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Community-Based Care

Readiness Assessment and

Peer Review Team Procedures Overview Guide

Department of Children and Families

And

Florida Mental Health Institute

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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.

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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

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January 2003–June 2003 Prototype Peer Review Concept Implementation Steps

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

Background con’t

A. February 2003 – Completed Collaborative Planning and Development Workshops

Produced initial District/CBC Integrated Tool Developed Review Process and Procedures

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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.

C. Additional Review and Modification of Readiness Instruments and Process and Procedures for:

January 2003–June 2003 Prototype Peer Review Concept Implementation Steps

6

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.

Review and Modification of Readiness Instruments and Process and Procedures

Procedure:• Community Alliance members

added to Peer Team Process for all Projects

• Alliance members provide the Team with local priorities

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Alliance Participation Procedure

• 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.• Coordinates with the District and Project to ensure priorities are agreed upon and addressed in project plan.

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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.

Review and Modification of Readiness Instruments and Process and Procedures

Action Steps Completed:1) Readiness Assessment Tool is aligned with statutory, contract, and policy requirements:

• A Set of Uniform Criteria reflecting national accreditation standards that evaluate:

Programmatic CompetencyFinancial CompetencyTechnical AssistanceTraining CompetencyOrganizational Competency

2) Local Criteria including community alliance priorities provide by Alliance member

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Selection of Peer Reviewers• Team Leaders Identified based on:

– District or Lead Agency Leadership position– willingness and availability to assist in the entire review

process– Prior experience successfully transitioning services to a CBC

agency

• 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

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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.

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion

S e e D ay 1 A g en da tem pla te

P e e r R e v ie w T e amDesk Review of Key Docum ents

F iscal, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

F ollow -up an dCoordin ation o fAdditional T A

PrepareDraft an d

F ina lReports

Support T eamActiv ities

Durin gS ite V is it

Sche dulePeer V is it

Dev Agend aCoor, Logistic s

Coor .Peer T eam

Com positio n

Q A Reviewof Rea dines sDelive rable s

Prelim inaryProject Assessm ent

T A to CBCand D istric t

T eam C oordina to r'sT asks and F unctions

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

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C B C P e e r-to -P e e r M e e tin gsP e e r R ev ie w M e m b e rs w ith C B C S ta ff

D C F P e e r-to -P e e r M e e tin gsP e e r R ev ie w M em b e rs w ith D is tric t S ta ff

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amDesk Review of Key Docum ents

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

F ollow -up an dCoordin ation o fAdditional T A

PrepareInitia l an d

F ina lReports

Support T eamActiv ities

Durin gS ite V is it

Sche dulePeer V is it

Dev Agend aCoor, Logistic s

Coor .Peer T eam

Com positio n

Q A Reviewof Rea dines sDelive rable s

Prelim inaryP roject Assessm ent

T A to CBCand D istric t

T eam C oo rdina to r 'sT asks and F unctions

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

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C B C P e e r-to -P e e r M e e tin gsP e e r R ev ie w M e m b e rs w ith C B C S ta ff

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amDesk Review of Key Docum ents

F iscal, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

F ollow -up an dCoordin ation o fAdditional T A

PrepareInitia l an d

F ina lReports

Support T eamActiv ities

Durin gS ite V is it

Sche dulePeer V is it

Dev Agend aCoor, Logistic s

Coor .Peer T eam

Com positio n

Q A Reviewof Rea dines sDelive rable s

Prelim inaryP roject Assessm ent

T A to CBCand D istric t

T eam C oo rdina to r 'sT asks and F unctions

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

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic Co n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC Project - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amDesk Review of Key Docum ents

F iscal, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

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

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

17

C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

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C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

20

C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

21

C B C P e e r-to -P e er B re akO u t G ro upP e e r R e v ie w M e m be rs w ith S ta ff

S m a ll G ro upS p e cif ic C o n te n t Fo cus

D is tric t D C F an d C B C K e y P e rson n e l G ro u p S e ss ion - O verview of CBC P roject - T he System of Care - H ighlights of T ransition/Im ple m entation P la n - S tatus of Rea diness Deliverables/Criteria - DCF and CB C

P e e r R e v ie w T e amD esk R ev iew o f K ey D ocum en ts

F isca l, H R , S ystem of C are, T .O .

P e e r R e v ie w T e amO rientatio n

F o llo w -U p S ite V is it- R e vie w A c tio ns o n R e co m m e n d atio ns

- A u d it R ea d ine ss Do cum e nta tion- P rep a re F ina l R ep o rt a n d R e co m m e n da tion to D e pa rtm e n t S e c re ta ry

W ritte n R e p ort D is trib u ted

E x it C o nfe re n ce w ith C B C a n d D istric t D CF - A sse ssm e n t a n d R eco m m en d atio ns - D iscuss io n o f P o te n tia l Te ch n ica l A ss ista n ce N ee ds

P e e r Re v ie wT e a m M e m be r's M e e tingPerspectives of all Team M em bers are gathere d

-Form ulate P relim inary Assessm ent andR e com m e n da tio ns R ep o rt

Jo in t A sse ssm e nt b y P e e r Re v ie w T e am

QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

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