Biggest Loser In Waiver

The Biggest Loser competition in the Waiver Department ends this pay day!  The competition started August 10th with 12 contestants competing to see who could lose the most weight (in pounds) by November 2nd.  As the weeks have passed, 8 contestants dropped out, leaving only Darrell, Angela, Vickie, and Theresa H. still vying for a cash prize.  At our last weigh-in Darrell was in the lead over Theresa H. by only four pounds and Vickie was only three pounds away from second place.  Angela is too far behind to be a contender but is still thrilled with a 7 lb. loss!

 

We all weigh in again this Friday to see who wins.  The first and second place winners will take a percentage of a cash prize while the rest of us still get the reward of lost weight.  It's been fun!  Congratulations to everyone who lost weight; let's see if we can keep it off over the holidays.

 

 

Reminder: Client Signatures Always Required

Be advised that while there are occasionally circumstances under which you may leave a client's care without the client's signature (or guardian's signature) on your timesheets, we still cannot process those timesheets until they are signed.  An unsigned timesheet is the same as no timesheet at all when it comes to billing Medicaid and processing your pay. 

 

Your waiver paperwork is audited twice by two different departments before you are paid and then audited a third time by a third department before the paperwork is finally filed.  After that, your paperwork waits for an annual licensure audit and then a Medicaid audit.  With this much scrutiny paid to every piece of paperwork you turn in, it is imperative that we get it correct.  A missing signature may not seem like a big deal but we assure you that auditors do not make exceptions no matter how good or reasonable our excuses may be. 

 

As always, the best way to prevent delays in pay is to always--every time--get the client's or guardian's signature on your timesheets and/or mileage forms before you leave.

 

Thanks again for your attention to this detail.  Have a safe and happy Halloween!

 

 

 

Turkey Jam Dance Nov. 16th

Adult Waiver clients are invited to attend the Annual Turkey Jam Dance at the Civitan Center on November 16th from 5 - 7 p.m.  This event is hosted every year as an Open House for Saline County students in grades 10 - 12 special education classes. 

 

 

 

 

Waiver employees may accompany clients to the dance as a recreation and socialization activity.  Don't forget your documentation during the dance.  Have fun, be safe, and thanks again for everything you do.  The clients notice when you care and we notice your efforts to make their lives better.  Keep up the good work!

 

 

Openings for Bus Monitors

The Transportation Department at the Civitan Center has openings for morning and afternoon bus monitors.  If you are interested in being a bus monitor or can refer someone qualified to be a bus monitor, please contact Dixie at the Center.

 

Be advised that all applicants must be at least 18 years of age and possess a high school diploma.  Applicants will also be required to pass a drug test and submit to a state background check.  See Dixie for more information.

 

 

Reminder: Minimum Wage For Timesheets Over 30 Days Late

We appreciate your weekly efforts to turn in your Waiver paperwork on time.  Timely submission of time sheets, mileage, and documentation helps us pay you on time and bill for reimbursement on time, as well as track your client's progress on a quarterly basis.  Paperwork turned in late forces three departments and up to six administrators to stop production of the current week's work load and correct payroll, billing, and reports for the previous weeks that are turned in late. 

Most Waiver employees are aware that pay for late paperwork is generally bumped to the next pay period.  However, we want to remind everyone that paperwork turned in over 30 days late is not only bumped but is also paid at minimum wage. 

 

Be advised that this is not a new policy; if you attended the annual Charge training (which was mandatory) this year you were informed that The Finance Committee approved this policy in January 2011.  We are happy that this policy rarely needs to be enforced because most Waiver employees don't risk being over 30 days late.  However, since it rarely happens it can be easy to forget that this policy exists.

 

We appreciate your attention to this reminder.  Hopefully you will never need more than a reminder on this topic!  Thanks again for your efforts to help us keep ahead of the never ending paperwork in Waiver.  You matter.  We appreciate you.      

Documentation Procedures

 

 

Just a reminder that all Waiver documentation must be done daily during your shift with your client.  There is never a circumstance in which it is acceptable to complete documentation forms on any other day.  You may not wait until the end of the week to complete documentation for the week, nor should you wait until the following Monday to complete documentation for the previous week.  You must document on the actual day of work during your shift or at the very least, immediately thereafter. 

 

Please do not risk being observed filling out documentation forms on Monday morning for the previous week or any other day.  Waiver plan renewal, measured progress, and long term goal planning are dependent upon the accuracy and truthfulness of our documentation.  We cannot compromise our commitment to our clients by tolerating anything less than timely and accurate information provided on Waiver documentation forms.

 

We appreciate your cooperation and as always, your expert and professional care of your clients.

 

 

Curly The Bear Fundraiser

A special fundraiser benefiting Civitan Services begins this fall with the sale of an ultra-soft plush teddy bear.  Curly The Bear is nearly 2 feet tall with a bow tie and a heart on his paw, appropriate for all ages.  Curly is sold for $19.99 with $10 of every sale donated to Civitan Services.

There is no requirement to participate but we wanted to make everyone aware of the opportunity to participate as we plan our holiday gift-giving.  Full-color flyers and order forms are available at the Civitan Center.  Orders for Curly The Bear are due no later Friday, October 26th.  See Carrie or Amber in Adult Services if you are interested.

Holiday Closings at the Center

The Civitan Center will be closed on the following days through the holidays:

 

November 22nd - 23rd

 

December 24th - 31st **

 

January 1st

 

 

All normal Waiver deadlines will apply even when the Civitan Center is closed. 

All timesheets, mileage sheets, and documentation forms are due in the Waiver drop box

(or by fax or email) no later than 10 a.m. every Monday for Community clients.   

Group Home paperwork is due to Elaine no later than 9 a.m. every Monday. 

 

**Remember NOT to drop off paperwork at the Civitan Shoppe during the week of

December 24th - 31st.** 

 

Be sure to check back here for updates on procedures for the December 28th pay day.  

Guidelines for getting paid will be posted as we get closer to that date.

Free Workshop in North Little Rock

Safety and People with Disabilities: The Tools

 WHEN: Tuesday, October 23. 2012

TIME: 8:30 am to 12:30 pm

 WHERE: Partners for Inclusive Communities

2001 Pershing Circle, North Little Rock, AR

Overview and Purpose: The Tools training focuses on risk factors and protective factors. The best defense against abuse and exploitation is to teach a person with a disability to be a confident and assertive person. It is impossible to teach about abuse and exploitation in a vacuum. It must be taught in a wider context of relationships, skills and values. This workshop will discuss these issues and scenarios will be used to encourage discussion. We encourage parents and interested others to attend.

 Sponsored by:

Partners for Inclusive Communities-UA

 

If you plan on attending – please send an email to Roberta Sick Sick@uark.edu or call 501-682-9918 or Monie Wright mmw013@uark.edu or call 501-682-9898.

 

Please join us for this valuable training opportunity and chance to network together.

 

Registration – There is no charge for this workshop, but space is limited.

Send by email or fax registration form to Monie Wright – mmw013@uark.edu or call if more information is needed. Fax: 501-682-9991 or Phone: 501-682-9900

Waiver Email Database

In a continuing effort to improve communication even more between the Admin and Waiver departments, we are requesting that all Waiver employees make sure that we have a good email address on file.  While most important information will still be duplicated here, there are times when communication needs to be private due to client confidentiality, payroll issues, or HR requirements. 

 

For example, sometimes a good email address can be the difference between getting paid on time or paid late when paperwork is missing.  You can help us keep communication strong by updating your email address so that we have another option to reach you when needed.   

If you have never provided an email address or have changed email addresses, please send a good working address to Angela at agattin@civitanservices.com. 

Thanks in advance for helping us solve small problems while they are small!

Civitan T-Shirts and Hoodies Available

The Adult Services Department at the Civitan Center will be ordering customized t-shirts and zippered hoodies featuring the Civitan Services screen-printed logo.  Waiver employees and clients are welcome to place orders if interested.

 

T-shirts will be long-sleeved.  Hoodies will feature full zippers and hoods.  Both styles will be available in a variety of colors.  Prices range from $11 - $14 for t-shirts and $25 - $29 for hoodies in sizes available from Adult Small through 4XL.  (Some colors are not available in 2XL, 3XL, or 4XL.)

 

Orders must be placed no later than Friday, October 26th, cash only, exact change only.  You may contact Carrie or Amber in Adult Services or Felicia in Administration to place your order.  Forms may be picked up at the Civitan Center.

 

We hope you enjoy your custom apparel!

Free Flu Shots for Waiver Staff

We are pleased to announce that Smith Caldwell Pharmacy will be offering free flu shots to all staff of Civitan Services, including Waiver staff.  If you are interested in receiving a free flu shot, please sign up at the front desk at the Civitan Center no later than October 19th.

If you have any questions you may contact Carrie in Adult Services.  Thank you in advance for being proactive about your health during cold and flu season.

2012 Fall Festival Dance

Clients, families, and friends of Civitan Services are invited to our 2012 Fall Festival Dance on Friday, October 12th from 5 - 7 pm.  The dance will be held at the Civitan Center and will feature a Halloween costume contest for those who wish to participate.  Light refreshments will be served.

 

 

Waiver employees are welcome to accompany their Waiver clients to this dance as a recreation and socialization activity. Remember your documentation but remember to have a good time relaxing with your clients as well.

Safe Driver Training

Just a reminder that Transportation Training (Safe Driver Training) is mandatory for all Waiver employees.  If you haven't taken this training since your date of hire or it has been several years since you have taken it--you need it!  Transportation Training is coordinated through our Director of Transportation so please contact Dixie to schedule your training as soon as possible.  If you aren't sure whether or not you need to renew your training, you can always check with Steve in Human Resources.

This won't be the last time you get this reminder. We need to bring the entire Waiver staff current on this training before our next licensure review in June 2013.  The crunch to get everyone caught up on training requirements gets more stressful the closer we get to June so please be proactive and get trained before we reach crunch time.

Thanks so much for all you do to serve our clients and help keep them safe on the roads.

State Fair Outing For Waiver Clients

We are pleased to have the opportunity to take a select group of Waiver clients to the Arkansas State Fair on Wednesday, Oct. 17th.  Clients and staff will be departing from the Group Home at 10 a.m. and will return around 5 p.m.  Darrell has created a roster for this event and will be supervising and coordinating transportation.  If you or your client would like to attend, contact Darrell ASAP for more information.  As always, it's better not to wait until the last minute!

Thank you to all staff who have already signed up to accompany our clients to this special event.

Welcome

Welcome to our latest communication tool to keep everyone working in Waiver at Civitan Services up to date on important information that affects you and your clients.  Be sure to check this blog every week for updates, special events, policy changes, holiday deadlines, etc.  As always, contact Darrell or Angela with any questions or concerns you may have.

We look forward to keeping you better informed about Waiver at Civitan Services.