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OhioISP Workgroup

The ISP Workgroup was created to develop and implement a single assessment and template that will be used for all people receiving developmental disabilities services in Ohio.

Following the feedback forums in May and June of 2019, a workgroup commenced in early July. The workgroup of 25 stakeholders consisted of people receiving services, family members, providers, and a variety of county board and intermediate care facilities staff. Workgroup members represented both large and small counties and agencies. In addition to the workgroup, other valuable partners were asked to attend the meetings.

The Ohio ISP Workgroup began by reviewing feedback from the forums at its first meeting, and subsequently worked to develop an ISP templates and revise the template in response to testing feedback.

The full workgroup and various subgroups  met regularly to be responsive to data feedback, receive updates around the IT solution, and provide insight on training development.

You can sign up to receive updates from the Ohio ISP Workgroup.

OhioISP Workgroup Members

Amber Cross

SSA Director

BHN Alliance

Michelle Giess

Superintendent

Richland CB

Carrie Bush

SSA Director

Ashland CB and Wayne CBs

Holly Brugh

SSA Director

Summit CB

Amber Gibbs

SSA Director

Cuyahoga CB

Dawn Freudenberg

Director of Planning, Innovation,
and Quality

Hamilton CB

Sharon Travis

Executive Director

Southwest Ohio Council of Governments

Chris Waldron

SSA

Union CB

Bryston McKnight

SSA

Pickaway CB

Justin Madison

SSA/Beh. Supports

Stark CB

Whitlee Wayland

SSA

Ross CB

Robert Shuemak

Advocate

Hamilton CB

Michele Myerholtz

SSA Supervisor

Lucas CB

Karin Lopper-Orr

Provider (MH/IDD)

Blick Center

Mary Thompson-Hufford

Day Provider

The Fuse Network

Jeanne Stuntz

Provider (Beh Sup)

Dynamic Pathways

Jo Spargo

Director

REM

Bethany Toledo

Director

OADSP

Dustin Watkins

Director

Bittersweet Farms

Brad Wyner

Supervisor

Rosemary Center

Melissa Skaggs

Provider

Arc Ind.

Chelsea Pozderac

QIDP

TLC

Marci Straughter

Advocate

 

Amanda Kiser

QIDP

Echoing Hills

Loretta Stroud

Family Member

 

Abbey Summers

CFO

New Leaf Residential/OWN

Nicole Kaczynski

Family/DSP

SHC/Arc of Medina

Melissa Hart

Front Line Supervisor

SHC/Arc of Medina

Arrelle Robinson

Program Manager

New Leaf Residential

Christopher Haldeman

Former QIDP/Current SSA

DC and CB

Debbie Jenkins

Policy Director

OHCA

Ohio ISP Partners Group

Ohio ISP Partners Group:

OACB        

OADSP     

DD Council        

OPRA        

OSDA       

DODD        

OHCA       

OWN       

ODH       

Superintendents Group       

Family Advisory Council

July 21 Meeting

OhioISP External Workgroup

7/21/2021 - Teams Meeting

 

  1. Welcome
  2. Report outs from subgroups
    • Training subgroup:
      • Role specific content is being developed/has been developed. The content that is finished has been given to DODD’s Communications Department and will be released to the field soon.
      • A variety of sample plans are being developed for training purposes.
      • Discussed struggles of bridging the assessment to the plan, while these are not new struggles and were not created by a standardized plan this will need to be considered during training/technical assistance/communication to the field.
    • Communication subgroup:
      • FAQs are being developed to get standardized answers out to the field
  3. Subcommittee redesign:
    • Due to co-lead and committee member feedback, the Communication and Training subcommittees will combine. New invites will be sent for meetings going forward. The OhioISP Online and Data subcommittee will combine and begin meeting once external testing is fully underway.
  4. UAT testing
    • OSSAS has tested 54 SSA user stories, re-testing of reported bugs has started.
    • Security roles for additional roles are still being built, testing cannot move forward until these are built.
    • Then amount of time allotted to external UAT testing will not be shortened, the department recognizes the importance of the IT solution being tested by external users.
    • Part 4 of the OhioISP training (OhioISP Online training) is being developed, this cannot be finalized until all of the UAT testing is complete. Plan authors will be able to take this training prior to using OhioISP Online.
    • The DODD legacy security model is being reworked to better integrate into the OhioISP Online platform, this is being done to ensure an easier user experience.
    • OhioISP Online character limits: A third-party vendor did request an increase in text fields, DODD asked they run a report of the amount of characters typically used, DODD increased the character limits to match the numbers identified in the reports. If additional increases are warranted the teams can look at the specific request. UAT testing has identified a few fields that needed increased, the feedback for this was submitted.
  5. Regional Support Model
    • Positions (Regional Support Facilitators or RSFs) were created to provide regional support to the field as the OhioISP rollsout
      • Each Regional Support Facilitator has an assigned Superintendent’s region, region 2 is currently being split between the five RSFs
      • County Boards were emailed a survey to help DODD understand what agencies are doing to prepare for implementation and when/how they are planning to onboard. A similar survey is being developed for ICFs.
        1. RSFs want to ensure the support they are giving is what the field wants and needs
        2. RSFs are developing regional meetings for plan authors, the goal is connect directly with the field to provide support before and during the implementation of the OhioISP.
        3. OSSAS has published a map to help the field identify who is assigned to their region, this map can be found at dodd.ohio.gov. This map includes contact information for each Regional Support Facilitator, questions can also be sent to OhioISP@dodd.ohio.gov – this mailbox is checked daily.
  6. Podcast
    • Members of the external workgroup are working with DODD’s Communication Team to create content for the Director’s podcast.
  7. Partner support in sharing the OhioISP
    • Share information that the RSFs will be reaching out to initiate regional support meetings
    • Internal testing is happening, and external testing will begin once internal testing has been completed successfully
  8. Questions/Thank you
    • OhioISP draft rule- partner group members plan to submit public comments regarding effective dates and timelines.
    • County Board and ICF requirements for storage- does OhioISP Online meet requirements for document storage/retention? DODD to discuss with legal
    • ODH access: Will ODH have access to OhioISP Online? Yes, they will be able to access plans.
    • Regional model:
      • Regional model was created to support plan authors, County Boards and ICFs thru implementation and beyond
      • Use the OSSAS regional map to connect with the RSF assigned to a specific region, OhioISP questions can also be sent to OhioISP@dodd.ohio.gov
      • One RSF was able to connect with a County Board to join their first OhioISP implementation training.
      • Model will ensure consistent messages statewide but ability to give unique/specific support as field request
    • OhioISP training part 1 to 3 training materials
      • PDF handouts are being created, will be made available at dodd.ohio.gov/OhioISP
      • MyLearning has OhioISP Part 1 – 3 transcripts available

June 16 Meeting

OhioISP WORKGROUP & PARTNERS 

MINUTES

JUNE 16, 2021 

10am – 12pm 

 

  • Welcome
    • Reminder – we are recording (Beth)
    • Anyone on phone, please say or type name
    • Review agenda
  • Updates from Partners & Workgroup Members– this will be a running agenda item, with opportunity for each partner member to report out
    • What questions are you receiving from the field?
    • What efforts have been made/are being planned to promote and support OhioISP?
    • OSDA (Dana Charlton)
      • Council of Ohio Leaders
        • Learning how to access OhioISP and turn this into mentoring strategies
        • Link to others using OhioISP to mentor wider usage
        • 15 members of COOL, 15-20 project stir trainers (Begin with COOL members accessing information)
        • Could potentially connect with DODD regional efforts in order to support this effort? Beth Chambers will be meeting with the group in order to share more about regional model.
      • Marci – recently presented to Mahoning County about OhioISP (Kelly M shared Marci did a great job promoting and supporting OhioISP work)
    • Reminder about ohioisp@dodd.ohio.gov – feel free to share this email address to ask questions. We are responding to those quickly and using them for development of FAQs.
      • DODD is currently logging all questions, where they are coming from in the state, and how we are responding. Examples of current questions are related to finding documents/resources, what training is needed, IT questions (these are turned over to Heather in IT)
  • Report out from subcommittees: 
  • Communications (Beth)
      • Looking at patterns and trends
      • Mini Subgroups will be working on FAQs based on different audiences
      • Focus on consistent language
      • Question/comment from Dana – should consider utilizing plain language group with DD Council to review.
  • Ohio ISP Online (Chris W & Kelly F)
      • Testing is different than onboarding and implementing.
        • Testing is about following scripts: identifying functionality issues, fields that are unclear or don’t make sense (don’t know what to include), where guidance might be needed. Any information added into the system would not be saved for actual use, is just part of testing environment.
      • Internal UAT Updates – testing began recently, using this time to refine testing scripts and making sure that external testing is ready to go and have a good experience.
      • External UAT Updates – dates have not yet been announced. Continue to focus on preparation for this.
  • Training Updates (Heidi)
      • Group continues to meet regularly
      • Mini-subgroups have been meeting and completed:
        • Review of data
        • Brainstorming topics
        • Prioritizing topics
        • Identifying and developing objectives
      • Noted that need to clearly identify what is training vs communication
      • Regional Support Facilitators at DODD are looking at providing a variety of strategies in order to give diverse opportunities for learning.
      • Questions/comments from Debbie (OHCA)
        • what are timelines on training delivery (specifically part 4)?
        • OHCA members report being okay with delay, due to staffing crisis there is concern about implementation as they are struggling to cover shifts.
      • Reminder from Kelly Miller – remember that we focus on the actual assessment and plan (OhioISP). Much of the focus has been on the IT solution, where people feel like they should wait until the IT solution is available. All should begin trying the OhioISP – paper version in order to become comfortable and familiar.  
        • Suggestion from Brad Wyner – Develop a commercial, start the assessment.
        • Question from Sharon – concerns that plan authors don’t know where to put information
          • SSA/QIDP Training group is focused on delivery of example assessments/plans as first priority
          • QIDP and ICF Training group is looking at training specific to “where required information will live” in OhioISP (related to ODH and DODD regs)
        • Question from Amber G– assessment allows large open text with prompts for a lot of information to be included (worried they won’t capture it all)
          • Plan authors should start fresh and not attempt to include all information from previous plans.
          • Additionally, feedback loops are under development in order to capture any suggestions from users regarding potential gaps
    • Data Updates (Ashley) – Not much to report here, once UAT is complete/near complete, we will have more information to begin working with.
      • Action Item – Data group to develop feedback loop for collecting thoughts on experiences while using both paper version and ultimately online version of OhioISP
  • OhioISP Implementation Plan Review (Stephanie)
    • Reviewed “Three phases of OhioISP Implementation – Statewide”
    • Transition phase is about taking the time to evaluate and self-assess, determine how to best move into OhioISP Online. Reminder to practice with OhioISP-Paper Version
      • Questions – Onboarding OhioISP Online Survey?
        • This survey is for agencies (ICFs and CBs) to  share intentions related to onboarding and timelines.
        • In order to plan and coordinate needed supports and resources, this provides DODD with a clear picture of when CBs and ICFs are planning to start.
        • Survey is required (as much as it can be),
        • Amber Gibbs suggests sending the survey to SSA Directors (send to both Superintendents and SSA Directors)
      • Once you start in the new OISP, all new plans have to be created in that system is my understanding. Addenda for old plans will still be done in the old format until the redet (or new plan for another reason) is needed and those will be in the new format. CORRECT.
      • Jeanne – Calling out that we need to ensure that people with disabilities are driving this process are involved in the process (in the ways they want to be).
        • Part of onboarding plan should be to evaluate current processes – ensure the right people, right priorities, right places, etc.
        • Resources will be available to ALL to help ensure we are moving forward together rather than CBs/ICFs and compliance leading the charge.
        • Reviewer training is being developed as we try to get at different things (ensuring feedback from the person, family, DSPs, etc.) This training will be made available to all.
        • Kelly M – Yes, we know that compliance is playing a big part in this effort as we know there is a huge emphasis on what compliance will say. We continue to evaluate reviews, rules, and identify what really needs to change (people with disabilities are empowered in this process).
    • Reviewed Onboarding and Implementation and what that means
    • Resources that will be available are also listed.
    • Action Item: Will email this doc to the workgroup and partners
  • OhioISP Training Parts 1-3 – Group documentation form (Leslie)
    • Document will be available to download and used to document group training or training completed by viewing videos on the website (rather than using myLearning).
    • No need to send it to anyone, just keep with your training records
    • Action Item: Will email this doc to the workgroup and partners
  • Wrap-Up (Beth)
    • Next meeting – 7/21
    • Recording, agenda, and related documents in Teams
    • Don’t forget to let us know if you’re having struggles with Teams
    • Reviewing outstanding questions/action items
    • Reminders

 

 

Outstanding Questions/Action Items:

  • Going back to third party vendor discussion. If a County Board continues to use third party vendors does that mean families and people will not be able to go onto the DODD system to see their ISP? There is not currently an update on this question. Questions and comments related to this question are below. It was determined that more information is needed on this topic, and that we will revisit at the next workgroup meeting.
  • Group trainings for OhioISP Trainings Parts 1-3. Developing a way to document completion. Sharing template with group on 6/16/21
  • Meeting in person? Will revisit this discussion at our next meeting (July 21st) Will share a doodle poll when we get to the point where we are ready to try to schedule something in person.
  • Open Questions:
    • Brad – recognizing crossover between groups, should the Leads/Co-Leads meet to ensure that we are not siloed. Just being sure that the structure is working and meeting the needs for continued progress. Action Item: Meeting to be scheduled with co-leads of communications and training groups.
    • Third-Party Vendors – Open discussion (to be revisited at the next meeting)
      • question about third party vendor and access for families, people with disabilities
      • CBs primarily are driving third-party vendor development
      • Providers, families, person receiving services must be able to see the assessment and plan in real time
      • Requirements have been shared with third-party vendor, which includes ability for team members to access OhioISP.
      • Teams should be able to collaborate (with or without technology) as part of their current process.  – Amber G
        • Debbie – some have shared that they already have team access to enter their system to provide input into planning. Need to consider providers needing to go into multiple systems in order to review plans, assessments, etc. Debbie to get more information on this as most shared they are only aware of imagine as an application that allows this currently.
      • DODD IT Comments
        • Ed Carr shared that DODD does not control the product the third-party vendors develop, we just control the transmission into our system.
        • Currently, the transmission is set up to only include a “final”, not draft. This is a very big ask if we expect 3rd-party vendors to transmit draft assessments and plans.
      • For continued discussion:
        • How will team members gain access to information they need, when CB/ICF is using a third-party vendor for planning? (Will this happen on the vendors side or DODD side?)
  • New Action Items:
    • DODD will send email with minutes, Implementation doc, and group attendance form (in addition to Teams)

 

Members Absent:

Lisa Ahlersmeyer, Tina Haggerty, Joel Robinson (need removed from invite), Jill Shonk, Carol Tufano, Jeremiah Wagner, Katie Willi, Kate O’Donnell Horton, Janice McNamara, Sara Lawson, Carolyn Knight, Chris Haldeman (need removed from invite), Mandy Brooks, Kateri Hargrove.

May 19 Meeting 

OhioISP WORKGROUP & PARTNERS 

AGENDA  

MAY 19, 2021 

10am – 12pm 

 

  • Welcome
    • Reminder – we are recording (Lisa Ahlersmeyer)
      • Review agenda – meeting is not recording due to being scheduled through OhioISP account.
  • Report out from subcommittees: 
  • Communications (Lisa Ahlersmeyer)
      • All the communication’s subcommittees (SSA/QIDP, leadership, people families and guardians and providers/DSPs) met and were charged with answering 4 questions specific to their assigned group. They were also charged with determining the media outlet that would be used to communicate. Also developed FAQs to be shared to field. All still work in progress. No communication to share with larger group yet. The co-leads are going to meet to go through all the notes to look for trends and patterns. There is a lot of communication happening very quickly about the OhioISP. Director Davis meets weekly with an internal comm group as well in addition to this subcommittee. Lisa sharing subcommittee information with internal comms meeting to keep all on same page.
      • Amber Gibbs – understands many moving parts. Updates to OhioISP workgroup are appreciated before going out to field.
      • Debbie Jenkins agrees with Amber.
  • Ohio ISP Online (Chris Waldron & Kelly Ferenbaugh)
      • Chris Waldron– External testing has not started yet. Testing will consist of 24 dedicated internal testers. Then for external testing at least 50 candidates but probably more. Will be a significant time dedication to test and detect bugs. There will be a TEAMS call twice per day for the testers to access IT if help is needed. The testing will involve people in different roles (people served, families, guardians, etc.) different devices, and different platforms. If anyone is interested in being apart of external testing email OhioISP email or Heather Stubbs.
      • Brad Wyner – External testing is the technical testing not to be confused with the early adopters?
      • Chris Waldron– correct.
      • Debbie Jenkins – what is the time frame for testing?
      • Kelly Ferenbaugh – UAT (user acceptance testing) has couple of phases (internal testing phase made up of a variety of DODD folks, external testing phase including DODD folks but also a larger group to do testing). UAT is a little behind schedule. We are preparing to begin internal UAT next week. External UAT testing will then be pushed back. No confirmed date currently. Communication will be sent once confirmed date. IT has worked very hard to pull out critical bugs so that when UAT begins we can focus on whether it works the way we said it was supposed to, to really get at the process. Shout out to IT – Twila Swarthout – Rockstar who has done a great job to understand what is expected to do a lot of the work before hand to ensure our experience is better and easier. It will be the role of internal and external testers to “break” the system. We want to get it to the best possible place before people get in and use the system.
      • Debbie Jenkins – Once external testing starts how long will testing last?
      • Chris Waldron – starting in June and going through July.
      • Kelly Ferenbaugh – the original plan was to allow ample time for internal and external folks to be in the system. The delay will not shorten the amount of time spent testing. This will be communicated more widely but wanted to give the workgroup a heads up.
      • Kelly Ferenbaugh – The last workgroup meeting a lot of people felt they were going to be rushed to implement the OhioISP. Kelly Miller had shared extending the timeframe in which people would be expected to onboard to allow for flexibility. We wanted folks to have an opportunity to at least get into the assessment and plan to start practicing. Discussed having everyone do 2 but we learned that this would cause people to work out of 2 systems which would get messy for all users. People will have control over when they want to onboard but once you begin working in the OhioISP online system all future will need to be in the online system moving forward. So, no working out of two systems. Some work was done to make the word OhioISP word document user friendly to begin “practicing” using the OhioISP before jumping into the OhioISP online system. The OhioISP practice word document will be shared out on Monday in Memo Monday. If anyone wants a copy let us know.
      • Kelly Miller – Use the word document to get familiar with the words and the documents around the assessment and plan.
      • Kelly Ferenbaugh – When you start using OhioISP there are certain ways that people share information with DODD that goes into one system. Once a county says they are in and moving forward some of those pieces would shift. So, if you are only partially in, it gets messy and requires using multiple systems for the other pieces. When a county decides to jump in to the OhioISP – that means the switch will flip for that county and all their plan authors will need to enter all new plans into the new system as their redetermination dates approach. Same for ICFs. Once you start entering in the OhioISP system, you are all in.
      • Debbie Jenkins – thinks this will deter people from using the OhioISP. This requirement is taking the ability away to get their feet wet. Most will probably wait until very end to onboard.
      • Kelly Ferenbaugh – will need to have further conversations about this. A planful approach will be important for any agency onboarding. It will also allow us to know where support needs focused.  
      • Lisa Ahlersmeyer – This is something that was driven by IT solution.
      • Kelly Ferenbaugh – Also driven by way things are organized and way information is connected.
      • Heather Stubbs –Once you start using the OhioISP format you are in it and need to stick with it. You can change vendor, but all plans need to be new format. Data is being migrated to new system. New system is pulling all the data. So, you can’t have information in two systems because it wouldn’t be correct in one place. This way it would be correct in one location.
      • Kelly Ferenbaugh – Testing is different than onboarding and implementing.
      • Chris Waldron – When counties oversaw their own plan, they could adapt their own processes to meet needs. It would be helpful if you could do a couple and then be all in just to give the county time to rule out any issues.
      • Kelly Ferenbaugh – We do have agencies interested in onboarding quickly. We will learn with them and share that with others as we move forward.
      • Mary Thompson Hufford – The counties using third party vendors will have control over what they use which will cause issues for providers. Which will affect support and collaboration for providers. It is simple as turning on and off the security key IT wise. If they aren’t uploading to the OhioISP system, they can use as they please.
      • Kelly Ferenbaugh - This will have a varying impact on providers. Thank you for bringing this up.
      • Michelle Myerholtz – Has a decision been made about whether the OhioISP is required for people without a waiver?
      • Kelly Ferenbaugh – The one-page description or profile (introduction). The OhioISP will grow with the person as they need it to. It is not expected that someone has a full-blown assessment/ISP right away. It will be acceptable to use that introduction.
      • Dana Charlton – Going back to third party vendor discussion. If a County Board continues to use third party vendors does that mean families and people will not be able to go onto the DODD system to see their ISP?
      • Kelly Ferenbaugh – This is a concern that we have. We continue to ask this question. Our understanding is that anyone can log into the DODD online system – using a third-party vendor will not limit anyone’s access to our system.
      • Heather Stubbs – Kelly is right. If you are using a third-party vendor, they have to send us those plans so the other groups can see it.  DODD IT is working with the third-party vendors to know they are ready. This is a part of the testing to ensure that data is coming in correctly.
      • Edward Carr – Application Program Interface (API) – it is what allows one software application to exchange information with another application. An API is being developed to communicate between third party vendors and we are actively engaged with the third-party vendors.
      • Brad Wyner – Suggests people try out paper version first and then move into the IT system. Curious as to what specific things this IT issue affects. A potential communication training project to describe agency adoptive practices and what they might look like.
      • Brian Green – Suggested that some counties may have SSAs working with their third-party vendor companies in small pilots to test the software. That is what they are doing in their county.
  • Training Updates (Heidi Davidson)
      • Training subcommittee has 4 co leads and is one of the larger subcommittees. 7 subgroups. Meeting twice per month. First meeting earlier this month to brainstorm around training ideas and topics. Many of the training subgroups did not get through the brainstorming efforts and will use the 2nd May meeting to continue that process and prioritizing training. The subgroup did agree that there were some people who were underrepresented on the training committee. Since that has happened, we have added members. An ICF rep, SSA trainers and self-advocate has joined. Still working on what those trainings will be. The required training’s part 1-4 are still required for SSAs and QIDPs. Part 4 is still being developed and should be released in next couple of weeks. The other trainings are not required for plan authors but are more informational.
      • Debbie Jenkins – Some ICFs wanted to train their QIDPs together as a group but the way the system is set up everyone must go online. Is there a way to do this?
      • Heidi Davidson – we have recently been having discussions around this knowing that some people are having difficulties with getting logged into Mylearning. Share with the folks that are interested in doing this we will allow any of those options. If not sure what to document – reach out to anyone in DODD what might need documented.
      • Kelly Ferenbaugh – Focusing on what it is people need. And then prioritizing what people need and how it will be delivered. We are keeping it on the radar that no everyone will benefit from an online training – they might need a real person – we are looking at a variety of ways to make it easier for people to get this training and make it manageable.
      • Brad Wyner – How will this be documented?
      • Kelly Miller – Let us discuss what will be important for documentation that will be important to show who participated and we will get this information out.
      • Sharon Travis – Can County Boards also do this to include the 4-part trainings as a group?
      • Kelly Miller – Yes that makes sense.
      • Lisa Comes – Is Part 4 mandatory, or no?
      • Heidi Davidson – Part 4 is about the DODD online platform so if you are using a third-party vendor, you aren’t using this platform. Part 1 -3 is mandatory and then there is an expectation that everyone is trained on their platform. So, no part 4 is not mandatory.
      • Edward Carr – It would be helpful if everyone is trained on retrieving the information through DODD online so they can assist others like people receiving services, guardians who might want to see it.
      • Amber Gibbs – Maybe agencies can choose who is familiar with the DODD system to help so that not everyone needs trained.
      • Heidi Davidson – Heather and her team are developing multiple part 4 trainings for different audiences.
      • Heather Stubbs – Even if you are using a third-party vendor, you can still access the community system. There are nice tools that would be beneficial such as chatter.
    • Data Updates (Ashley Mohler)
      • The data subgroup has only been able to have one meeting so far. Brainstorming began. Next meeting next week. Data will come as OhioISP begins to be utilized. But did want to go over data collected from training feedback. The feedback comes from the end of training.  
      • Reviewed ISP training feedback parts 1 – 3.
        • Posted in TEAMS in data channel. And will be posted in general chat of TEAMS as well.
        • The survey results are from people who completed parts 1, 2 and/or 3 training in MyLearning.
        • 889 people took the survey.
      • Kelly Ferenbaugh – put in chat or email OISP if you need TEAMS access. 
        • Stay on after this meeting to discuss with Heather Stubbs and her team if you need help with TEAMS.
    • Lisa Ahlersmeyer – Important to keep communication going and we are hopeful that everyone takes what is discussed today and share with their groups. Download the documents and share.
  • Round Table  
    • Jim Bennett - There have been trainings updates to part 1 & 3. A video in part 3 was removed due to concerns about the validity of the technology being used and some language that was used. Part 1 Trauma section was revised to go back to the basics.
    • Heidi Davidson – That does not mean that anyone is required to retake them.
    • Mary Thompson-Hufford – Some of these changes feel like a major disappointment to individuals, families, and providers. Concern we will not see the benefit of the system due to third party vendors and delay, etc.
    • Kelly Miller – The third-party vendors are not the reason its delayed. We will still have one plan and assessment. IT has been working very hard. It is going to happen; we will have a standardized assessment and plan and to make sure people understand the words around a standardized assessment and plan. 
    • Sharon Travis – Thank you to DODD and the IT folks to working out the bugs. Too many times did things get rolled out before tested and ready which caused a huge concern for providers and County Boards so time to really do it right is appreciated.
    • Karin Lopper – Orr – will we have in person meetings again?
    • Kelly Miller – we can certainly discuss that and get feedback from everyone about meeting in person. Thank you!
  • Teams Support – Optional assistance with Teams (DODD IT will stay on to answer questions and assist with any Teams challenges)

April 21 Meeting

Ohio ISP Workgroup and Partners Meeting 4/21/2021

10:00am – 12:00pm

The Ohio ISP Workgroup welcomed new partners to the group. The workgroup remains focused on supporting the implementation of the template and process. Training has begun but now it is time to expand the membership to ensure consistency. The partners group is charged with communicating information from the workgroup with members, customers, and partners, as appropriate. They will review outputs, provide feedback, identify gaps, and give recommendations. The partners group includes members from:

 

OACB

OHCA

OADSP

OWN

DD Council

ODH

OPRA

Superintendents Group

OSDA

Family Advisory Council

DODD

 

Many of these partners have participated since the inception of the project. Thank you to the partners who are participating!

Hamilton County developed and shared a resource of comparing the standardized assessment and ISP with rule. This can be utilized when developing training. Discussion ensued regarding the information that needs to be in a plan which are those important things that your provider needs to know about you. There were also questions regarding what equates a revision and what the system of updating the plan will look like. The workgroup plans to discuss this further.

 

The workgroup had previously been divided into 4 subgroups: communication, Ohio ISP Online, Training and Data. Each subgroup will report to the larger workgroup each month.

Each subgroup held their first meetings and had the following to report to the larger group:

 

  • Communication: Aim is to be consistent in messaging and to keep momentum going without overwhelming people. Must consider audience, target messages, and share information.
  • Ohio ISP Online: User acceptance testing begins in early June. A video was shared about the ease of use of DODD’s Ohio ISP system which will be shared broadly to the
 

stakeholders. IT is working on 2 more videos highlighting ease of use of the system for people receiving services and providers.

  • Training: The various people supported will drive the training. Part 4 training is coming for the SSAs and QIDPs which is training on using the system. Discussion regarding giving examples to the field of a completed assessment and ISP.
  • Data: Brainstormed on supporting providers of all types moving forward. Will use training data to begin with and plans to collaborate with training group moving forward. Waiting on implementation for additional data.

DODD Update: It is important that people feel comfortable as the roll out of the standardized assessment and ISP occurs so that good information for people who receive services is produced. This would consist of training for SSAs and QIDPs to complete a good assessment, using the team to develop the plan, etc. There are many who feel they are ready to roll out the new standardized assessment and plan but there are also many who feel they are not. DODD is wanting to meet people where they are and help as needed to ensure good products are produced for the people served. This is going to be achieved by expanding timelines of the roll out and offering a regional based model of supports including roundtables for discussion and learning.

March 3 Meeting

OhioISP Workgroup Agenda

3/3/21: 12pm-1pm

Agenda Items:

  1. Welcome & open good news – personal or professional

Beth thanked the team for their time and responses to survey.  Various team members shared personal and professional news and successes.

  1. Action items for the group
    1. Addition of email address to OhioISP doc – Michele M.

Michele M. reported that she noticed the most recent version of the OhioISP did not have a spot for an email address for the person or team members.  She requested adding this to the template, and no one offered a dissenting opinion.  The workgroup agreed to make this revision.

    1. Rule update review – email any feedback to Hannah H by end of day

Beth reminded the workgroup that any feedback from rule notifications that were sent out are due back to Hannah by the end of today.  Amber G. asked when the rule would be filed or when it would be effective.  Beth and Heidi indicated that those dates are not yet finalized.  Heidi added that the information is being sent to Becky, and a response will be shared with the team once everything is collected.

  1. OhioISP – Moving Forward
    1. Feedback from survey

Ashley reported that 18 total responses had been received as of this morning.  Data was shared regarding preferred meeting schedules, interested areas of contribution, and workgroup expectations moving forward.  Most respondents indicated a preference for recurrent monthly meetings for 1-2 hours.  The most requested areas of contribution were for training and communication groups.  Ashley and Kelly F. reviewed some of the comments and common themes, and Ashley noted that all responses were attached to the meeting invite for those interested.

    1. Project Plan Discussion

Kelly F. discussed a plan to move forward with additional structure and organization.  A form was presented to the external workgroup with a plan for a “Guiding Team” and “Working Groups”.  There were 4 identified working subgroups: Communication, OhioISP Online, Training Content, and Data Review.  Kelly F. described each subgroup and external workgroup members who had signed up for them thus far.  Questions were raised regarding the responsibilities of the guiding team.  DODD managers clarified the role of these partner organizations and mentioned a possible name change for this group.  Kelly F. stated that the internal DODD team would discuss and send a revised draft of the plan in the coming days.

  1. Announcements
    1. Updating contact information – current information

Lisa requested that all external workgroup members update/resubmit their contact information through the link in the chat or the QR code shared on the screen.  This information will help to reflect accurate information on the website and to send future Teams meeting invitations to the proper email address.

    1. Teams invitations

Kelly F. and Lisa reported that all external workgroup members will receive Teams invitations.  Lisa explained that access to Team will connect group members with OhioISP information/resources and assist with communication and engagement.

  1. Open Share question – What discussions are you having around preparing for OhioISP implementation?

Several workgroup members discussed their plans, concerns, excitement, etc. as they continue to prepare for OhioISP implementation.  Kelly M. shared the goal to make all training accessible for those who need it.

February 17 Meeting

2/17/2021           Teams Meeting

OISP External Workgroup

  1. Welcome (Kelly Miller)
  2. Updates since last meeting
    • Part 3 of the Ohio ISP training came out - collected feedback has been overall very positive.
    • Delay of the assessment and plan - timelines are being looked at and discussed based on feedback from the field.
    • Communication- due to the large scale of this project and the critical work that has been done around the Ohio ISP, a Communication plan is being created. This will ensure a standardized message is communicated to everyone.
    • Questions:  
      • Now that the template is finished what role will the workgroup have? The group discussed different options to continue collaboration.
      • How many hours of training is Part 1 thru Part 3?  Part 1 and 2 is less than an hour and Part 3 is five and a half hours. Plan authors (SSA and Q’s) will have about 6 ½ hours of training.
        1. Discussed pros and cons of this length of training.
        2. Discussed ways moving forward to ensure the workgroup is able to contribute to trainings.
          1. This level of collaboration on a project of this scale is something that has never been done before, the original proposal was to have the workgroup assist with the development of the standardized plan, this original proposal did not consider what would occur after the templates were developed. The group brainstormed where do we go from here.
          2. Feel free to share feedback, if group members have the time to be committed to be a part of the training process, we can certainly look into this.  We asked the workgroup for feedback for part 1 and 2 and we did not get many responses.
        3. Moving forward:
          1. Everyone should review trainings and provide feedback, all recommendations will be taken into consideration.
          2. Continue with workgroup meetings.
  3. Sharing specific feedback from Part 1 and Part 2 (Ashley Mohler)
    • Positive feedback on the training.
    • They do want us to spell out acronyms.
    • Take into consideration that we may be using Microsoft for Team meetings instead of face to face from now on.
    •  “Dig deeper” could go to far and effect privacy of the individual.
    • A lot of questions regarding the IT system
  4. Salesforce/Sensecorp Updates (Kelly Ferenbaugh)
  • Making sure there is not duplication.
  • System is automated
  1. Thank You/Wrap Up (Kelly Miller)
    • Schedule next meeting to discuss future plans.

October 21 Meeting

Meeting PowerPoint Presentation

OISP External Workgroup

10/21/20

 

Zoom Meeting

Type of meeting

External – OISP workgroup

Facilitator

Kelly F, Heidi D, Lisa A, Beth C, Ashley M,

Note taker

Cassietta Smith


 

Agenda Topic 1:

Time allotted

Presenter:

Discussion

Welcome

The external workgroup has accomplished a lot since last July (5 minutes)

  • Assessment and ISP template developed
  • Full testing completed
  • IT solution identified

Group will continue to get feedback, continue to give guidance on the next phases of this project, a lot will be around training. 

Where we’ve been, where we’re going:

Started with Standardized assessment and standardizing service plan template.  Need to go back to the beginning – basics/foundation.

Training –

  • Foundational/philosophy
  • Modules for each role by topic

Testing Data (10 minutes)

  • 100 individuals and their teams
  • No training/little instruction or guidance (purposefully)
  • Technology issues with forms IO
  • Feedback varied greatly
  • Identified themes of training needs
  • Identified minimal needed changes to the template

Review of the testing data (45 minutes that will include Q&A)

  • PP presentation to share data

High level overview of themes/patterns

  • Differences in feedback from ICF testers
  • Language challenge /Culture shift (philosophical approach to person centered planning)
  • How to change the mindset when assessing and planning for people with intensive needs

Reminders – responses to data

*Training (testers received none)

*Use scenarios (lots of examples needed in training)

*Focus on all sorts of needs (training)

*1 or 2 pages for DSP

*Need to define the words – connect language to ICF language

Next Steps

*Meet one on one with the testers, ask more questions, collect more detail

*Look closely at intensive need/ICF feedback

*Look closely at potential redundancy/missing places (ex: place for medical info)

10 Minute break

Logo Introduction (5 minutes)

Logo Introduction:

IT Solution (15 minutes that will include Q&A)

Ohio ISP – An Online Solution

Questions related to OISP Online:

Q. Are doc sheets being generated from the platform?

A. Yes, doc sheets being generated is definitely part of this, people being able to electronically document is not part of this current piece of work.

Q. When will third-party vendors have access to information?

A. Third party vendor, soon as next week.

Q. Will CB/ICF’s be able to try Salesforce once Sense Corp has ISP/built?

A. Earliest time to try it is during the user acceptance.

Four Known Third-party vendors from Ed Carr:

*Primary Solutions

*Brittco

*Medisked

*iData

Sales Force-IT Platform

Sense Corp-IT vendor developing IT solution within Sales Force

  • Shared requirements given to Sense Corp related to how assessment informs ISP, for example:
  • Outcomes, risks, important to/for, skills and abilities.
  •  If you check the box at the end of each section – the system will prompt that you had indicated this area might be an outcome 
  • if you selected someone needed a service – the system will prompt that you’d indicated that services are needed
  • Keep in mind this is where we are at today with salesforce and things can/may change.
  • Additional requirements shared:
    • the ability to upload additional assessments
    • the ability to add additional information
  • Shared the phone a friend experience – representatives from waiver & ICF to provide quick answers to “blockers” that would have delayed Sales Force and Sense Corp
    • not everyone needs a full plan – working on criteria for a condensed plan that would only require the introduction page and possibly limited basic information
  • Daily meetings were held to ensure requirements are met and OSSAS team and Sense Corp team are on the same page so they understand the wants and needs of the field.

Tester feedback Delaware CBDD (10 minutes)

Delaware CB experience with testing – Cheryl Smart & Heidi Hackworth.

Doing the assessment and/or starting the plan and having it in, was a noticeably short amount of time, for most people, plans that were due in Sept, Oct, Nov were already completed.

Q. Explain who you worked with, how you made the selection, information provided to the team?

A. 19-year-old in high school, who was transitioning, Mom who is the Guardian (not yet due to Covid-19), and provider meet on Zoom and was able to complete the first part in one day.  Flowed nice, once entered onto web form then information auto populated.

Q. Testers stated duplication in form, your thoughts?

A. Repetitive at first but after going through it and seeing “what is important to and important for”, it made sense for the duplication.  Flowed well.

Next Steps    

  • High- level overview (Part 1 and Part 2) (15 minutes)
    •  Recordings/live chats/future role specific trainings
    • Part One – Philosophical Changes and why we are here, why we needed to develop some standardization and simplification.  Required for SSA’s & QIDP’s.
    • Part Two – High level review of the actual assessment and plan template and standardization a little bit about the IT solution.  Required for SSA’s & QIDP’s. 
    • Live chats in November and December (with an OSSAS Manager and a Reviewer) to ask questions related to high level overview parts 1 & 2.
  • Don’t plan on making changes within the 1st year
  • DODD plans to do presentations at OACB/OPRA to support streamlining and consistency
  • No November meeting will reconvene in December, any important communications will be via email.

Summary of Next Steps:

  • Scheduling some time to get more people to talk about their testing experiences.
  • Spend time in the communication area of the assessment.
  • Sending out two-part recorded webinar high level overview to external OISP group as soon as its available.
  • Will be including members in training development as needed.

                                                                                                                              

 

 

August 19 Meeting

OISP Workgroup Meeting

8/19/20             

2:45pm – 4:15pm        

Attendees 47 participants

Agenda Topic 1: Welcome back & DODD Updates

2:45pm – 3:00pm

Discussion

  •  Welcome Back
  •  Agenda for full group session
  •  DODD Updates
  •  LifeCourse domain name updated.  Changed from Citizenship & Advocacy to Advocacy & Engagement
  •  Testing group opted to fully test
  •  Testers will be using electronic form
  •  Webinar 8/27 will be testing 8/31-10/12
  •  Communication will be coming from Hannah Howard moving forward

Agenda Topic 2: Level of Supervision Workgroup Share-Out

3:00pm – 4:00pm          

Presenter: Kelly F, Bradley Wyner, & Jeanne Stuntz

Discussion

  •  Level of Supervision/Risk section Updates
  •  Level of Supervision group had 2 sessions
  •  They limited their discussion to levels of Supervision only.
  •  We came up with a lot of “What if’s” but we need to put it out there and try it out.  The data from the testers will refine this section.
  •  Level of Supervision is a type of support
  •  Instead of relying on the supervision statement, get to the importance of “What does support look like”
  •  Each risk – determine whether it really needs a level of supervision or just needs support identified

Jeanne/Brad presenting

  • Assessment format
  • Suggested to move the previous levels of supervision question to the guidance under the risk area.
  • Instead in the safety and security section we added:

Supervision Considerations

  • Under the guidance for the Known and Likely Risks- include any MUI trends and preventative measures
  • What is the risk, what is looks like, where it occurs- this info populates from risks in assessment.
  • What support must look like, why the person needs this support- this column contains all the personalized detail about what support and why
  • Does this risk require supervision? - this column includes standard dropdowns. Not all risks require supervision levels.
  • Safety & Security- IT will populate “default level of supervision” here from assessment
  • Level of supervision and definitions
  • No paid supports- the person can be alone and does not require any paid/remote support to ensure safety

General- staff must be able to hear /contact the person if they called for help and respond within a few minutes

Auditory- staff must be able to hear the person if they called for help and respond quickly            

Visual- staff must be able to see the person and be able to provide support or directions

Close and Constant- staff may never leave the person and must always be able to respond immediately.

Brad gives an example “Sophia”

  • Anytime Sophia is walking/standing up she is at risk. Especially in bathroom due to clothing, hard surfaces
  • Safety and Security- Auditory supervision
  • Community Living- fall risk when getting up from the toilet- Visual supervision
  • Community Living- fall risk due to effects of CP and osteoporosis - Auditory Supervision

Question: does the first column get auto filled from the assessment? Yes

Question: Would you consider walking through this entire process for an actual individual? So we can see how it would look and function? Yes, we could ask one of the testers to share an individual with us, look how it is filled out, the process,etc.

Question:  big picture timeline on implementation? Aug 27th Salesforce starts, Testing Sept-mid October for the entire document. Make any changes at the end of October, high-end overall training in November/December, modules for SSAs/QIDP to complete ISP’s in January, Implementing new assessment/plan in March.

Questions: Would you consider walking through this entire process for an actual individual? So we can see how it would look and function? Yes, we could ask one of the testers to share an individual with us, look how it is filled out, the process, etc,  DODD mangers will talk about this.         

Agenda Topic 3: Next Steps & Wrap-Up

4:00pm – 4:15pm          

Discussion

  • Meeting Reminder
  • Upcoming Internal Work
    • Simplification- trying to streamline the required assessment
    • Customer Journey Mapping- SSA/QIDP
  • Closing Round

September 16th is our next meeting.

July 15 Meeting

OISP Work Group Meeting Minutes

Zoom Conference

July 15, 2020

Welcome & Opening Round

  • Sara Sherman’s contract is up. No external facilitation
  • Housing Corporation representative from Hamilton county may have relevant information to incorporate into the assessment
  • and plan (sub group may be developed to look at this)
  • Entities will be able to utilize separate IT vendors for the single assessment and plan. They must be able to interface with the
  • DODD system and stay up to date (keep pace with Sales Force)
  • Next steps include the incorporation of other DODD assessments that currently live on other platforms to be moved to same platform as the OISP
  • There is no rush to produce a final product. DODD has no interest in sharing a product that is not at a finalized point
    • It is believed that March 2021 is the date that is currently projected for the OISP to begin implementation

Finalize ISP Testing

walk-through documents

  • High level review of ISP updates
  • There is a recommendation to add prompting for referrals
  • Need to clarify/define or spell out “RM” used for restrictive measures, but could also be interpreted as remote monitoring
  • There is a recommendation to include letters/mail as a means of communication within the current dropdown list
  • There were no changes to the ‘Summary of Previous Year’ section as there were no changes to that area. It will cover a person’s successes and celebrations of successes
  • Discussion about service code and service name. Some members see it as duplicative. DODD will continue to take a look at that section.
  • Two Level of Support options were reviewed. It was agreed that there were areas of both that were desirable. A small group of internal and external members will come together to develop a near final version that will be used for testing
    • There was discussion about how these sections worked for individuals that do not receive ICF or waiver services
    • It was expressed that there was duplicative information in version 1
    • *See chat for additional comments
    • The small group is to meet before 8/19/20 to develop a finalized version to present to the group during that next full meeting

Next Steps for our group

  • 8/19/20 will be split into three different meeting types
    • A small group whose daily focus includes the SSA and QIDP functions will work on “Customer Journey Mapping”
    • Four small workgroup (see separate document) that will focus on a review of documents to look for “glaring gaps” and possible solutions related to the Ohio Assessment and Service Plan meeting the needs of these groups:
      • Advocacy
      • DSPs
      • ICFs
      • Children
    • Full group meeting

ISP Testing Plan Review

  • Webinar scheduled for 7/16/20 with testers 
    • Review feedback and data
    • Share changes
    • Discuss plan for a mid-late August start for next step testing of the OISP

Discovery Assessment PDF

The next meeting is August 19, 2020, from 10:00am to 12:00pm, 12:30pm to 2:30pm, and 2:45pm to 4:15pm via Zoom.

June 17 Meeting

OISP Work Group Meeting Minutes

Zoom Conference

June 17, 2020

10:00 AM to 12:00 PM and 1:00 PM to 3:00 PM

Group members identified how they are feeling at this point in the process. For the most part, responses were in one of 3 buckets:

  • Excitement about what has been developed so far.
  • Cautious optimism with a need to see how everything is going to come together.
  • Concern about the IT system.

The group walked through the assessment feedback provided by the testing teams; and the updates to the ISP template. The group identified a few sections of the ISP that still need some clarification, and DODD will address those sections and bring the ISP back to the group.

In May, work group members gave input via 3 survey questions. Those results are:

  • The assessment and the ISP will be one document.
  • The ISP template fields will be written in 3rd person.
  • The ISP template will have an “About Me” style front page, and each domain will have its own summary section.

DODD reviewers provided updates on their behind-the-scenes progress to support the OISP. Reviewer teams are working on regulations, training, compliance, and more.

DODD outlined the OISP work planned through the end of 2020.

OISP Timeline - Remainder of 2020

The next meeting is July 15, 2020, from 10:00am to 12:00pm and 1:00pm to 3:00pm, via Zoom.

January 15 Meeting 

OISP Work Group Meeting Minutes
Delaware County Board of Developmental Disabilities
ARC Industries - 2780 Airport Drive, Suite 450, Columbus, OH 43219 
December 18, 2019
10:00am to 3:30pm

Assessment Testing Update

On January 15, 2020, the Department held 2 instructional webinars for ISP team members who will be testing the assessment questions. (Testers only needed to attend 1 session)

Work group members reviewed the webinar presentation slides, the post assessment testing team member survey, and viewed the web-based tool developed by the DODD IT team solely for the purposes of supporting the testers. (The tool will have no long-term purpose.)

All testers will receive their information on Friday, January 17, 2020 and are free to begin their testing exercises at that time. All assessment and survey data is due by March 11, 2020.

DODD staff believe they can compile the tester data for presentation at the March 18, 2020 OISP work group meeting.

 

ISP Template Work

Work group members worked in small groups to develop the first draft of the ISP questions/template, and reported out to the larger group for feedback/discussion.

DODD staff will compile this work into a document for further discussion and review by the full work group.

 

Post testing Survey Data Points

Work group members developed the first draft of the survey questions to be given to team members after they test the ISP. 

Those data points will be compiled and returned to the group to be finalized.

February 19 Meeting 

OISP Work Group Meeting Minutes
ARC Industries 
2780 Airport Drive, Suite 450, Columbus. OH 43219
February 19, 2020
10:00am to 3:30pm 

Testing Progress

The team received an update on the assessment testing progress. Completed assessments are coming into the department, and team members are completing the feedback survey. Data is due from the teams by March 11, and will be available to the work group by the March 18, 2020, meeting. 

Please note: The Department is reviewing the assessments completed during testing to ensure the completed assessments meet all compliance requirements. This information will help to correctly analyze the tester feedback.


ISP Work

The team broke into small groups and completed their 2nd round of ISP edits, taking into consideration the draft assessment previously completed, and the federal requirements for ISPs. Each small group had the opportunity to review and provide feedback on each section of the ISP. That information will be compiled and returned to the work group for review in the March work group meeting.

The group had a robust discussion on the purpose of the ISP, who uses the ISP, and how.

Data Points

The work group reviewed and made a few changes to the data points to be collected by testing teams as they use the draft ISP.

Missing Information 

The work group made a list of items they believe was omitted from the assessment draft, and/or any other concerns that have come to mind since the document was sent to the testers.

March Assignment

In March the work group will review the feedback on the assessment and use this information to make any final changes to the draft ISP, and to the data points that will be used to gather feedback on the ISP document. 


Next Meeting: March 18, 2020; 10 AM, 2780 Airport Drive, Suite 450, Columbus, OH 43219

Lunch is included for work group members

May 20 Meeting

OISP Work Group Meeting Minutes
Zoom Conference
May 20, 2020
10:00 AM to 12:00 PM

Assessment Review

The work group walked through the changes to the assessment based on reviewer and tester feedback. Group members were given the opportunity to ask clarifying questions. DODD will review the questions and determine if any final changes are necessary.

Service Plan Format

Group members broke into teams to discuss the draft ISP form, and to identify if the current formats were missing any information, or if any information from the assessment did not come forward to the ISP.  DODD staff collected the feedback and will determine if any changes need to be made to the ISP form.

Group members also discussed the 2 draft formats and voted for the version they liked best.

Moving Forward

Group members voted on their preferred schedule for the June Zoom meeting and determined the meeting will be held for 2 hours in the morning with an hour break, and a 2-hour session in the afternoon. That meeting will be held on June 17. Details will be emailed.

Assessment Testing Progress

Participants

Role

# Surveys

SSA

87

Family/Guardian/Close Friend

67

Waiver Provider

39

Person who receives DD services

33

QIDP

26

Other (please specify)*

24

ICF Staff (other than QIDP)

21

*Program Director (2), ADS supervisor (2), Quality Assurance Manager (1),Registered Dietician (1), Q Supervisor (1), Nurse (3), TPW (1), RCS (1), ADS provider (2), Team – Q, Director, Nurse, Manager (1), LPN (1), DSP (1), Principal (2), Assistant Program Director (1), Girlfriend (1), Program Coordinator (1), ADWS (1), SSA/Behavior Support Specialist (1)

Screenshot of data table


Average

1.5 times


Average

4.5 hours

COMMUNICATION

Highlights

  • Communication chart is redundant, confusing, and directed toward non-verbal individuals
  • Need a way to capture that in order to understand the individual (verbally, through actions, etc) you need to know them
  • A lot of questions are repetitive when the individual is verbal
  • Suggested to make the question “How does the person communicate?” multiple choice
  • Ask “Is the person verbal or non-verbal?” then ask certain questions based on that
  • Repetitive Questions
    • How does the person communicate? and How does the person want others to communicate with him/her?
  • Questions/Topics to Add
    • Technology. Do they need assistance? Do they use it to communicate?
    • Receptive Communication
    • Reading/Writing

CITIZENSHIP & ADVOCACY

Highlights

  • Dislike of the word citizenship – suggested Advocacy & Decision Making
  • Dislike of the word talent – suggested strength or ability
  • The question, “Does the person need help to understand/prepare for additional rights as an adult,” doesn’t apply to everyone
    • Suggested to modify or only ask to certain age range
  • Add “What other safety skills do they need to learn?” to the question, “How does the person keep himself/herself safe?”
  • Suggest making “Is the person able to identify risks and benefits of various services and provide informed consent without support?” open-ended
  • Provide examples instead of asking about “legal sanction”
  • Individuals didn’t understand what it means to advocate for themselves – suggested “How do you let people know what you think when you do/don’t agree with them?”
  • Topics don’t apply to children
    • Voting, self-advocacy, training staff, history of things tried, citizenship issues, etc
  • Not sure what the question “Explain the history of things that have been tried” is asking for
  • Suggested an option to skip this section for individuals with limited cognitive abilities
  • Seemed vague and unclear to ask, “”are there things that are important to the person for the team to know” after “Does the person make routine choices?”
  • Dislike of the question, “Is the person able to identify risks and benefits of carious services and provide informed consent without support?”
    • Confusing, vague, not sure what services would be “risky”
  • Asking what rights a person does not understand is too broad
  • Unsure of how to answer behavioral add-on questions if the individual doesn’t have restrictions

SAFETY & SECURITY

Highlights

  • Individuals didn’t understand “self-help skills” – suggested “What do you do to make yourself feel better when you’re worried or upset?”
  • Seemed strange to ask someone what they like to do for fun then ask if they’re able to do it – suggested asking if there’s anything they’d like to try but haven’t been able to then addressing barriers
  • First 3 questions under the Behavioral Well-being section could be combined to say, “What supports are needed to keep the person safe?”
  • Questions repetitive with questions in other sections
  • “How does the person handle being upset or worried?” and “What supports are needed?” and “What self-help skills does the person use when upset or worried?” are repetitive
  • Add questions about when and where to “Does the person feel safe and secure?”
  • Add location/time prompts to, “What level of supervision does the person need to be safe in different places and at different times?”
  • Dislike the question about the best thing to ever happen – difficult for people to answer
  • Don’t assume a person feels isolated, afraid, or powerless – Ask if they ever feel that way before asking what they do
  • Add a question about carrying keys and locking/unlocking their house
  • Add a question about alone time
  • Questions should be more specific to gather more detail
  • Difficult section to complete for individuals with sever/profound I/DD

SOCIAL & SPIRITUALITY

Highlights

  • Ask “Does the person date?/Do they want to date?” If yes, “Do they have the opportunity to date?” to eliminate unnecessary dating-related questions
  • Not sure what “culture” is referring to in the question, “What cultural considerations are important to the person?”
    • Also may need to separate from routines/rituals depending on what’s meant
  • Questions, other than the Friends & Family section, seemed targeted toward higher-functioning individuals
  • Dislike the “favorite person” question
  • Combine “How does the person stay in touch with people in their life?” and “Does the person visit with friends and family?” and “What activities does the person do with friends and family?”
  • Some felt questions were invasive

DAILY LIFE & EMPLOYMENT

Highlights

  • Ask if the individual wants to have a job so that employment questions can be skipped if not applicable
  • Add questions about attending a ADS or VocHab programs – the questions didn’t capture what someone does during the day if they don’t attend school or work
  • Ask certain questions based on age range and/or if the person is currently in school
  • Add in a question asking for the name of their payee/person in charge of finances
  • Doesn’t seem to include Path to Employment
  • Add a place to list employment/volunteer history with likes/dislikes
  • Questions not applicable to children, people at lower functioning levels, and people in ICFs
  • Repeat Questions
    • “What are the strategies that help a person learn?” and “How does the person learn best?”
    • “How does the person make money?” and “What type of income to they receive?” and “Does the person receive any benefits?”
    • “Does the person understand how to use money?” and “Does the person need money management skills or support?” and “Is the person able to take care of their own finances?” and “What kind of support, if any, does the  person need to make sure their bills are paid on time?”
  • Unsure if “Does the person have a job?” only applies to community employment
  • Daily Living and Employment should be two different sections – this section is mostly about employment and finances

COMMUNITY LIVING

Highlights

  • Individuals didn’t understand: “maintaining the household,” “barriers,” and “safe and reliable way”
  • Questions not applicable to all ages and/or individuals who live with family
  • Some questions not relevant to sever/profound population
  • Ask where the individual lives now – some questions may become irrelevant based on this
  • Ask “What assistance do you need to keep your home cleaned?” after “Does the person need help maintaining their household?”
  • Split up the question, “Describe any routines necessary to help the person through their day,” into sections such as morning, getting to work, after work, bedtime, holidays, weekends, etc.
  • Dislike the question “How do you like your home decorated?” – unnecessary, doesn’t apply to children, individuals indicated they can’t afford
  • The last few questions are repetitive
  • Clarify, “Are there any challenges to the person moving to a more community based home?" because ICFs are community-based homes

HEALTHY LIVING

Highlights

  • Individuals and Teams weren’t sure what was meant by “self-care routine”
  • Add “What type of assistance/Who provides?” to “Does the individual need help obtaining/taking medications?”
  • Questions/Topics to Add
    • Questions about alternative nutrition (G-tubes, etc.)
    • How the individual obtains and take meds
    • PT/OT
    • Adaptive devices
    • Doctor names and contact information
    • Type of assistance needed to complete daily living skills
  • Change “Does the person ever go see a doctor/dentist?” to “What type of doctors/specialists do they see and how often?”
  • Seems out-of-place to ask their favorite food
  • Dietary questions are repetitive
  • People had trouble incorporating self-med assessment in the document and/or other outside assessments that weren’t part of the original form
  • Questions in this section were too broad

OVERALL

Highlights

  • A lot of questions seemed repetitive – within and between sections
  • It was difficult to get to the level of detail needed to individuals with lower cognitive functioning
  • There were a lot of questions that did not apply to all individuals (school, employment, finances, etc.)
    • Many suggestions for skip patterns
  • Rewording of questions was needed for many individuals
  • Drop-down boxes/checklists would be nice in some areas
  • Some questions may be “sensitive” to parents/families of individuals who will never be able to do the things that are being asked about

December 18 Meeting (2019)

OISP Work Group Meeting Minutes
Delaware County Board of Developmental Disabilities
7991 Columbus Pike, Lewis Center, OH 43035 (Rear entrance)
December 18, 2019
10:00am to 3:30pm 


Assessment Update
The small work group completed their changes to the assessment document and final touches are being applied to the formatting.
The testers will receive the assessment and instruction in January and will complete their tests by March. The work group viewed the assessment document and will receive a copy with the document is ready for the testers.
The small work group has also been charged with discussing the integration of additional tools (self-med assessment, DDP, therapy assessments, etc.) and this discussion will occur at a future date.


Terminology
The workgroup identified the following terms that have multiple meanings within the field. In order to ensure consistency and clarity in the field, these terms will require universal definitions:
1. DSP
2. Types of diets - ie: Chopped, diced, etc.
3. Adaptive Equipment
4. Assessment/types of assessment
5. Assess/Discovery/Funding Tool
6. “Staff” in ISP – everyone who is a paid support/direct support
7. Work/Vocational Rehabilitation/Job
8. Plan
9. Programs/Program Implementation Plans (PIPs)/Outcomes
10. Supports
11. Monitor
12. SSA
13. Respite
14. Guardian/No Guardian
15. Payee/Support
16. Choice/Informed Choice/Supported Decision Making/Substitute Decision Making
17. “Paid Support” versus Residential/Day Program/SSA
18. Natural Support
19. Risk/Risk Assessment
20. Advocate/Legal Representative/Representative/Power of Attorney
21. Restrictive/Aversive/Positive Behavior Support
22. Will/Shall/Should
23. Determine what supporting documents are to be added to the ISP


Whose Plan Is It
1. The Plan belongs to the Person with Disabilities
2. It should be written for the direct support professional
Purpose of the Plan
(Duplicate and overlapping points will be removed as we move through the development process)
1. Describes an individual’s good life and future
2. So people know how to support you
3. Steps to move toward goals
4. DSPs use the ISP as a roadmap for the individual’s life
5. Holds team members accountable
6. Creates common language
7. Directs services
8. Denotes the pathway to independence
9. Affirms the teams listened and will follow through
10. Is a service contract
11. Reflects fiscal spending and responsibility
12. Everyone knows what to expect
13. Illustrates how health and welfare will be met.
14. Denotes individual’s responsibility
15. Identifies all paid and non-paid support
16. Authorizes services
17. Recipe for professional staff
18. Quick reference for provider
19. Addresses risk
20. Describes services
21. Identifies outcomes and action steps (discussion of action steps not required in service plan)
22. Written in plain English and understandable by the individual
23. Describes what the person is about
24. Identifies risks (liabilities)
25. Identifies what is important to the person, what they want to achieve, & how to get there
26. Lists all add-ons
27. Defines “frequency” – for example: Shower help defined in units versus a different type of description
28. Reflects the outcome of a conversation about frequency and duration
29. Describes what unit delivery looks like
30. Identifies technology used
31. Notes the level of detail needed to create documentation sheets
32. Identifies funds management plan (in compliance with the funds management rule)
33. Notes what is important to and important for the individual
34. Identifies community integration, reflective of the rule requirements and not a checklist
35. Identifies who will review plan implementation and how often
36. Reflects review of and understanding of Rights, Consent to the Plan, HIPAA, Free Choice of Provider, Appeal Rights, and the Provider Consent to provide services
37. Voter registration status
38. Conflict resolution, meets conflict of interest guidelines, and ICF discussion
39. Lists dissenting opinions
40. Identifies Path to Employment
41. Notes adaptive equipment/support tools
42. Defines behavior support
43. Paid and natural supports
44. Shows evidence the SSA has trained the provider
45. Lists emergency and back up plans
46. Identifies funding sources
47. Identifies CPT Budget – verbal indication of requirements
48. Lists outcomes
49. Determines services
50. Describes person’s life and what they want in order to be happy (Elements 5, 6, 7 of the 7 Essential Elements)
51. Defines type, scope, amount, frequency (Elements 1, 2, 3, 4 of the 7 Essential Elements)
52. Identifies how the person will be protected and have a better life
53. Complies with 11 requirements of ODH regulations page 226 to 237:
a. Be a living document
b. Identify what is a good life for the person, their risks, and any safety issues
c. Notes objectives that meet the client’s needs as identified by the assessment
d. Identifies the planned sequence for dealing with those objectives
e. Be stated separately, in terms of a single behavioral outcome (Each objective clearly states one expected learning result)
f. Be assigned projected completion dates
g. Be expressed in behavioral terms that provide measurable indices of performance
h. Be organized to reflect a developmental progression appropriate to the individual
i. Be assigned priorities
j. Each written training program designed to implement the objectives in the individual program plan must specify:
i. Method to be used
ii. Schedule of use
iii. Person responsible
iv. Type of data
v. Frequency of data
vi. Data collection necessary in order to track progress toward desired goal
Outcomes/Action Steps


There was much discussion on the terminology and definitions around the idea of Outcomes and Actions.
It was agreed that the team will identify a “Big Picture goal to be pursued or worked on”. For purposes of these minutes, this “Big Picture goal” will be labeled Level 1. The terminology to be considered for Level 1 is:
1. Outcome
2. Vision
3. Dream
4. Life Outcome
5. Plan


An example of a Big picture of Level 1 goal is: To move out of parents’ home.
Level 2 breaks down Level 1 into smaller tasks. Potential terms for Level 2 include:
1. Life Experience
2. Plan
3. Outcome
4. Goals
Examples of Level 2 tasks for the noted Level 1 goal are:
1. Get a job
2. Explore career options
Level 3 breaks down Level 2 into smaller tasks.
Potential terms for Level 3 tasks include:

1. Action Steps
2. Implementation Strategies
3. Objectives
4. Support Strategies
Examples of Level 3 tasks for the noted Level 1 task are:
1. Practice interviewing
2. Shop for interview clothing
3. Pick up applications
4. Complete applications
5. Return applications
Teams may choose to skip or add levels as warranted.
The below graphic depicts the breakdown of the described levels.

Parking Lot/Training Topics
1. Teams repeating old issues over and over on service plan
2. The ISP needs to be a living document
3. Establish a bridge between HPC hours and service delivery
4. What ISP content is a section of the ISP and what will be a separate document?
5. Is there a commonly accessed IT system?
6. Should there be a table of contents in the ISP?
7. Establish a link between the content of the ISP and the individual.

Resources discussed during the meeting:
Family Resource Network of Ohio - www.frnohio.org
Ohio Self Determination Association - https://osdaohio.org/
Life Course Tools - www.lifecoursetools.com (found in the site dropdown noted below)

November 20 Meeting (2019)

OISP Work Group Meeting Minutes

Delaware County Board of Developmental Disabilities

7991 Columbus Pike, Lewis Center, OH 43035 (Rear entrance)

November 20, 2019

10:30am to 4:00pm

 

The OISP work group continued to evaluate and discuss their work to date on the assessment document. It was agreed that a sub group of members would gather to finalize formatting. Because testers will be using a paper copy in their testing, the group felt that document formatting deserved some additional attention.

The work group is seeking clarity on the idea of “Discovery” versus “Assessment.” The Department will make decisions on the following:

  • What is required and what isn’t?
  • How do we get to assessment?
  • How frequently do teams need to “Discover”
  • Career Discovery as a service versus “Discovery” as an assessment tool.

Data points, to be collected via surveys to the testing members were finalized, as were the instructions to be provided to those teams.

The work group is committed to eliminating duplicative tools and processes wherever possible. The below graphic depicts how the group has outlined inputs and outputs as related to the assessment in order to create as many efficiencies as possible.

Depiction of Assessment Inputs and Outputs:

Parking lot question: Whose IT System will be used?

September 18 Meeting (2019)

Compilation of Work Group Assessment Data

Self Determination

High Level Markers

Exploratory Questions

Do you need help with decision making?

Do you need help making choices?

Do you communicate/advocate for yourself or do you need help with that?

Are you able to identify what’s important to you and important for you?

Are you living the life you want to live?

Do you know if you are being treated badly?

Do you want to participate in training your staff?

If you need help with decisions, what kind of decisions do you need help with?

 

Who could help you make those decisions?

 

What information do you need and where do you get it?

  • If no, tell me about a decision you made that you feel was a good example. Tell me about a decision that was a bad decision.

 

Are there areas you would like to make choices where you don’t currently get too?

 

How do you communicate? (sign, device, speak)

If yes, tell me about a time you spoke up for yourself.

  • If no, do you have someone who helps advocate for you? If so, who?
  • If not, what are the barriers? Decisions not consistent with goal?
  • Who could you contact if you are?

 

 

Optional Information

Team Instruction

 

Give scenario applicable to person’s life

Training Issues

Service Needs

 

 

Person, Time, Tools Education

 

Personal Development

High Level Markers

Exploratory Questions

Learning how to accept feedback/instruction

Taking courses/training/instruction

What areas are important to me to grow in and what areas are important for me?

What have your accomplishments been this past year? Are you happy with them?

What are your goals? Hopes? Dreams? (In Emotional Well-Being)

Timelines? (Broad exploring)

Learning personal safety skills

Important things to know about me

Learning and using problem solving strategies

How do you want to receive feedback? (job performance, social interactions)

 

How do you learn best? What supports do you need in order to participate in courses/training/instruction?

 

What tools/supports do you need to grow?

 

Is there anything you want to learn how to do?

 

Is there anything you want to be independent in doing?

What are your talents/what are you good at?

Optional information

Team Instruction

 

When looking at this section, be sure to consider all areas of assessment.

Training Issues

Service Needs

 

 

 

 

Communication

High Level Markers          

Exploratory Questions

Life and Current Living Arrangement

Pre-employment and/or work

Employment related skills

Employment related preferences

School and Lifelong learning

Community and Social Life

Relationship map

Relationships

  • Characteristics of people who best support
  • Health and Wellness
  • Financial Life
  • Protection and Advocacy
  • Cultural Considerations

 

Optional Information

Team Instruction

 

Training Issues

Service Needs

 

 

 

 

Emotional Well-Being

High Level Markers          

Exploratory Questions

Are you happy/satisfied with your life?

What are your gifts/talents?

What are your hopes and dreams? (In Personal Development)

What does a good day look like?

What does a bad day look like?

Is there anything you worry about?

Do you feel safe and secure? (reference question in Rights)

Is there a history of trauma?

How do you deal with bad days?

 

Is there anything you need?

 

Who/What helps you when you have a bad day?

 

How will we know that you are having a bad day?

Optional Information

Team Instruction

 

Training Issues

Service Needs

 

 

 

 

Physical Well-Being

High Level Markers          

Exploratory Questions

Are there any physical/health conditions/concerns we need to know to best provider support?

Yes: What are those conditions/concerns?

Are there any health risks? (dehydration, constipation, allergies, etc.)

OT/PT/Speech? Other assessments (topical, g-tube, etc.)

Any mobility issues/concerns?

Transfers & position?

Frequent hospitalizations? Why?

 

Is there anything we need to know about your food?

Likes/dislikes?

Texture preferences?

Swallowing issues?

Choking risks?

How to best support?

Are you able to communicate when we are not feeling well?

What does not feeling well look like for you?

What ways can we help you to communicate?

Do you need support with medical appointments?

What support do you need during the appointment? Communication? Understanding?

Do you need help making the appointment?

Do you need transportation to and from?

Do you need help with the follow-up?

Do you require support when taking medication?

Med assessment (needs to include tech)

Obtaining meds

Calling in prescriptions

Are you interested in learning more about bettering your health?

Smoking? Healthy eating? Exercise?

Do you have a DNR? Living Will? Power of Attorney?

Would you like more information on the documents and how to obtain?

Do you need assistance obtaining one?

Do you need support getting ready for the day?

Showering?

Can you brush your hair?

Level of Care questions.

How can these services be best provided?

Do you need help maintain your household?

Laundry?

Cleaning?

Pest control? (Bed bugs, roaches, mice, etc.)

Cooling?

Maintenance?

Do you know what to do in an emergency?

Fire?

Tornado?

Strangers/crime?

Power outage?

Car accident?

Optional Information

Team Instruction

 

Training Issues

Service Needs

 

 

 

 

Community Employment

High Level Markers          

Exploratory Questions

Do you have a job?

What is your job?

Do you like it?

Do you make enough money?

Do you want a different job?

Do you want a job?

Tell me about any paid/unpaid work experience? (Type/location/support)

Do you  prefer working alone, with 1 person, small group, large group?

When do you feel most independent?

How do you learn best?

What type of work environment do you prefer? (Hot/cold, dark/light, early/late, noisy/quiet)

Optional Information

Team Instruction

 

Training Issues

Service Needs

 

 

 

 

Social Inclusion

(People, Places, Things)

High Level Markers          

Exploratory Questions

Tell me about the people in your life…

How is that going?

Is there anything you need help with or that you want to work on?

Tell me about the places you go…

How is that going?

Is there anything that you need help with that you want to work on?

Tell me about the things you do…

How is that going?

Is there anything you need help with or want to work on?

People

Who do you like spending time with? (Weekends, weekdays)

What activities do you do with friends?

How often?

What is working/not working?

Things

What routines, rituals, and traditions do you have?

Places

Do you belong to any clubs, groups, or organizations?

Do you feel welcome there?

When do you go and how often?

How do you get there?

Optional Information

Team Instruction

 

Training Issues

Service Needs

 

 

 

 

Interpersonal Relationships

High Level Markers          

Exploratory Questions

(Social Contacts, Relationships, and Emotional Support)

 

Who is important to you? Favorite person or people?

Do you visit with family and friends?

Are you part of any groups? (Volunteering, community, religious)

How/where do you meet people?

Do you “talk” to people through social media?

How do you communicate with friends/family?

Are you dating/in a relationship? (Marital status)

Do you have privacy/opportunity for intimacy?

What does intimacy mean to you?

What is a safe relationship?

When do you feel safe in a relationship?

Differences b/w relationships: Friend/co-worker, Supervisor?

Are there things that get in the way of you having relationships – behavior, transportation, making friends?

 

Is the person interested in dating/intimacy?

 

Does the person need dating/sex education?

 

Is the person limited in how they develop or maintain relationships? (Restrictions, court orders, registry requirements) known/likely risks?

 

Does the person need/want help using social media? How do they use it? Safety skills?

 

Do you do any activities with co-workers after hours?

 

Does person know what’s available to meet people in your community?

 

What do you do when you disagree with someone?

 

Have you had a big change in a relationship? (Big loss, big fight, parting of ways)?

 

Do you have a favorite person?

  • Why is this your favorite?
  • What do you like about them?
  • What do you do together?
  • How did you meet?

Optional Information

Team Instruction

 

Training Issues

 

Be sure to record the name of the informant.

Service Needs

 

 

 

 

Rights

 

High Level Markers

Exploratory Questions

Do you know your rights?

Are supports needed in this area to help person know/advocate for his/her rights?

 

 

 

 

Does this person need support making decisions/advocating for him/herself?

 

 

 

 

Is the person under 18?

 

 

 

 

 

 

 

 

 

Does this person have a guardian?

 

 

 

 

 

 

 

 

Does this person have interest in being actively involved in voting, government activism, etc.?

 

 

 

 

Does the person need support or know what to do if his/her rights are being violated?

 

Does the person know what to do or need support to respond when they disagree with a decision that impacts him/her?

 

Does the person demonstrate respect for the rights of others?

 

 

 

 

 

Does this person have restrictions in his/her plan?

 

 

 

 

Are there areas where this person is at risk for their rights being violated?

 

 

 

 

 

Informed consent

How does person demonstrate an understanding of his/her rights?  If the person doesn’t understand all of his/her rights, which rights do they not understand?

Is there evidence that the person doesn’t understand his/her rights (MUIs/trends and patterns/history re: manipulation or being taken advantage of)?

 

How does the person demonstrate their like/dislike or approval/disapproval of things?

How does the person participate in meetings and decisions that impact them?

 

 

Does this person need help to understand/prepare for additional rights as an adult? Consider things like bedtimes, social media access, and privacy regarding health issues etc. – things that may have been limited previously because they were a child but are not limited anymore? Does the person understand consequences and responsibilities associated with being an adult (law enforcement, etc)?

 

 

Does the person understand the type of guardian s/he has? Do they need information about the role of a guardian?

Does this person understand how guardianship impacts his/her rights and does not impact them (as applicable)? Does the person demonstrate an ability to advocate for him/herself to their guardian?

 

 

What support does the person need to be involved in voting/government activism?

What services/community resources/etc. does the person want? Does he/she access them or need help to access them?

 

Do you ever feel forced to do something you do not want to do? How do you respond?

 

 

 

 

 

Does the person respect personal boundaries? Do they recognize that their rights should not negatively impact the rights of others (coworkers, housemates etc.)? What support does the person need to understand these issues and demonstrate respect for others rights?

 

Are these approved by HRC? What is the risk that prompted the restriction? Does the person understand the reason/risk that prompted the restriction? Does the person understand the plan to decrease the restriction?

 

Example – if the person’s finances do not allow for as much access to some activities/items that are important TO the person, will the team need to consider rights restrictions in order to help them with other areas that are important FOR them (i.e., paying rent)?

 

Is the person able to identify risks and benefits of various services and provide informed consent?

Does the person have a support person to help/him her with decisions or understanding complex information? Does the person need a support in this area?

Additional Information

Instructions

Training Issues

Exploratory questions – these are things to “prime” the discussion that informs the high level areas. The SSA/QIDP should use a variety of discovery tools to get the information for the exploratory questions, and helps determine the level of support/service needed.

 

 

 

 

 

 

 

Is there conflict between what is important TO the person and what is important FOR the person? If so how does the person respond to/navigate these challenges with the team?

 

How do you support someone to be involved in voting/government/issues without influencing them?

 

Services:

 

Services are driven by the assessment questions. For example, the assessment indicates the person WANTS to be involved in voting but is not able to and identifies the type of support needed – and this drives the service in this area. The assessment questions that indicate there is a NEED should somehow be linked to the service section.

 

 

Material Well-Being

High Level Markers

Exploratory Questions

Do you receive any benefits?

SSI, SSDI, Trust Fund, Food Assistance, Medicaid, Medicare – How much?

Do you have a payee for your SSI, SSDI? Who?

Do you have a STABLE account? Do you need one?

Do you have rental assistance?

If you have community employment, do you have assistance reporting wages?

If no, do you need assistance? Do you have an authorized rep for ODJFS?

Are your needs met with the money you receive?

Are your bills paid on time?

Do you need help managing non SSI/SSDI money?

How much money are you comfortable carrying on you?

Do you need help with a budget?

Do you need help filing taxes?

Do you need a benefits analysis?

Is there anything you would like to change about your current living situation?

Do you feel safe where you live?

Do you like where you live?

Do you need any home mods?

Do you have the things you need?

Access to personal belongings?

Any tech needed that would better your life?

Do you need an inventory of your items?

Any items needed? (Clothes, furniture, etc.)

Do you understand how to use your money as a consumer?

Are you able to return items?

Do you know about credit reports?

Optional Information

Instructions

 

Training Issues

Service Needs:

 

Data Points

  1. Does the question makes sense to the SSA/QIDP?
  2. Did the Team understand the question or did you have to say it another way?
  3. Did you have to reword questions a lot?
  4. Did the questions help get at any risks?
  5. Did the question lead to discussion? Based on discussion, did people seem to understand the question and did you get the information you needed?
  6. Did these questions lead to the development of ISP services and supports and desired outcomes?
  7. Did we miss anything we should be asking (common themes that came up, but weren’t address?
  8. Applicable to all populations (age, diagnosis, funding)
  9. Comfort of individual giving information
  10. Feedback from individual
  1. Info gathered to plan good outcomes and supports
  2. Any questions difficult to answer
  3. Too long?
  4. Too short?
  5. Missing any questions?

Rate 1 – 5

  1. Ease of use
  2. Length/number of questions
  3. Did providers/individuals have feedback?

Minutes

Meeting attendees spent the day developing assessment high level markers and exploratory questions for each assessment area defined in Ohio Administrative Code: 5123: 2-1-13. Those areas are:

  • Self-determination
  • Physical well-being
  • Emotional well-being
  • Material well-being
  • Personal development
  • Interpersonal relationships
  • Social inclusion

And considering:

  • What is important to the person
  • What is important for the person
  • Known and likely risks
  • What is working and what is not working
  • The individual’s place on the path to employment

The work group also developed a set of feedback data points to be used to gather feedback from the teams who are testing the draft assessment tool.

Work group members will receive a summary document by September 25, and will be given seven calendar days to provide additional input.

All assessment information will be compiled, formatted, and given to the interdisciplinary teams who have agreed to test the draft assessment tool.

Data points will be compiled and formatted, and given to the testing interdisciplinary teams in order to gather their feedback on the use of the tool.

The next OISP Workgroup meeting will be October 16 from 10 AM to 3:30 PM.

August 21 Meeting (2019)

Feelings Before and After ISP Meetings

How they feel BEFORE beginning the service planning process

How we want them to feel AFTER the service planning process

Individuals/Families

Berated

Staffing situation causes feeling of defeat

Not heard

Hostage

“Just there” – going through the motions

Repetitive

“Pay attention”

Asked the same information over and over

Feeling “in a box”

New families have a lot of fear, anxiety

Overwhelmed – like you are on trial + what’s my sentence going to be

Bored – it’s the same thing every year

Labeled

Like they are their problems, not their assets

Like they have to take part in the bureaucracy

Like the people at the table don’t even know you

Like active participants

Repeated lack of services

Safety issues – DD concerns versus family concerns – ie: “Why can’t I lock the bedroom doors?”

 

 

A sense of direction

That services are available

Like they have a seat at the table

Heard and listened to

Like they have lots of choices

Supported and comfortable

Needs are going to be me

Advocated for by the people who are at the meeting – families, providers, agencies

Remote support if appropriate

The person came first

Not confused

Empowered to tell the team what they want

SSA/Q know them and how to support them

Residential Providers

If even invited…

Defensive

Anxious

Outsiders

Overwhelmed

Confused on residential rules v. CB rules

Overworked

Not an equal

Powerless

Uninformed on process – disconnect between agency and county

“They know the people best if team would listen”

“I go to be polite so I don’t get in trouble or to defend myself”

Hesitate to speak

Mute

Anxious about budget ratios, etc.

DSPs don’t attend/managers go

How they feel leaving the meeting:

Unheard

Unimportant

Angry

Deceived

Frustrated

Defeated

Unaccomplished

Judged

Futile

Defensive

Optimistic

Validated

Overoutcomed

Anxious to start on new outcomes, but have to wait 2 months

“I told you it wouldn’t work

Disconnected

What we hope they feel…

Welcomed

Part of the Team

Valued

Heard

Curious

Hopeful

Excited

Empowered

Respected

Equal

Present

Creative

Invited

Prepared

What we hope they feel…

Validated

Part of a team

Clarity!

Trusted and trusting

Experienced a creative process

Sense of completion

Accomplishment

Trust that the outcome and services agreed on are translated into the ISP

Day Service/Employment Providers

Apprehension

Fear of the unknown

Confusion

Anxiety

Urgency to get info

Same old/same old

Fear of conflict

Past “trauma”

Rigidity

“Icky” – just meet the rule

Is everyone being up front?

Want the business

“Smoke screen” – smaller follow-up meetings

Confident

Prepared/equipped

Realistic view of reality

Informed

Supported as a team member

Focused

Flexible

Clear sense of direction

Follow-through

Celebration of accomplishments

Safe and satisfied

Realistic view of reality

SSA/QIDP

Overwhelmed

Alone

Responsible for everything

Under pressure to:

- get it all in the plan

- have all the answers

- keep the team working together

- meet deadlines

- awkward and uncomfortable with team dynamics and relationships

- frustrated when you have to coordinate services but people aren’t doing what they need to do there are roadblocks (providers, staffing resources, MH, etc.)

Supported

Part of a team

Like others are invested and participate (esp providers)

Proud/successful, accomplished

Like they won’t be blamed if there is a problem/things go wrong

A sense of trust among team members

 

Self - Determination

High Level Markers

Exploratory Questions

How does the person make decisions?

How much support does the person need?

What can we do to promote independent decision making?

Who helps you make decisions and in what areas do they help?

Does the person advocate for themselves?

In what way does the person advocate for themselves?

Does the person identify positive/negative consequences for decisions they make?

Are there resources (can they access them) to help the person make decision?

What does self-determination mean to you?

How does the person communicate their “wants and needs” and boundaries (limits)

Is there a need for information in an alternative format?

Do you participate in a self-advocacy organization?

1. If yes – which one?

2. If no – would you like information?

Are you living the lifestyle you would like to be living?

Are my decisions consistent with my life goals?

Team Instructions

Training Issues

Be patient and allow the person time to process

Ask for examples of past decision making

 

 

 

 

 

 

 

Watch for family and support people interactions – does the person feel free to speak?

 

Service Needs:

Someone to help with decision making; training in decision making, a ride to an advocacy group meeting

 

 

 

 

 

 

Physical Well-Being

High Level Markers

Exploratory Questions

Any physical health conditions we need to be aware of best provide supports?

  • Do you have a DNR? A Living Will?

Are you able to communicate when you are not feeling well?

Do you need supports with medical appts.

  • Making appts, attending, follow up

Questions:

Nutrition

Medication

PT/OT/Speech

Mobility

Equipment

Hospitalizations

Do you take medications that require support?

àMed assessments? àDetermines everything

    else – (obtaining, admin, etc.)

Are there unmet health needs?

 

Instructions

Training Issues

 

 

 

 

 

 

 

 

 

 

Service Needs:

 

 

 

 

 

 

 

 

 

 

Emotional Well-Being

Areas

Questions

Person Relationships

Leisure/Recreation

Spiritual

Personal Safety

Public Safety

Legal/Financial

Occupation (job, schooling, day program)

Scope of community

Mental Health

Tell me about:

The people in your life

What you worry about?

What makes you happy?

What matters to you most?

What do you do when you have a bad day?

How do you deal with stress?

What does a good day look like?

Etc.?

Instructions

Training Issues

 

 

 

 

 

 

 

Services:

 

 

 

 

 

 

 

Rights

Areas

Questions

Do you know your rights? (Does person demonstrate an understanding of his/her rights?)

Does this person need support making decision/advocating for him/herself?

Are supports needed in this area to help person know/advocate for his/her rights?

If under 18, does this person need help to understand/prepare for add’l rights as an adult?

Does this person undresand how guardianship impacts his/her rights and does not impact them (as applicable)?

Does this person have interest in or need support to be actively involved in voting, government activism, etc?

Does the person need support or know what to do if his/her rights are being violated?

Does the person know what to do or need support to respond when they disagree with a decision that impacts him/her?

Does the person have access to services/community resources/etc. that he/she needs/wants or how to get access to those things?

 

 

Instructions

Training Issues

 

 

 

 

 

 

 

 

 

Services:

 

 

 

 

 

What If?

What if we could pay direct support professionals (DSPs) $15 per hour and hire the “best.”

We all worked together.

We had less “rules” and monitored outcomes.  (Rules preventing outcomes and stopped being focused on the rules).

The focus was not accreditation.

The focus is on what the individual can do and not the limitations. (A lot better since person centered) .

More community resources and involvement for our adults. (Expand options).

Limit the need for a feeling that numerous and redundant services in the plan.

Focus on key areas of need (versus kitchen sink approach/too many outcomes)

We had a Turbo – Plan (with all the positive implications).

What if the “legalese”/fine print of a plan could be separated from what staff need to know. The ultimate 1 page.

We actively think of the person in the context of their family or like family (friends) in planning and system support.

Great and practical partnerships in planning, etc. with COA (Aging) + MH + Medical.

Never had issues regarding transportation services.

We had a more supportive community at large.

There is one assessment and the system pulls the information to determine ODDP/Acuity/LOC outcomes, etc.

The end product feeds the person centered process and vise versa. (Ie: Too many assessments)

There was never a shortage of providers.

We didn’t live in fear of the next MUI.

What if DSPs had a defined roles in the assessment process.

What everyone had access to technology.

We stopped trying to run people’s lives.

What if we have technology to help people in their home.

The ISP could be easily updated as people’s lives change. (Barriers are IT and team)

Compliance and SSA had a great relationship.

What if we were able to find the right balance between “support” and “health and safety” and “services/supports” and “MUI”.

What if all service coordinators were up to speed on new resources.

The person really ran their own ISP.

The ability for people to choose how/what their funds purchase…flexibility.

The assessment is one page.

SSAs had smaller caseloads.

Every county had access to the same resources.

Ability to update nursing info in real time and update assessments on state site in real time.

Waiver services/rules were simple to understand and authorize.

More DSP involvement in the ISP team.

Plans that can be implemented by DSPs (are realistic).

There was an IT info system that CBs and Medicaid (DODD) (Eligibility difficult to keep track of, no notice until too less) could both use that worked so we could share info.

Happiness and fulfillment were as important as health & safety.

We could get a snapshot of the person that could be quickly and easily read and understood.

We worked together and understood we all have the same outcome, to help people live their best life.

Simplified processes.

Follow rules without worry of missing/doing something wrong (interpretation).

Focus more on the NOW than the past.

We had a shorter document while retaining necessary info.

Processes that stayed consistent AND less things for people to sign.

People could manage their own budgets and direct services to only what they need. Maybe 1 “bucket” of money instead of silos of services.

No span dates and no preforecasting ratios (Individual versus group)

We allow people to accept the risks in life and didn’t blame someone when something bad happens.

Quality services that help people reduce their reliance on the system.

Reward/incentivize providers instead of “rewarding” people staying a stagnate system. (No financial support for integration. Reimbursement deincentivizes achieving outcomes).

Modular so that people could skip areas that don’t matter to them (a la carte services).

SSAs and program coordinators had time to spend with people.

People can change their mind and not wait 4-6 weeks for approval once the paperwork and funding is ready.

Anyone can read the outcome and easily understand what the person wants (purpose of service).

July 17 Meeting (2019)

The Ohio Individual Service Plan Workgroup (OISP) met for the first time on July17, 2019 in Delaware, Ohio to begin work on the development of a single assessment and individual service plan (ISP) template for the state of Ohio.

The meeting opened with comments from Director Jeff Davis on the vision and direction of the Department of Developmental Disabilities (DODD) moving forward. Director Davis emphasized three key themes: kindness, collaboration, and listening. A primary component of service delivery standardization and consistency moving forward will be having one service plan and assessment statewide.

The 31 member workgroup consists of individuals and parents who utilize services, a wide array of service providers, and other system professionals. Various DODD subject matter experts will be on hand throughout the process to provide technical assistance when requested, and to understand the work being done so they may incorporate the coming changes into their specific subject areas.

Participant introductions and work overview were followed by a description of the proposed pilot project and timeline.

DODD is selecting interdisciplinary teams to pilot first a draft assessment, and then an individual service plan. DODD will select two county boards and two Intermediate Care Facilities for Intellectual and Developmental Disabilities (ICF/IDD) from each of the six state regions. Two of the ICF/IDDs will be state operated developmental centers. Pilot participants will be notified directly by DODD. Workgroup members and the organizations they represent are not piloting the developed materials.

DODD held six public forums through in May and June to seek public comment on the idea of a statewide assessment and ISP. The workgroup reviewed and discussed an overview summary of the 433 responses gathered during the forums, as well as responses from the survey posed to county service and support administrators (SSAs) and ICF/IDD qualified intellectual disability professionals (QIDPs). DODD state service coordination managers shared feedback from their time shadowing SSAs and QIDPs.

The meeting concluded with the group providing their perspectives on why ISPs are or are not successful, whether or not ISP outcomes were being pursued and achieved, and what they were most looking forward to as the work moves forward.

It was recognized that topics will come up that are either outside the scope of the workgroup or going to be addressed by the group at a future date. These items will be listed in a “parking lot” and will be addressed as is appropriate.

The next meeting is scheduled for August 21, 2019.

Parking Lot Items:

  • List Remote Supports in ISP
  • Identify who translates the plan into action
  • Clarify process on ISP changes
  • Create consistent interpretation of ISP requirements between DODD and ODH
  • IT Solutions
  • Develop appropriate training
  • Consider assessment fatigue
  • Do all assessment questions need to be answered
  • Define the function of the document (ISP/Assessment)
  • Develop consistent interpretation of “measurable”
  • Consider the timelines from start to finish (Assessment to ISP)
  • Mental health connections