New Guidelines for Service Delivery Records Effective as of 07/27/2014

Consumers and PCA’s,

Beginning with the July 27th, 2014 Pay Period there will be a new Service Delivly Record (SDRs). These SDR’s will look different than those you are used to. Here are some instructions and frequently asked questions to help guide you in working with these new SDR’s.

Download the  GUIDELINES FOR NEW SERVICE DELIVERY RECORDS(Adobe PDF) or GUIDELINES FOR NEW SERVICE DELIVERY RECORDS (Microsoft Word)

Due to the sheer numbers of SDRs that LIFTT staff are required to review before payroll, our SDR deadline is MONDAY by 5 PM. If you are unable to submit your SDRs on time, please call your LIFTT Program Manager/Facilitator by MONDAY at 5 PM. SDRs received after this date WILL BE HELD until the next payroll cycle – in FOUR weeks.  

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This section describes Activities of Daily Living (ADLs):

Dressing, Personal Hygiene, and Toileting are now tracked on a single line. You will place a check mark in the box for any of these tasks.

Transferring/Mobility and Positioning may be written in the OTHER spaces, if these tasks are authorized by MPQH.

Meal Prep and Eating Assistance are now tracked on a single line. You will place a check mark in the box for either/both of these tasks.

Exercise and Medication Reminder will remain the same as before, if these tasks are authorized by MPQH.

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This section describes Health Maintenance Activities (HMAs):

Health Maintenance Activities (HMAs) MUST BE PROVIDED EXACTLY AS AUTHORIZED BY MPQH. These tasks must be prior approved by a Health Care Professional and by MPQH. This includes the following tasks:

MEDICATION ADMINISTRATION

BOWEL TREATMENT/PROGRAM

URINARY SYSTEMS MANAGEMENT

WOUND CARE

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The following section describes Instrumental Activities of Daily Living (IADLs):

House Cleaning and Laundry are now tracked on a single line, HOUSEHOLD MAINTENANCE.

Correspondence Assistance (CFC consumers ONLY): The PCA is the hands for the Consumer who will direct this task. This includes opening mail, filing papers or handling/organizing bills.

*Community Integration (CI)/Shopping:  The PCA should record the total time spent that day to take the consumer shopping for essential items or for community integration activities. If the Consumer is not CFC eligible and remains on traditional SDPAS services, please CIRCLE shopping on the SDR and write the total time spent on shopping for essential items only (food and prescriptions).

*Skill Acquisition: (CFC consumers ONLY): The PCA should record the additional time it takes to train a consumer to learn a task. This task must be authorized by MPQH.

*Community Integration and Skill Acquisition activities require a daily total time documented. Enter the daily total in the boxes.

Note:  Correspondence Assistance, Community Integration and Skill Acquisition are only allowable for CFC eligible consumers. Traditional PAS consumers utilize Household Maintenance tasks and essential shopping only. 

Medical Escort – (last three odometer digits required) Enter the total time for each doctor visit that is shown on the Mileage SDR. If there is more than one visit in a single day, write the total time for Medical Escort for the entire day.

For example, Sally takes Jane to the doctor on 8/4. They leave Jane’s house at 1:00 for an appointment at 1:15. The doctor appointment lasts until 2:15. They arrive back at Jane’s home at 2:30 pm. The total time for the appointment would be 1.5 hours. Sally and Jane would also need to get written verification from the doctor, nurse, or receptionist at the appointment. Sally would write 1.5 hours on the Mileage SDR for 8/4 and on the CFC/SDPAS SDR on the Medical Escort line for 8/4. Sally would then attach the doctor or nurse note to her SDR in order to be paid for her Medical Escort time.

Please include documentation from Health Care Provider to verify medical appointment was kept.

Escort time is above and beyond bi-weekly time as authorized by MPQH. Within the community is defined as up to 12 miles one-way or 24 miles round trip.   Mileage outside the consumer’s community must be obtained through the Medicaid state plan transportation program. 1- (800)292-7114.

Note:    SDRs should never be signed in advance of the services having been provided.  All required signatures must be “full” i.e. first and last name, no initials.

Total Time Section: Section A-D is intended to capture the time per day that was completed on the grouped tasks. These rows are highlighted in grey because they require a total time per day.

A)     ADL, Health Maintenance Activities (HMA), Household Maintenance (HM), and Correspondence Assistance (CA) Total: The PCA should record the total time spent that day to complete all of the ADL activities, household maintenance activities, and correspondence assistance activities listed on the SDR.

B)      Community Integration (CI)/Shopping: The PCA should record the total time spent that day to take the consumer shopping for essential items or for community integration activities.

C)      Skill acquisition: The PCA should record the additional time it takes to train a consumer to learn a task. This task must be authorized by MPQH.

D)     Medical Escort: The PCA should record the total time spent that day for Medical Escort.

FREQUENTLY ASKED QUESTIONS

Question: I forgot to get a slip when I took my Consumer to the doctor. Can I still get paid for that time?

Answer: No. The State of Montana now requires written documentation for all Medical Escort appointments, for all providers.

Question: My aunt passed away, and I didn’t turn my timesheet in until Thursday. Will I still get paid on time?

Answer: No. If you called the office and explained the situation by Monday at 5 PM, we might make a one-time exception.

Question: How do I know if the Consumer I am working for is CFC eligible?

Answer: It is the responsibility of the Consumer or their PR to train you on any new tasks you might be providing for them. It is also their responsibility to notify you of new additions or deletions from their MPQH Profile or CFC Service Plan.

Question: I turned my timesheet in on time, but I still didn’t get paid. What happened?

Answer: If your timesheet wasn’t late and there were no corrections to be made to it, please call the office. We try very hard to make sure everything goes smoothly, but occasionally there are errors.

Question: My check didn’t arrive on Friday. I called the LIFTT office and they said it was mailed out. What should I do now?

Answer: Sometimes paper checks can get delayed in the mail, so we suggest that you sign up for Direct Deposit. Another option is to request to pick up your check in the LIFTT office. If your check still hasn’t arrived by Tuesday, call the LIFTT office and ask to speak to Payroll.

Question: My Consumer is approved for waiver socialization. Can I use socialization hours separate from waiver mileage?

Answer: No. Socialization must be used in conjunction with mileage. This means that they must be used together to take the Consumer out of their home into the community for activities such as clothes shopping, going to a movie, going to visit a friend a relative, going to church, going on a picnic, etc.

Question: My consumer got a call that said I made addition errors on my timesheet. Who can come to the LIFTT office to correct my SDR/timesheet?

Answer: Either the Consumer/PR or the PCA can come in to make corrections. However, PCAs can NOT make corrections to other PCA SDR/timesheets, nor can PCAs make changes to a Consumer signature or Consumer date. LIFTT staff will contact your Consumer or PR if you need to make corrections.

Question: My Consumer was admitted to the hospital for five days. Can I get paid for the time that I would normally work?

Answer: NO. You must notify LIFTT when a Consumer is hospitalized for any reason, but you cannot claim time for when they were in the hospital. That’s FRAUD!

Question: I keep hearing about this new program called CFC. What is this and when does it start?

Answer: Community First Choice (CFC) is a new program that provides some expanded services to SDPAS Consumers who meet certain requirements. Consumers who meet the requirements and want to transition to CFC will begin doing so in August of 2014. If your Consumer is a Waiver Consumer, they will be contacted by their Waiver Case Manager to begin the transition process. Transitions to CFC must be completed by January of 2015.

Question: There is so much to learn! Will LIFTT be providing some sort of educational class or Power Hour to help us learn the new things that we need to know?

Answer: YES! LIFTT PCA Program Staff will be providing a short class on things like CFC, Waiver, and training on the new SDRs. Watch your mailboxes and paychecks for when this class will be held. If you cannot attend the class, please contact the LIFTT office if you need more information on the new SDRs.