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Implementing Therap by Tonya Klein

Hello All!

So I got to thinking the other day about when we first implemented Therap in Nebraska!  Looking back when and what we started with to where we are today I just can’t believe it.  I have some suggestions to new users before jumping in and wanting to use EVERYTHING take a step back and make a list! lol Yes, Therap does make your life easier keeping track of everything from doctor appointments to medications to programing and data and everything in between but don’t bite off more then you can chew! Make a list of the items you would like to use.  Start slow so no one is feeling overwhelmed!  Start with a few things and let staff/management get use to them (get good at them) then pilot a a few people with the next item on the list you would like to implement!  Eventually everything you would like to use will be there but this way everyone is comfortable with everything being implemented before adding more to think about! Just keep breathing and in no time you will have used it for years!!! :)

 

Just a friendly hint!

Thanks!

Tonya

Who is that?? by Eddie Fung

I’m curious how providers out there ensure that IDFs are filled out in a timely manner for new intakes.

What are people’s expectations for IDFs to be completed after the intake?

How do you check?

THANKS!!

Host Homes and the New Labor Laws by Kristy Dominy

According to the DOL: “Conversely, it will often, though not always, be the case that a provider who moves into the home of a consumer is the consumer’s employee. In these types of shared living arrangements, the consumer is more likely to set his own schedule, direct the provider how and when to perform certain tasks, and otherwise exercise control over the conditions of the provider’s work. Additionally but less significantly, the provider is unlikely to have invested in the arrangement, whereas the consumer has acquired a home in which there is sufficient space for the provider to also reside.”

My question to my fellow providers and certified trainers out there: Have you looked into the law and feel that your Host Home Providers will have to be an employee of the organization, an employee of the individual, or an independent contractor? To me we are required to make services person-centered and now we are being told that if the services are controlled by the individual then the host home provider is an employee of the individual and that individual will be responsible for pay, taxes, etc. We are also being told if we (the organization) have any control over the day to day activities of the home then the host home provider is our employee. I do not have an issue with that, but the issue I do have is that the funds that we receive for the services will not be enough to cover the 40 hours plus the many overtime hours for the host home providers. It would be interesting to hear some of the feedback from you guys!

Caseload Maintenance – a “workaround” I found out about today! by Lorelei Glenn

First, I want to thank Mosaic’s Iowa agencies for coming up with this naming convention to limit the amount of caseload issues they have. Here is what they do:

Create the Site with a name that is in line with the Program name. For example, if it is a Host Home, initials are used in the Program, and a Program is created for each Individual (ie we use Dept # – Host Home – XY). The Site is created with the name to match the Program (ie HH – XY), and the address is put as the location of XY’s HH. If XY moves, you just update the address on the Site HH – XY, and nothing changes with the Caseload!

Same type of thing can be done with other Programs, such as Day Programs.

Only time you will have to modify Caseloads is if you actually change the Name of a Program, and the prior one would no longer be recognized.

This setup makes a bit more difficult to determine location from the Program/Site list and creates duplicate Sites, but it sure saves a ton maintaining Caseloads!

Document Storage Question by Lorelei Glenn

I’m a bit confused on the Document Storage module – can only the Individual Admin role access the documents, or are the documents available to other roles who have access to the specific Individual’s documents via Caseloads? I notice there is a Document Storage link on the Individual Home Page – does this allow access to the documents that are already there, but Individual Admin users cannot create new documents? Or, does this link only show for Individual Admins?

The Simple Joys in Therap! by Donnia Melton

Every time I assist an agency in rolling out a new module in Therap, there is always a simple things that bring much joy. Most recently, an agency who is rolling out Health/Medication History/MARS was delighted to find out that the Medication History can be uploaded from a spreadsheet. We agree that the need to go back and check each of the meds could be time-consuming…we also acknowledge that it is much more efficient to have the initial upload of medication done simultaneously instead of having to back in and start a new form for each new medication.

Thanks Therap!

TMS and Individual-Specific Training by Brianne Conner

Hello everyone!  I’ve been tinkering with TMS for a couple years now, but have never used it actively with an agency yet.  One of the things I’ve been trying to accomplish within TMS is tracking of Individual-Specific training (IST).  While I know this is incredibly important everywhere, in NM we also have some pretty strict guidelines on documenting IST.  At any given moment we need to be able to produce documentation showing who is trained to work with any particular individual, and which individuals any staff is fully trained to work with – so we need to be able to see both sides of this training “coin”.  And to make matters even more challenging, some parts of IST are required annually (i.e. ISP outcomes), some are only required if/when they are updated (i.e. healthcare plans), and others are a one-time thing (i.e. individual routines and preferences).  IST isn’t really a “class” so it is a bit more complicated to build this into TMS.

IST tracking is also really difficult to do on paper.  Most agencies keep multiple copies of rosters/training sheets/shadowing forms/etc…, in multiples places, to consult to be able to answer those questions and provide required documentation.  Some agencies have “graduated” to tracking this in complex excel spreadsheets….but again, it is difficult to track all of this information.  There are usually gaps to accurate info.

At the recent NM conference we had a lively discussion in a TMS session on this very issue.  The folks over at Tabosa and ENMRSH in the SE part of our state are both working to devise a way to get TMS to capture all of this training and produce the information in an accessible manner.  Here are the two working ideas that these agencies are trying out.

Option one: Basic

In this option – there is a class titled with an Individual-specific title (i.e. you don’t want to use names because TMS is not caseload based, so we discussed using the Therap ID number for the individual – an example of the class title is “IST: CON-BR-1234″).  Then external to Therap/TMS the managers track completion of all of the IST requirements for the staff they supervise (as they always have).  Once a staff has completed all of the IST requirements for a particular individual, it is entered as complete in TMS.  The classes can be assigned, but are not “scheduled” as there are multiple components to each class that are externally tracked.

This makes it easy to run a report to see who has completed the class (i.e. who is fully trained to work with that individual), and which classes a particular staff has completed (i.e. who the staff person is trained to work with).

Option two: Advanced

In this option – there are multiple classes for each part of a person’s IST (i.e. CON-BR-1234: ISP, CON-BR-1234: healthcare plans, CON-BR-1234: routines and preferences, CON-BR-1234: OT/PT plans, etc…).  Then in the larger architecture, there is a course for each Individual.  While this course designation doesn’t really do anything yet – if we were able to run reports for courses (and not just for classes), this would be a really helpful breakout!!

While setting this way up is very labor intensive and makes your course list very long – it eliminates any external tracking and allows us to see which pieces of IST may not yet be completed, be able to track the various components with their different time frames (i.e. annual, as needed, 1x, etc..).  And it still allows reports to show who is fully trained to work with a specific individual, and which individuals a staff person is trained to work with.

This option is what Tabosa is trying out.  Jessica Dunn at Tabosa invested an incredible amount of time to build all of the classes and enter back training data.  She built courses based on the individual’s ID, and included the following classes (BSC, CARMP, HCP/MERP, ISP, PT/OT, and SLP).  The certification report then shows everyone trained on each of these classes, providing them with a very detailed way to track IST completion.  Great job Jessica!!!

 

So as you can see there are pros/cons to either way.  I’m also interested if anyone else has built IST tracking in a different manner than the two described above.  My ultimate goal is to eliminate the need for external tracking, and to be able to pull meaningful/helpful information out of TMS.  On that note here are my TMS requests to Therap (pretty please with a cherry on top!!!):

1.  Make the TMS reports have the ability to export to excel.  This exists almost everywhere else, why is it just PDFs in TMS?

2.  Provide the ability to run certification reports based on course and/or class, not just class.

 

Things are heating up! by Lorelei Glenn

…at least as far as the weather goes. It was around 97 here in Omaha yesterday, and the College World Series is in full swing.

A couple of weeks ago I had the opportunity to help Therap with the NM conference in Albuquerque. I met many great folks down there, and even learned a few new things. The Therapites even invited me to go with them to Tim’s Place. What an inspiring young man!

Tim's Place

I got it!! by Kari Schultz

Welcome to North Dakota Jordan! Sorry for forgetting your name initially.

Day One ND Regional Conference by Kari Schultz

Welcome to day one of the North Dakota Regional Conference. Therap team that has joined us today is Deb, Chelsea, Joseph, and oh for the life of me I cannot remember the last team member please forgive me. Great presentations so far. All of us having lots of fun. :)

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