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H11- 040 – Procedure

July 18, 2011

|TO: |Home and Community Services (HCS) Division Regional Administrators |

|FROM: |Bill Moss, Director, Home and Community Services Division |

|SUBJECT: |Adult Protective Services (APS) Quality Assurance (QA) Monitoring |

|Purpose: |To revise and improve statewide Quality Assurance monitoring for Adult Protective Services (APS). |

|Background: |Since 2007, APS supervisors/managers have been required to perform QA monitoring. |

| |Prior to 2007, each region had a different process for monitoring. |

| |Monitoring includes all activities related to APS intake, screen outs, closed no-APS, observation, and |

| |investigation of allegations of abuse, abandonment, neglect, self-neglect, financial exploitation, and the |

| |provision of protective services. |

|What’s new, changed, or |Effective immediately, regional subject matter expert within APS are responsible for activities related to |

|Clarified |quality assurance. The subject matter experts will conduct quality assurance case reviews to evaluate |

| |progression of skill learning, accuracy, policy compliance and consistent application of policy. To further |

| |assist statewide consistency and communication, subject matter experts will review cases outside their own |

| |region. Region 1, for example, will review region 2 cases one month and region 3 the following month, |

| |repeating this cycle. |

| | |

| |This management bulletin does not supersede H07-071, APS Quality Assurance Monitoring. APS supervisors will |

| |continue to be responsible for the completion of reviews, including observations, in SharePoint. |

| | |

| |The mandatory APS monitoring forms to be utilized for quality assurance activities include: |

| |APS Monitoring – Screen Outs & Closed No-APS |

| |APS Monitoring – Intake |

| |APS Monitoring – Investigations |

| |APS Monitoring – Observation (supervisors) |

| | |

| |Other approved SharePoint users, including APS supervisors and APS program managers, have the discretion to |

| |monitor cases beyond the minimum standard set within this policy, as deemed necessary. |

| | |

|ACTION: |Effective immediately, APS subject matter experts are responsible for quality assurance case monitoring in |

| |SharePoint. |

| | |

| |The mandatory minimum quarterly monitoring standard for subject matter experts in each region is as follows: |

| | |

| |15 Intakes |

| |15 Screen Outs |

| |15 Closed No-APS |

| |20 Investigations |

| | |

| |Headquarters Monitoring |

| |Headquarters will monitor: |

| |A statistically valid sample of “Screen Outs” and “Closed No-APS” cases; |

| |Other targeted reviews as necessary. |

| |Subject matter experts will work with the APS Headquarters Program Manager to discuss issues relating to the |

| |review process and review outcomes as they relate to policy. Subject matter experts will discuss matters |

| |relating to staff development and training with their management team. |

| | |

| |The SharePoint site is listed in Related References, below. Only pre-authorized users will be able to |

| |successfully use the link to access information. |

| | |

| |The document, attached below, can assist users in the QA process. |

| | |

| | |

| | |

| |APS SharePoint site: |

|Related | |

|REFERENCES: | |

|ATTACHMENT(S): |Using SharePoint for APS QA Activities: |

| |[pic] |

|CONTACT(S): |Barbara Hanneman Mike Wagner |

| |Quality Assurance Manager APS Program Manager |

| |(360) 725-2604 (360) 725-2616 |

| |Barbara.hanneman@dshs. mike.wagner@dshs. |

| | |

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