed and the Children’s Center obtains the proper background checks. </li></ul><ul><li>The provider’s file is reviewed for approval. </li></ul><ul><li>Once approved, the provider’s information is added to the Certified Provider list for their county. </li></ul><ul><li>Families request the list for their county as needed. </li></ul><ul><li>The family reviews the list and contacts providers for respite. </li></ul><ul><ul><li>The Children’s Center can not guarantee calls or the number of hours providers may be needed. </li></ul></ul>
    14. 14. What Every Provider Needs To Know…. <ul><li>Certified Respite Providers are expected to act in a professional manner. </li></ul><ul><li>Remember that you are only there to keep the child safe and happy while parents receive a break. You are not there to provide any type of therapy or in-home support services. </li></ul><ul><li>The parent knows their child best. Listen to them. Ask questions. </li></ul><ul><li>Keep an open line of communication with the parent. </li></ul><ul><li>Be aware of expectations before doing the respite. </li></ul><ul><li>Certified Respite Providers are expected to return ALL calls. This does not mean that you must say yes to all calls. Just call the parent back. </li></ul><ul><li>It is sometimes hard enough for the parent to make the choice to leave their child with someone that they don’t know. If they are not having their calls returned, they may give up and never benefit from a break. </li></ul>
    15. 15. More of What Every Provider Needs to Remember.. <ul><li>Providers are independent contractors and can set their own available time. </li></ul><ul><li>Not all providers and children fit well together. You know your limitations the best just as parent’s know what their child may need best. If a situation is not a good fit for you, talk with the parent. Explain it to the best of your ability. The parent can use this information while finding another provider. </li></ul><ul><li>Certified Providers are Mandated Reporters. If you see something that needs to be reported, your first call is to Child Protective Services. </li></ul><ul><li>Providers are expected to respect confidentiality. The privacy of the parents and the children is not only important, it is law! Make sure you are not giving out private information learned while doing respite for the family. We ask families to keep your information private too. </li></ul><ul><li>Certified Providers may not watch a child in the provider’s home for more than 24 hours consecutively unless they are DHHS Foster Care Licensed. </li></ul><ul><li>Provider certification is valid for 2 years. 90 days prior to the renewal date, provider’s will receive a renewal packet to complete and return along with documentation of 9 hours per year (for the last 2 years) of ongoing education/training. </li></ul><ul><li>Mileage Reimbursement: Certified Providers (only) may be paid $ .41 per mile for mileage over 10 miles one way. Travel is from the provider’s home to the child’s and back. One round trip minus the first 10 miles each way. </li></ul>
    16. 16. <ul><li>The Department of Health and Human Services carries a Limited Liability Insurance policy on all Certified Respite Providers. </li></ul><ul><li>Should you ever need to make a claim, please contact the Children’s Center, Family Services Coordinator for the paperwork. You will need to provide the insurance company with proof that you had permission from the family to watch the child. </li></ul><ul><li>There is a “Permission Form” in your certification packet. Providers should have a form completed for every child they provide respite for. This form should be updated every year. </li></ul><ul><li>This form is to be kept on file by the provider. Please do not send the form to the Children’s Center. </li></ul><ul><li>A copy of the Grievance Policy is included in the Respite Provider Handbook. Should you have any concerns respite, please contact the Family Services Coordinator first. Please refer to the handbook if further steps are needed. </li></ul>
    17. 17. Let’s recap what you have learned: <ul><li>Certified respite providers are independent contractors, not employees of the Children’s Center. </li></ul><ul><li>Families are responsible for choosing their respite provider and determining when they will use respite. </li></ul><ul><li>Families cannot bill for more than 10 hours of respite care in one day. </li></ul><ul><li>Each year is divided into quarters of three months each, beginning on July 1st. </li></ul><ul><li>Families are allotted up to 48 hours of respite each quarter, or 16 hours per month, as funding allows. </li></ul><ul><li>Families are responsible for tracking their hours to make sure they do not go over the hours available. </li></ul><ul><li>A Permission Form should be filled out each year, for each family you provide Respite Care for. It is the </li></ul><ul><li>sole responsibility of the Certified Provider to get these forms completed and to keep them on file for </li></ul><ul><li>insurance purposes. </li></ul><ul><li>Mileage may be paid to certified respite providers who travel in excess of 10 miles one-way to provide </li></ul><ul><li>services for a family. Only one roundtrip per date of service is reimbursable. Mileage for travel to and </li></ul><ul><li>from activities is not reimbursed. </li></ul><ul><li>Billing forms must be received within 14 days of the 1st date of respite listed on the form. </li></ul><ul><li>Respite Care cannot be used while the parent is at work. </li></ul><ul><li>Certified respite providers are expected to return telephone calls promptly and keep their commitments to </li></ul><ul><li>families and children. </li></ul><ul><li>Certified respite providers must maintain confidentiality of families and children. </li></ul><ul><li>Respite providers may care for children from different families at the same time, but are advised to seek </li></ul><ul><li>the parent’s permission first. </li></ul><ul><li>Provider certification must be renewed every 2 years. Providers must complete 9 hours per year (total of </li></ul><ul><li>18 hours) of ongoing education/training in the area of working with children with special needs. It is the </li></ul><ul><li>provider’s responsibility to access this training. </li></ul>
    18. 18. Remember: If you have any questions regarding the material you have reviewed, Please feel free to contact the Family Services Coordinator at: (800) 894-6264 or (207) 626-7598, or by email at: [email_address] Congratulations! You have now completed reviewing the Region II Respite Care Services Program Orientation. There is one more step. You must now log on and take the Orientation Quiz.