Home Care Commission Minutes July 6 2017 - Oregon



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| |Oregon Home Care Commission (OHCC) |

| |Meeting Minutes |

| |July 6, 2017 |

|Members Present: |Ruth McEwen (Chair), Marsha Wentzell, Laurie Schwartz-VanZandt, Mat Rapoza, Roxie Mayfield (by |

| |phone), Kylie Milne (by phone) |

|Members Absent: |Gabrielle Guedon, Lee Girard |

|Others: |Avery Horton (by phone) |

|Staff: |Jenny Cokeley, Nancy Janes, Roberta Lilly, |

| |Cheryl Miller, Ray Miller, Joanna DeMeyer |

|Meeting Called to Order |

|The meeting was called to order at 10:11 a.m. by Chair Ruth McEwen. |

|1BAdoption of Agenda |

|Commissioner Wentzell moved to approve the agenda as written. Commissioner Rapoza seconded. Motion carried. |

|0BApproval of Minutes |

|Commissioner Wentzell moved to approve the June minutes as written after Chair McEwen expressed appreciation to Joanna for the clear, concise manner in which|

|they are written. Commissioner Milne seconded. Motion carried. |

|2BAnnouncements |

|Cheryl Miller, Executive Director, reminded Commissioners whose terms were expiring to submit their names to the Executive Appointment office. |

| |

|Chair McEwen discussed the possibility of having an alternate representative available to attend Commission meetings if a Commissioner requests a leave of |

|absence. She believes this would alleviate the issue of not having a quorum when Commissioners are absent for an extended period of time. Cheryl will |

|contact the Executive Appointment office to see if this is possible and will report back at the next Commission meeting. |

| |

|Chair McEwen reminded members of the public in attendance to provide a written copy of their public testimony to Oregon Home Care Commission (OHCC) for |

|record keeping purposes. Cheryl explained that typically the written copy is provided in advance of the meeting in order for Commissioners and/or staff to |

|review and provide feedback or answer any questions. |

|Public Testimony |

|Avery Horton, a homecare worker (HCW) was present by phone to provide testimony. A written copy of his testimony was not submitted, therefore a summary is |

|provided. |

| |

|Mr. Horton asked to be notified when OHCC has public meetings and/or press releases. He was reminded that the OHCC website has this information available |

|and it is updated regularly. Cheryl offered for OHCC to send him a link where he can subscribe to receive automatic updates by email. |

| |

|Mr. Horton asked if he could advocate on behalf of his employer, who he reports was recently denied a surgical procedure. |

| |

|Commissioner Rapoza explained that a denial of a surgical procedure would typically be made by the client’s Coordinated Care Organization (CCO). This |

|decision can be appealed directly to the CCO. If the CCO denies the appeal, based on OHA rules, it can be appealed during a reconsideration process. |

|Additionally, CCO’s have a Registered Nurse (RN) assigned to them who can advocate on behalf of the client. The RN will review the appeal and look at it |

|from a medical perspective to determine whether or not to ask the CCO to overturn their decision. |

| |

|Commissioner Rapoza suggested that Mr. Horton advise his consumer to contact their caseworker and ask for the CCO customer service number. Commissioner |

|Wentzell believes the contact number for customer service may also be located on the back of the consumer’s insurance card. |

|Governor’s Commission on Senior Services (GCSS) |

|Chair McEwen had nothing to report this month. |

|Oregon Disabilities Commission (ODC) |

|Commissioner Schwartz-VanZandt had nothing to report this month. |

|Aging and People with Disabilities (APD) Update |

|Commissioner Rapoza provided an update about the changes to Service Priority Level (SPL) eligibility criteria and assessments for Activities of Daily Living |

|(ADL). The changes are expected to be in place on October 1, 2017. APD expects this to affect four percent of consumers, which translates to approximately |

|100 consumers per month. |

|Aging and People with Disabilities (APD) Update continued |

|APD is considering changing the pay periods for HCWs. Rather than the current bi-monthly pay period, HCWs would have a 14 day pay period. This is expected |

|to provide workers with an easier way to manage their hours, and possibly reduce unauthorized time overages. Initially it may look like a HCW is receiving |

|less hours, but in actuality, they will have more pay checks. |

| |

|Cheryl believes it would be beneficial to have a concise, easy to read resource sheet available to share with STEPS consultants as well as mailed to every |

|consumer. HCWs would have access to the resource sheet with a link to both APD and OHCC Facebook pages. She reiterated that communication to HCWs and |

|consumers is very important when making a change that will impact them in this way. Cheryl offered for OHCC to assist in these communication efforts. |

|Commissioner Milne believes workers would embrace the change, if they knew they would be paid more often. |

| |

|Commissioner Rapoza added that APD would need to create a new pay period calendar if these changes are instituted. Cheryl offered OHCC as a resource to |

|assist in making the new calendar easier to read. She also suggested APD work with DHS Publications who can provide assistance with publishing the document |

|so it is written at the appropriate reading level. |

| |

|Commissioner Wentzell asked if the pay period could be listed at the top of the worker’s home page on the Registry. Cheryl explained that OHCC regularly |

|meets with the Office of Information Services (OIS) and Information Technology Business Services Unit (ITBSU) to discuss Registry enhancements. One feature |

|being considered would allow short bulletins with important messages to pop up when a worker logs in to the Registry. |

| |

|Commissioner Rapoza also provided an update to the time in motion study which was completed in December, 2016. 120 consumers participated in this study. |

|In-home agencies were also included. The study focused on the difference between hours authorized versus hours claimed. He noted that in-home agencies |

|across Oregon are only billing 75% of the hours they are authorized. Chair McEwen asked if this was a result of the trained staff providing the services as |

|opposed to HCWs. Commissioner Rapoza did not believe that was a factor in the discrepancy. |

|Aging and People with Disabilities (APD) Update continued |

|Commissioner Rapoza met with GCSS to discuss the results from the time in motion study and heard many of their concerns about the changes. He explained that|

|APD will be meeting with the Centers for Medicaid Services (CMS) to get a sense of what they will be approving. |

| |

|The final time in motion report has been received, and he will be scheduling stakeholder meetings and Rule Advisory Committees (RACs) to discuss the findings|

|as well as examine in detail the adjustments that will be made. He explained that APD continues to have discussions with Legislators regarding the time |

|adjustments. The result may lead to a net reduction in hours (due to the budget shortfall). Commissioners should expect to receive invitations to attend |

|stakeholder meetings and RACs by the end of July. Cheryl encouraged Commissioners to attend the RACs in person if at all possible. |

|Community Advisory Councils (CAC)/Coordinated Care Organizations (CCO) |

|Commissioner Mayfield had nothing to report this month. |

|Budget Update |

|Carla Bird, Budget Analyst, reviewed the Home Care Commission Budget Report for April and May 2017. She explained the projections included in the May 2017 |

|budget should cover Workforce Development contracts that are currently outstanding. Commissioner Wentzell asked if the projected variance to budget (General|

|Fund) amount was rolled over from month to month. Carla replied yes. Chair McEwen asked if funds were rolled over from biennium to biennium. Carla |

|explained that is not the case. A brand new budget will be created for the new biennium. |

|OHCC Legislative Committee – Bill Reports |

|Jenny Cokeley, Special Projects Coordinator, discussed the following bills currently being tracked by OHCC: |

|House Bill (HB) 2304-Adds peer support specialist, family support specialist, and youth support specialist to the Traditional Health Worker Commission |

|membership. |

|House Bill (HB) 3008-Prohibits employer from requiring employee to create, file or sign documents containing information that employer knows is false related|

|to hours worked or compensation received by employee. |

|Senate Bill (SB) 104-Modifies provisions relating to registry of person who provide care in certain facilities. |

|OHCC Legislative Committee – Bill Reports continued |

|Senate Bill (SB) 317-Expands where state, county or city public bodies may hold public meetings to include locations within Indian country of federally |

|recognized Oregon Indian tribe that is within Oregon. |

|Senate Bill (SB) 828-Requires large employers in specified industries to provide new employee with estimated work schedule and to provide current employee |

|with seven days’ notice of employee work schedule. |

|Senate Bill (SB) 949-Makes noncompetition agreement or certain covenant with home care worker voidable by home care worker. |

| |

|Chair McEwen asked that future bill reports include the corresponding letter with the bill name, as well as the vote record. She noted that Oregon Project |

|Independence was tentatively approved for the full funding amount and expressed excitement that this item was put before the Ways and Means committee for the|

|first year ever. |

|Worker’s Classification – Workforce Development Update |

|Jenny Cokeley distributed the new Homecare Worker Guide and discussed changes that have been made. Commissioners expressed appreciation to her for her hard |

|work on this effort. The HCW Guide will be translated and available on the Department of Human Services (DHS) forms server in Vietnamese, Somali and Arabic,|

|while Russian and Spanish translations will be printed. |

| |

|Jenny shared demographics of the Pac/West Communications photo and video shoots which took place in June in Portland and Salem. The photo/video shoots |

|featured both HCWs and PSWs, which were recruited by SEIU Local 503. They included: |

|15 workers & three consumers |

|Candid and staged shots |

|Moving testimonies about why people choose to be HCWs and PSWs. One example was a nurse from another country who moved to the United States but was unable |

|to practice, instead becoming a HCW |

|Two videos featured workers in Spanish |

| |

|OHCC partnered with the Deschutes County Developmental Disabilities (CDDP) program and local STEPS contractor on June 14, 2017 to host a meet and greet for |

|consumers and current PSWs. Consumers and their family members conducted onsite interviews as part of this event. |

|Worker’s Classification – Workforce Development Update continued |

|Roberta Lilly, OHCC Program Manager provided a one hour “Working Together” workshop for providers while the STEPS consultant provided a one hour training for|

|consumers. Roberta estimated 15 workers and families in attendance. Cheryl explained that many family members attended with their (consumer) family member,|

|offering them the opportunity to see how the PSWs would interact with the consumer prior to being hired. |

| |

|A recruitment event will be held on August 23, 2017 in Reedsport. This event will be in partnership with the Southwest Oregon Workforce Investment Council. |

|Participants are expected from Coos, Curry, and Douglas County. High school students ages 18 and older will also be invited to attend. |

|Q&A Staff Reports: |

|Bi-Monthly Developmental Disabilities/Mental Health (DD/MH) Committee, monthly OmbudsAdvisory Council and Traditional Health Worker (THW) Commission |

|Ray Miller, DD/MH Committee Coordinator reviewed the bi-monthly DD/MH Committee, monthly OmbudsAdvisory Council and THW Commission reports provided to the |

|Commission. |

| |

|Chair McEwen asked Ray to include “Oregon Health Plan” in the title of his report so the Commissioners knew which OmbudsAdvisory Council he was reporting on.|

|She also asked Ray to report back on the average wait time for calls to the OHP processing center because she has heard that it is quite long. |

| |

|Ray was asked to provide copies of the THW brochure to Commissioners. |

|Monthly Training/Registry Reports |

|Roberta Lilly reviewed the monthly Training and Registry reports provided to the Commission. She reported that the percentage of workers with “no shows” to |

|training classes has been declining. The no show rate is projected to further decline, if not be completely resolved with the transition to iLearn. ILearn |

|has the capability to send reminders to workers when they register for a class. |

| |

|She provided an overview of a new report feature, “phone tracking”, which includes both incoming and outgoing phone calls. This reporting feature will |

|assist in better understanding the call volume currently experienced by OHCC Training and Registry staff. |

|Monthly Training/Registry Reports continued |

|Roberta noted there will be three instructors learning the materials for Enhanced classes in July. She anticipates there will be five total instructors for |

|this material by the fall of 2017. |

| |

|Cheryl noted the union wanted more time to complete the Survey Monkey for upgrades to the Registry. The survey was recently sent to staff and stakeholders |

|asking for their input. Roberta agreed this would be beneficial and she will re-send it. |

| |

|Commissioner Wentzell shared her pleasure at having recently hiring an Enhanced HCW to assist her. She also attended a training class, “Preventing Disease |

|Transmission (PDT). She noted that she enjoyed the class and felt it contained relevant information. |

|Executive Director’s Report June 2017 |

|Cheryl Miller distributed a copy of the Executive Appointments Board Roster to Commissioners. She will email it to Commissioners attending the meeting by |

|phone. |

|Cheryl also shared what she did in June. |

|Participated in bargaining meetings with SEIU |

|Participated in bi-monthly COMPASS teleconferences. She noted that workers who participate in the COMPASS program are encouraged to apply what they are |

|taught to work safely in the home with the consumer-employer. OHCC has also helped in partnering COMPASS with the Homecare Supplemental and Benefits Trusts |

|program to provide Employee Assistance Program (EAP) benefits to workers. The EAP program is a work-based intervention program designed to identify and |

|assist workers in resolving personal problems which may adversely affect their performance at work |

|Had a weekly check-in with Joe Espinoza, DHS Labor Relations Director to discuss complaints, grievances and arbitrations |

|Attended a “Behavioral Health Call to Action – Improving Outcomes for Older Adults and People with Disabilities in Oregon” teleconference |

|Continued to hold weekly one-on-one OHCC internal staff meetings and monthly cross-team meetings |

|Attended monthly one-on-one meeting with Mike McCormick, APD Deputy Director |

|Met with DHS Publications team to continue brainstorming the re-branding of the STEPS program |

|Executive Director’s Report June 2017 continued |

|Participated in a Boards, Commissions and independent state agencies meeting. Topics of discussion included: |

|Recruitment of diverse members to Commissions or Boards |

|IT security and support |

|Enterprise Leadership Team meetings |

|Cheryl and the Registry team continue to meet weekly with OIS and ITBSU to continue maintenance and enhancement discussions, improvements and planning |

|requests |

|Participated in a Workforce Development Committee meeting to review a Registry survey and overview iLearn for committee members |

|Attended a monthly Joint Issues Committee meeting |

|Met with a Community College representative to discuss career pathways and stackable credentials. Cheryl will be meeting with them in September to discuss |

|workforce recruitment partnership opportunities |

|Participated in an African American Management Council meeting |

|Attended a monthly APD Central Leadership Team meeting |

|Met with Ellen Pinney, OHA and others to discuss mental health members not able to access State-Plan Personal Care services |

|Participated in a DD Management Team meeting. One issue discussed was the elimination of Regions due to the budget shortfall. The Regions were providing |

|in-person Orientations. She explained OHCC Staff member, Kristen Eisenman is developing an online PSW Orientation, and expects to complete it by the end of |

|July, 2017. Workers have 90 days after receiving their provider number to attend an Orientation. OHCC will also provide regional, quarterly, in-person PSW |

|Orientations as well |

|Met with Ray Miller, who is charged with updating a Commissioner notebook |

|Attended both the PSW and HCW Training Committee meetings for Roberta Lilly, who was away from the office |

|Participated in an OEI Partner meeting |

|Held a monthly SPOTS meeting with OHCC staff |

|Adjournment |

|The meeting was adjourned at 12:43 p.m. by Chair McEwen. |

|2017 Attendance Record |

|Name |Jan |Feb |Mar |

Marsha Wentzell |X | |X |X | |X |X | | | | | | |Lee Girard |New O4AD representative |X |X | | | | | | | | | | | | | | | | | | | | |

Attachments:

← Agenda

← Minutes from June 1, 2017

← Priority/Pending/Tracking Legislation 2017 Oregon Legislature

← Home Care Commission Budget Report April & May 2017

← GCSS/ODC Senior Disability Legislation 2017 Reports

← Staff Reports:

o Bi-Monthly DD/MH

o Monthly Training and Registry

o Monthly OmbudsAdvisory Council Meeting Report

o Monthly THW Commission Report

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