Community-Based Care Readiness Assessment and Peer Review Overview

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Community-Based Care

Readiness Assessment and

Peer Review Overview

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

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Review and Modification of Readiness Instruments and Process and Procedures

Action Steps Completed:• Community Alliance members

added to Peer Team Process for all remaining Projects

• Establish process and role for Alliance member participation

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Alliance Participation

• 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.• Role is as a member, but not a Team Leader:

o Only Team Leads sign final report with recommendationo Absence of consensus to the Leads’ report will result in an attached “minority opinion” report.

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• 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.


Action Steps Completed:1) Readiness Assessment Tool reviewed and aligned with statutory 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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Action Step Completed:3) Readiness Assessment Instrument revised to include Criteria

for District Readiness and collaborative planning and development between District and Lead Agency, including local

priorities

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District/Lead Agency Readiness Tool Excerpt

Lead Agency Evidence Y N District/Region EvidenceY

N

The provider has worked with the district to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision.

The district worked with the provider to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision.

Written plan is evident that describes stakeholder relationship and includes providers, foster parents, and families receiving services, and a mechanism for soliciting feedback and input is included in their plan.

The district has established mechanisms for communicating issues relating to the transition to CBC to foster parents, families receiving services and existing providers/contractors.

A community stakeholder planning and program implementation group is established.

A mechanism for soliciting feedback and input is included in their plan.

The plan is submitted to the department within 120 days after the effective date of the Start-Up contract.

Meetings, correspondence, public hearings, or other such communication is evident with major stakeholder groups.

DCF approval of stakeholder plan is documented.

The district has established timeframes for the review process to ensure timely feedback consistent with the readiness review and transition schedule.

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Action Step Completed:4) Annual Schedule for Initial and Final Peer Review Team Site

Visits established and promulgated

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2003-2004 Site Visit Schedule

District 2A September 9-10, 2003

District 2B October 22-23, 2003

District 3 November 5-6, 2003

District 4 (Baker/Clay/Nassau/St.J) October 29-31, 2003

District 7 (Orange/Osceola) October 8-9, 2003

District 7 (Seminole./Brevard) January 13-15, 2004

District 8 September 24-25, 2003

District 9 July 10-11, 2003

District 11 February 4-5, 2003

District 13 September 17-18

District 14 August 13-14, 2003

District 15 July 15-16, 2003

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Senate Bill 1454 Requirements, con’t

• The Readiness Assessment shall be conducted by a joint team of district and lead agency staff with direct experience with start-up and operation of a CBC service program…with representatives from the appropriate Community Alliance.


Action Step Completed/In-Progress:5) Peer Review Team members and Lead’s recruited and

Scheduled for all 2003-2004 Start-Up projects

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Selection of Peer Reviewers

• Team Leads Identified based on:– District or Lead Agency Leadership position– willingness and availability to assist in the entire

review process

• 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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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 - 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

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



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










PrepareInitia l an d

F ina lReports





Coor .Peer T eam

Com positio n


Prelim inaryP roject Assessm ent


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


•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













PrepareInitia l an d

F ina lReports





Coor .Peer T eam

Com positio n


Prelim inaryP roject Assessm ent


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


•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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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












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











•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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DRAFT AGENDA

Day 1

1) 9:00 – 4:00– Meet at District HQ a) Welcome and Introductionsb) Presentation by CBC Lead Agency and District Key Personnel i. Overview of CBC Project – The System of Care ii. Highlights of Transition/Implementation Plan iii. Human Resources iv. Highlights of Budget/Financial Issues v. Highlights of IS Issues vi. Quality Assurance/Quality Improvement Plans (CBC and District) vii. Status of Readiness Deliverables/Criteria – District and CBC viii. Other as desired by CBC and District

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Day 2

8:30 Meet at HQ or CBC Offices

8:430 – 11:00 • BreakOut Groups Meet

Topics Include:

Implementation Plan DetailsBudget and Financial managementTransition Phase-In PlanningQuality Assurance Plans

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Day 2


• 11:00 – 12:00 •Peer Team Meeting

•Initial Assessment Development

•Initial Recommendations

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Day 2


12:00 – 1:00

• Exit Conference with District and Lead Agency

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Written Initial Team Report

• provided to District DA and lead Agency CEO within 7 calendar days

•Includes listing of•Community Priorities•Project Strengths•Areas of Assessed Need•Specific Recommendations for

improvement and strategies for achieving

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Final Team Site Visit

•Review of Written, Completed Readiness Assessment Instrument – signed by DA and LA CEO

•Report of Document Audit by Team Coordinator

•Presentation and Written Response and discussion regarding Initial Team Recommendations

•Written Communication with supporting documentation, sign ed by Team Leads prepared and submitted to Headquarters.

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•Observations and Feedback from Prior Team Members:

•Observations and Feedback from Districts Reviewed:

Community-Based Care Readiness Assessment and Peer Review Overview

Documents

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