[BFET] DSHS BFET Provider Meeting September 5 2019 Notes

[Jennifer Dellinger]

Good Afternoon BFET Team,

Thank you to those of you who were able to participate in todays’ DSHS BFET Provider Meeting. For those whom were not able to attend, below are the notes from the meeting. Please let me know if you have any questions on the material covered. For ease of viewing I have highlighted, in yellow, the areas of information that pertain to the colleges. There is some ABAWD information in here, so please feel free to share this with your ABAWD Navigator.

DSHS Provider Meeting: September 5, 2019

FFY20 Contract Status:
Presenter: Bessie Williams

·         DSHS is reviewing internally at this time, if you have received feedback please submit needed information by deadline indicated in your feedback

·         Contracts should be sent out shortly, to those who receive contracts please review and sign

·         Due October 1, 2019 to DSHS

Job Retention Waiver:
Presenter: Felicia Talbott

·         WA. State received a 5-year waiver

·         Can now serve clients in RB component after 90 days and up-to 365 days

·         The policy is on this increase of services is slated to come out by October 1st, 2019 by DSHS

o   A meeting for those who carry a contract with DSHS is scheduled for September 23rd to go over changes that affect the 2020 contract

o   DSHS will send contract holders an email invite

Farm Bill Update:
Presenter: Felicia Talbot

·         Follow-up to clarify supervised Job Search

o   Must document conversations, activities, job logs/documentation, barriers etc. in client monthly progress case notes

o   This will now be included in the DSHS monthly eJAS audit reports for those who provide Job Search activities

FNS Management Eval:
Presenter: Felicia Talbott

·         FNS Visit DSHS/CSD

o   Reviews internal Policy and Procedures

o   Reviews Fiscal Processes and Documentation

·         FNS Visits Providers

o   Reviews Files and PR Documents

·         DSHS receives all findings as a state regardless of which agency had the findings

Overview of Findings Presented for FFY18 (note that DSHS did not present all findings):

·         Finding: Not getting enough referrals out to providers

·         Action: Internal workgroups created to increase referrals

o   Workgroup outcome: improve access to increase referrals and training for CSO staff

·         Outcome: Providers can expect to see more referrals

Overview of Findings Presented for FFY19 (note that DSHS did not present all findings):

·         Finding: Missing or incomplete IEPs

·         Finding: Tracking Participant Reimbursements

·         Finding: Case notes not containing actual participation documentation of activities client is engaged in

·         Finding: Missing or incomplete Job Search activities and verification logs

No actions or outcomes were presented for FFY19, it was noted that DSHS will be working on changes to ensure they can address these action items this FFY.

Participant Reimbursement Directory:
Presenter: Felicia Talbott

·         Will be updated October 1, 2019

·         PRs will be listed under categories that correlate with your FFY20 budget categories

·         The goal is to ensure providers know what category to invoice the type of PR in and better organize the directory for ease of use

ABAWD Updates:
Presenter: Corinna Adams

·         WA. state (except King County) currently has a waiver

·         In May 2019 FNS and USDA began looking at changing the way states can have waivers

o   DSHS is working internally to make sure we have supports in place if we lose waivers across the state

·         Workgroups have been developed and are working on communications, referrals, training etc. for CSO staff in the event the state loses waivers

·         New Position “ABAWD Navigators”

o   Located at CTC’s across the state

o   SBCTC has partnered with DSHS to hold the contract for ABAWD Navigation Design Funds

o   ESD (Work Source offices) will be partnering with DSHS to contract, but will be a roll-out phase. No ETA was provided

·         What is a Navigator

o   Position at CTC’s

o   Receives referral for ABAWD clients

o   Be the intermediary

o   Provide full assessment (in alignment with current IEP processes)

o   Provide a referral for the client to participate in a program that fits their needs

o   Be a community resource for clients (leveraging community resources and build stronger community collaborations)

o   Help clients understand participation requirements

·         Referral Process (to begin in October)

o   Client is identified by the DSHS eligibility worker as ABAWD

o   Client receives notice of requirements

o   Client is given a direct referral to a Navigator

·         Case Notes

o   Critical for ABAWDs

o   New section of the Handbook will outline this process (available October 1st from DSHS)

o   Notes should be entered 10 days before the end of the month so ensure clients do not lose benefits

Questions Asked:

Question: (Cascadia: Kris) How will ABAWD referrals be distributed to colleges to ensure the right college is selected?
Answer: (Corinna Adams) Client will be given options on which location they would like a referral to. Case workers will take into consideration client’s needs (transportation etc.) and locations.

Question: (Cascadia: Kris) Do navigators get a list of referrals sent by DSHS to follow-up?
Answer: (Corinna Adams) Yes, DSHS is developing a manual process that will get navigators a list of referrals sent to them by the end of each week. Navigators will be responsible by contract to make a reach out to each referral.

Question: (Peninsula: Emma) To clarify, the referral process would happen regardless of losing waivers?
Answer: (Corinna Adams) Yes.

Question: (CBO asked) Will we get a list of navigator contacts?
Answer: (Corinna Adams) DSHS will be sending out a list of Navigator contact information to all BFET providers as soon as they have a full list developed.

Fiscal Updates:
Presenter: Pricilla

·         Fiscal Meeting: September 18th

·         Final invoices must be turned in by mid-Nov

·         June and July invoices are due this month

·         100% funds – use first before 50/50

*Please note that the SBCTC attends these meetings and provides any information to the colleges when it pertains to their specific operations. In general the information presented in these meetings is in regards to CBO and direct SBCTC processes (PR tracker, A-19s, budget amendments etc.).

BFET Ops Updates:
Presenter: Dave Skaar

·         Welcome Anita, the newest member to the operations team

·         Operations team is now fully staffed

·         Case Notes:

o   Changed how feedback is provided to providers

o   Each audit is sent to the provider by the 16th of every month for the month prior

o   50% of all errors is due to a case with no documentation

§  Ops is going to provide information on what the possible causes are

·         Over 95% variance total across all providers for the first time ever!

o   Kuddos!!! This is a great job!

·         Changes to process for monthly audits

o   Tool to be enhanced and improved

o   Will give providers more information

o   Feedback will be relevant to you

§  Dave will be connecting with providers to have conversations on what information is relevant and needed

o   Once tool is finalized Dave will present a demo to providers

FFY20 Meetings:
Presenter: Felicia Talbott

·         New format

o   4 meetings

o   Each will be held in a different location

§  Pierce County

§  Snohomish County

§  Yakima County

§  Spokane County

o   WebEx will be provided for those who cannot attend in person

o   Dates and locations to be provided to providers by DSHS October 1st


Respectfully,

[Compass]Jennifer Dellinger
Program Administrator
Washington State Board for Community and Technical Colleges
Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925

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