Home Care Commission Minutes July 6 2017

Oregon Home Care Commission MinutesJuly 6, 2017 Page 1 of 9

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Oregon Home CareCommission (OHCC)
Meeting Minutes
July 6, 2017
Members Present: / Ruth McEwen (Chair), Marsha Wentzell, Laurie Schwartz-VanZandt, Mat Rapoza, Roxie Mayfield (by phone), Kylie Milne (by phone)
Members Absent: / Gabrielle Guedon, Lee Girard
Others: / Avery Horton (by phone)
Staff: / Jenny Cokeley, Nancy Janes, Roberta Lilly,
Cheryl Miller, Ray Miller, Joanna DeMeyer
Meeting Called to Order
The meeting was called to order at 10:11a.m. by Chair Ruth McEwen.
1BAdoption of Agenda
CommissionerWentzell moved to approve the agenda as written. Commissioner Rapoza seconded. Motion carried.
0BApproval of Minutes
CommissionerWentzellmoved to approve the June minutes as written after Chair McEwen expressed appreciation to Joanna for the clear, concise manner in which they are written. Commissioner Milneseconded. Motion carried.
2BAnnouncements
Cheryl Miller, Executive Director, reminded Commissioners whose terms were expiring to submit their names to the Executive Appointment office.
Chair McEwen discussed the possibility of having an alternate representative available to attend Commission meetings if a Commissioner requests a leave of absence. She believes this would alleviate the issue of not having a quorum when Commissioners are absent for an extended period of time. Cheryl willcontact the Executive Appointment office to see if this is possible and will report back at the next Commission meeting.
Chair McEwen reminded members of the public in attendance to provide a written copy of their public testimony to Oregon Home Care Commission (OHCC) for record keeping purposes. Cheryl explained that typically the written copy is provided in advance of the meeting in order for Commissioners and/or staff to review and provide feedback or answer any questions.
Public Testimony
Avery Horton, a homecare worker (HCW) was present by phone to provide testimony. A written copy of his testimony was not submitted, therefore a summary is provided.
Mr. Horton asked to be notified when OHCC has public meetings and/or press releases. He was reminded that the OHCC website has this information available and it is updated regularly. Cheryl offered for OHCC to send him a link where he can subscribe to receive automatic updates by email.
Mr. Horton asked if he could advocate on behalf of his employer, who he reports was recently denied a surgical procedure.
Commissioner Rapoza explained that a denial of a surgical procedure would typically be made by the client’s Coordinated Care Organization (CCO). This decision can be appealed directly to the CCO. If the CCO denies the appeal, based on OHA rules, it can be appealedduringa reconsideration process. Additionally, CCO’s have a Registered Nurse (RN)assigned to them who can advocate on behalf of the client. The RN willreview the appeal and look at it from a medical perspective to determine whether or not to ask the CCO to overturn their decision.
Commissioner Rapoza suggested that Mr. Horton advise his consumer to contact their caseworker and ask for the CCO customer service number. Commissioner Wentzell believes the contact number for customer service may also be located on the back of the consumer’s insurance card.
Governor’s Commission on Senior Services (GCSS)
Chair McEwen had nothing to report this month.
Oregon Disabilities Commission (ODC)
Commissioner Schwartz-VanZandt had nothing to report this month.
Aging and People with Disabilities (APD) Update
Commissioner Rapoza provided an update about the changes to Service Priority Level (SPL) eligibility criteria and assessments for Activities of Daily Living (ADL). The changes areexpected to be in place on October 1, 2017. APD expects this to affect four percent of consumers, which translates to approximately 100 consumers per month.
Aging and People with Disabilities (APD) Update continued
APD is considering changing the pay periods for HCWs. Rather than the current bi-monthly pay period, HCWs would have a 14 day pay period. This is expected toprovide workers with an easier way to manage their hours, and possibly reduceunauthorized time overages. Initially it may look like a HCW is receiving less hours, but in actuality, theywill have more pay checks.
Cheryl believes it would be beneficial to have a concise, easy to read resource sheet available to share with STEPS consultantsas well asmailed to every consumer. HCWs would have access to the resource sheet with a link to both APD and OHCC Facebook pages. She reiterated that communication to HCWs and consumers is very important when making a change that will impact them in this way. Cheryl offered for OHCC to assist in these communication efforts. Commissioner Milne believes workers would embrace the change, if they knew they would be paid more often.
Commissioner Rapoza added that APD would need to create a new pay period calendar if these changes are instituted. Cheryl offered OHCC as a resource to assist in making the new calendar easier to read. She also suggested APD work with DHS Publications who can provide assistance with publishing the document so it is written at the appropriate reading level.
Commissioner Wentzell asked if the pay period could be listed at the top of the worker’s home page on the Registry. Cheryl explained that OHCC regularly meets with the Office of Information Services (OIS) and Information Technology Business Services Unit (ITBSU) to discuss Registry enhancements. One feature being considered would allow short bulletins with important messages to pop up when a worker logs in to the Registry.
Commissioner Rapoza also provided an update to the time in motion study which was completed in December, 2016. 120 consumers participated in this study.
In-home agencies were also included. The study focused on the difference between hours authorized versus hours claimed. He noted that in-home agencies across Oregon are onlybilling 75% of the hours they are authorized. Chair McEwen asked if this was a result of the trained staff providing the services as opposed to HCWs. Commissioner Rapoza did not believe that was a factor in the discrepancy.
Aging and People with Disabilities (APD) Update continued
Commissioner Rapoza met with GCSS to discuss the results from the time in motion study and heard many of their concerns about the changes. He explained that APD will be meeting withthe Centers for Medicaid Services (CMS) to get a sense of what they will be approving.
The final time in motion report has been received, and he will be scheduling stakeholder meetings and Rule Advisory Committees (RACs) to discuss the findingsas well asexamine in detail the adjustments that will be made. He explained that APD continues to havediscussions with Legislators regarding the time adjustments. The result may lead to a net reduction in hours (due to the budget shortfall). Commissioners should expect to receive invitations to attend stakeholder meetings and RACs by the end of July. Cheryl encouraged Commissioners to attend the RACs in person if at all possible.
Community Advisory Councils (CAC)/Coordinated Care Organizations (CCO)
Commissioner Mayfield had nothing to report this month.
Budget Update
Carla Bird, Budget Analyst, reviewed the Home Care Commission Budget Report for April and May 2017. She explained the projections included in the May 2017 budget should cover Workforce Development contracts that are currently outstanding. Commissioner Wentzell asked if the projected variance to budget (General Fund) amount was rolled over from month to month. Carla replied yes. Chair McEwen asked if funds were rolled over from biennium to biennium. Carla explained that is not the case. A brand new budget will be created for the new biennium.
OHCC Legislative Committee – Bill Reports
Jenny Cokeley, Special Projects Coordinator, discussed the following bills currently being tracked by OHCC:

House Bill (HB) 2304-Adds peer support specialist, family support specialist, and youth support specialist to the Traditional Health Worker Commission membership.
House Bill (HB) 3008-Prohibits employer from requiring employee to create, file or sign documents containing information that employer knows is false related to hours worked or compensation received by employee.
Senate Bill (SB) 104-Modifies provisions relating to registry of person who provide care in certain facilities.

OHCC Legislative Committee – Bill Reports continued

Senate Bill (SB) 317-Expands where state, county or city public bodies may hold public meetings to include locations within Indian country of federally recognized Oregon Indian tribe that is within Oregon.
Senate Bill (SB) 828-Requires large employers in specified industries to provide new employee with estimated work schedule and to provide current employee with seven days’ notice of employee work schedule.
Senate Bill (SB) 949-Makes noncompetition agreement or certain covenant with home care worker voidable by home care worker.

Chair McEwen asked that future bill reports include the corresponding letter with the bill name, as well as the vote record. She noted that Oregon Project Independence was tentatively approved for the full funding amount and expressed excitement that this item was put before the Ways and Means committee for the first year ever.
Worker’s Classification – Workforce Development Update
Jenny Cokeley distributed the new Homecare Worker Guide anddiscussed changes that have been made. Commissioners expressed appreciation to her for her hard work on this effort. The HCW Guide will be translated and available on the Department of Human Services (DHS) forms server in Vietnamese, Somali and Arabic, while Russian and Spanish translations will be printed.
Jenny shared demographics of the Pac/West Communications photo and video shoots which took place in June in Portland and Salem. The photo/video shoots featured both HCWs and PSWs, which were recruited by SEIU Local 503. They included:

15 workers & three consumers
Candid and staged shots
Moving testimonies about why people choose to be HCWs and PSWs. One example was a nurse from another country who moved to the United States but was unable to practice, instead becoming a HCW
Two videos featured workers in Spanish

OHCC partnered with the Deschutes County Developmental Disabilities (CDDP) program and local STEPS contractor on June 14, 2017to host a meet and greet for consumers and current PSWs. Consumers and their family members conducted onsite interviews as part of this event.
Worker’s Classification – Workforce Development Update continued
Roberta Lilly, OHCC Program Manager provided a one hour “Working Together” workshop for providers while the STEPS consultant provided a one hour training for consumers. Roberta estimated 15 workers and families in attendance. Cheryl explained that many family members attended with their (consumer) family member, offering them the opportunity to see how the PSWs would interact with the consumer prior to being hired.
A recruitment event will be held on August 23, 2017 in Reedsport. This event will be in partnership with the Southwest Oregon Workforce Investment Council. Participants are expected from Coos, Curry, and Douglas County. High school students ages 18 and older will also be invited to attend.
Q&A Staff Reports:
Bi-Monthly Developmental Disabilities/Mental Health (DD/MH) Committee, monthly OmbudsAdvisory Council and Traditional Health Worker (THW) Commission
Ray Miller, DD/MH Committee Coordinator reviewed the bi-monthly DD/MH Committee, monthly OmbudsAdvisory Council and THW Commission reports provided to the Commission.
Chair McEwen asked Ray to include “Oregon Health Plan” in the title of his report so the Commissioners knew which OmbudsAdvisory Council he was reporting on. She also asked Ray to report back on the average wait time for calls to the OHP processing center because she has heard that it is quite long.
Ray was asked to provide copies of the THW brochure to Commissioners.
Monthly Training/Registry Reports
Roberta Lilly reviewed the monthly Training and Registry reports provided to the Commission. She reported that the percentage of workers with “no shows” to training classes has been declining. The no show rate is projected to further decline, if not be completely resolved with the transition to iLearn. ILearn has the capability to send reminders to workers when they register for a class.
She provided an overview of a new report feature, “phone tracking”, which includes both incoming and outgoing phone calls. This reporting feature will assist in better understanding the call volume currently experienced by OHCC Training and Registry staff.
Monthly Training/Registry Reports continued
Roberta noted there will be three instructors learning the materials for Enhanced classes in July. She anticipates there will be five total instructors for this material by the fall of 2017.
Cheryl noted the union wanted more time to complete the Survey Monkey for upgrades to the Registry. The survey was recently sent to staff and stakeholders asking for their input. Roberta agreed this would be beneficial and she will re-send it.
Commissioner Wentzell shared her pleasure at having recently hiring an Enhanced HCW to assist her. She also attended a training class, “Preventing Disease Transmission (PDT). She noted that she enjoyed the class and felt it contained relevant information.
Executive Director’s Report June 2017
Cheryl Miller distributed a copy of the Executive Appointments Board Roster to Commissioners. She will email it to Commissioners attending the meeting by phone.
Cheryl also shared what she did in June.

Participated in bargaining meetings with SEIU
Participated in bi-monthly COMPASS teleconferences. She noted that workers who participate in the COMPASS program are encouraged to apply what they are taught to work safely in the home with the consumer-employer. OHCC has also helped in partnering COMPASS with the Homecare Supplemental and Benefits Trusts program to provide Employee Assistance Program (EAP) benefits to workers. The EAP program is a work-based intervention program designed to identify and assist workers in resolving personal problems which may adversely affect their performance at work
Had a weekly check-in with Joe Espinoza, DHS Labor Relations Director to discuss complaints, grievances and arbitrations
Attended a “Behavioral Health Call to Action – Improving Outcomes for Older Adults and People with Disabilities in Oregon” teleconference
Continued to hold weekly one-on-one OHCC internal staff meetings and monthly cross-team meetings
Attended monthly one-on-one meeting with Mike McCormick, APD Deputy Director
Met with DHS Publications team to continue brainstorming the re-branding of the STEPS program

Executive Director’s Report June 2017 continued

Participated in a Boards, Commissions and independent state agencies meeting. Topics of discussion included:
Recruitment of diverse members to Commissions or Boards
IT security and support
Enterprise Leadership Team meetings
Cheryl and the Registry team continue to meet weekly with OIS and ITBSU to continue maintenance and enhancement discussions, improvements and planning requests
Participated in a Workforce Development Committee meeting to review a Registry survey and overview iLearn for committee members
Attended a monthly Joint Issues Committee meeting
Met with a Community College representative to discuss career pathways and stackable credentials. Cheryl will be meeting with them in September to discuss workforce recruitment partnership opportunities
Participated in an African American Management Council meeting
Attended a monthly APD Central Leadership Team meeting
Met with Ellen Pinney, OHA and others to discuss mental health members not able to access State-Plan Personal Care services
Participated in a DD Management Team meeting. One issue discussed was the elimination of Regions due to the budget shortfall. The Regions were providing in-person Orientations. She explained OHCC Staff member, Kristen Eisenman is developing an online PSW Orientation, and expects to complete it by the end of July, 2017. Workers have 90 days after receiving their provider number to attend an Orientation. OHCC will also provide regional, quarterly, in-person PSW Orientations as well
Met with Ray Miller, who is charged with updating a Commissioner notebook
Attended both the PSW and HCW Training Committee meetings for Roberta Lilly, who was away from the office
Participated in an OEI Partner meeting
Held a monthly SPOTS meeting with OHCC staff

Adjournment
The meeting was adjourned at 12:43 p.m. by Chair McEwen.
2017 Attendance Record
Name / Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sep / Oct / Nov / Dec
Gabrielle Guidon / X / X / X
Ruth McEwen / X / X / X / X / X / X / X
Roxie Mayfield / X / X / X / X / X
Kylie Milne / X / X / X / X / X / X
Mathew Rapoza / X / X / X / X / X / X / X
Laurie Schwartz-VanZandt / X / X / X
David Toler / X / New O4AD representative in the appointment process
Marsha Wentzell / X / X / X / X / X
Lee Girard / New O4AD representative / X / X