All Deadlines Apply Over The Holiday Break

One final reminder that even though the Civitan Center will be closed between Christmas and New Year's Day, all normal deadlines for Waiver paperwork will apply.  Paperwork WILL be collected as usual every Monday morning--10 a.m. for Community, 9 a.m. for Group Home.  You may still fax or email your paperwork or place it in the drop box outside the Center.  However, do not drop off any paperwork in Bryant at The Civitan Shoppe.

 

Please remember that late paperwork received after the deadline on the 24th and the 31st won't be processed for pay until the January 25th pay day.  Please don't risk this delay!  Be on time!

Merry Christmas to you and your families! Please be safe in your travels. Thank you for all the work you do all year to enrich the lives of our clients.

Late Pay Schedule Through January

Despite our repeated warnings over the last 30 days there were still a handful of folks who turned in their Waiver paperwork late this pay period and also a few who did not turn in any paperwork at all.  Due to our holiday closings this will cause a significant delay in your pay.

 

Be advised that for late or missing paperwork turned in after 10 am (9 am for Group Home) on December 17th, you will receive your pay on January 11th, providing all paperwork is correct.

 

For late or missing paperwork turned in after 10 am (9 am for Group Home) on December 24th or December 31st, you will receive your pay on January 25th, providing all paperwork is correct.

 

Paperwork will be collected from the Civitan Center during the break, so all normal deadlines will apply.  Please remember not to turn in any paperwork at the Civitan Shoppe in Bryant during the holiday break. 

 

Thank you for your cooperation and Happy Holidays!

Reminder--Initials In Documentation

Please be reminded that your initals should always appear in your documentation at the end of your daily notes.  On the Community documentation forms your initals should also appear on the charting page at the end of each column.

Also remember that start times and end times in your documentation MUST match your timesheet exactly.  If your timesheet says your shift ended at 8 pm, your documentation cannot end at 7:30.  You must document all the way to the end of your shift.  Likewise with starting times; if your timesheets says your shift begins at 4 pm, your documentation cannot start at 4:15.  Make sure all start and end times match your timesheet before you turn in your documentation.

Thanks again for your attention to these details--they may seem trivial at times but they are very important at audit time!

Don't Be Late--Holiday Pay Period Changes

Just a reminder that due to the shift in pay days during our holiday closing, it will be important that all paperwork is received on time during the next few weeks.  Although pay days will shift according to the schedule we have already published below, deadlines for Waiver paperwork will remain the same.  Please don't risk having your pay bumped to the end of January--get your paperwork in on time at all costs over the next few weeks.

 

Paperwork received late next week will be bumped to the January 11th pay day. 

Paperwork received late the week after will be bumped to the January 25th pay day.

Errors on paperwork will also cause pay to be delayed until they are corrected.

Be advised that since the office will be closed during Christmas week, Angela and Darrell will not be available to make exceptions for late paperwork.  It all must be on time--no exceptions.

 

DO NOT DROP PAPERWORK AT THE SHOPPE IN BRYANT DURING CHRISTMAS WEEK!

Pay days in December will be:

December 14th
December 21st

Notice these pay days are only one week apart. Providing all regular deadlines are met and paperwork is correct, you will receive two week's pay on December 14th and one week's pay on December 21st. The December 21st pay day will be the last pay day of the year so it will be especially important that all paperwork is correct and on time to avoid any pay being held for corrections.

Pay days in January will be:

January 11th
January 25th

Notice that this means there will be three weeks between the December 21st pay day and the January 11th pay day. You will need to plan ahead for this. Providing all deadlines are met and paperwork is correct, you will receive three week's pay on January 11th and then return to the normal two week's pay on January 25th.

The Waiver box for paperwork near the front door to the Center will still be emptied on our normal schedule (10 a.m. every Monday) to keep the box from getting full over the break. Group Home paperwork will still be due to Elaine by 9 a.m. on Monday and will be collected promptly over the break. This means all paperwork during the break needs to be on time in order to be eligible for the January 11th pay day. Please don't risk going a month without pay!  Be on time and be accurate!

Group Home Open House

You are invited to visit the Group Home for a casual Christmas Open House hosted by the residents and their Waiver workers. The residents invite their family and friends to visit them in their home and sample the desserts they are making themselves.

Civitan Services Community Events

The Civitan Shoppe is having a 25% off sale on all winter clothing this Thursday - Saturday, December 13-15^th.

Christmas for the adult clients at the Center will be Friday, December 21^st. Santa will visit the preschool clients first at 9:00 AM and then the adult clients in their separate areas. Adult Services is putting on a Christmas program this year in The Dixon Building and clients will go home early at 1 p.m. that afternoon. 

 

The 2013 Polar Bear Plunge fundraiser for Special Olympics will be January 19^th. The theme this year is Disco Fever!  Contact Carrie in Adult Services if you are interested in being a part of this fun event.

Mark your calendars--the 2013 Peace, Love & 5K Run/Walk and 1-Mile Family Fun Run will be Saturday, April 13, 2013.  Waiver clients are encouraged to participate as volunteers or runners/walkers in either event.  Waiver employees are also encouraged to participate.  See Leigha in Community Development if you are interested in being a volunteer.

 

As always, thank you for your support of our fundraising events and activities.

Resolutions For The New Year

The Director of Community Development is asking Waiver employees to submit their resolutions for the New Year for project planning for 2013.  You are welcome to share your personal or professional resolutions or goals for the coming year by sending an email to ljones@civitanservices.com or stop by on pay day and see Leigha in person.  Leigha's office is near the front door to the Center, directly across from the receptionist's desk.

Thank you for your participation.

Civitan Club Christmas Party

 

You are invited accompany your clients

 

to the

 

Benton Civitan Club Christmas Party

 

at the

 

Civitan Center

 

on

December 10, 2012 at 6 p.m.

 

A traditional Christmas dinner will be served. 

 

There will be live entertainment and presents for our clients.

 

Please RSVP to Angela no later than Friday, December 7, 2012.

 

agattin@civitanservices.com or 776-0691

Outings For Clients--Keep It Positive

This week Saline County officially kicks off the Christmas season with both the Benton and Bryant Christmas parades.

The Benton Parade and Official Lighting of the Saline County Courthouse is Tuesday, December 4^th at 6:00 PM followed by the kickoff of pictures with Santa on the Courthouse lawn.

The Bryant Christmas parade is Thursday, December 6^th at 6:30 PM.

 

We appreciate all you do to help our clients celebrate the holiday season.  It is easy to forget that the holidays affect us all differently--including our clients.  If we get lonely and depressed during the season, of course our clients do too.  Your efforts to keep holiday activities positive and upbeat matters very much to them. 

 

 

 

  Never underestimate the difference you make by serving our clients!

The Waiver Department wishes all staff members

a joyous Thanksgiving holiday. 

 

We are grateful for your contribution to the lives of our clients.

 

"Let us be grateful to people who make us happy; they are the charming gardeners who make our souls blossom."  Marcel Proust

"We can only be said to be alive in those moments when our hearts are conscious of our treasures." - Thornton Wilder

"As we express our gratitude, we must never forget that the highest appreciation is not to utter words, but to live by them."  John F. Kennedy

"At times our own light goes out and is rekindled by a spark from another person. Each of us has cause to think with deep gratitude of those who have lighted the flame within us." Albert Schweitzer

"The deepest craving of human nature is the need to be appreciated."  WIlliam James

"Be thankful for what you have; you'll end up having more. If you concentrate on what you don't have, you will never, ever have enough."
  Oprah Winfrey

"He is a wise man who does not grieve for the things which he has not, but rejoices for those which he has."  Epictetus

Reminder--Overlapping Time

Just a reminder to make sure that if you work with a client who has multiple Waiver workers working with him or her, that the hours you claim on your time sheet do not overlap with the other workers' hours.  Some clients have up to 5 or 6 workers per week and it is all too easy for hours to overlap when dates and times on the time sheets are not entered correctly.

We cannot pay two employees for working with the same client at the same time, so unfortunately all conflicting time sheets have to be held without pay until we can resolve the overlapping hours.  When one or more time sheets are late that contain overlapping hours, the problem is much harder to solve.  We then have to contend with collecting pay back from employees or delaying pay until all employees can be reached and all time sheets corrected.  In short, it is a mess.  

Help us avoid this mess and potential delay of your pay by always making sure your hours or days do not overlap with another employee's time sheet.  We appreciate all you do to help us keep paperwork problems to a minimum.  

Reminder--Keep Contact Info Current

.

Just a friendly reminder that as Direct Care Providers to Waiver clients it is imperative that we be able to reach you at all times.  Please make sure that any time your phone number, email address, or mailing address changes that you provide us with the updated information.  Several times a month we attempt to reach employees by phone only to find their numbers disconnected.  We always need a current phone number for you--no exceptions. 

 

Imagine discovering an error on your paycheck and dialing our number only to find it disconnected.  The concern and frustration you might encounter when you can't reach us is the same that we encounter when we need to reach you regarding changes in your client's plan of care, medication, illness, or your work schedule.  Help us keep the lines of communication open in both directions by making sure we always have the most current contact information for you.

 

Thanks in advance for your assistance.  Good communication is huge part of solving problems quickly. 

Smoked Turkeys By Darrell

Darrell is once again smoking turkeys for Thanksgiving and currently taking orders.  This year's turkeys will be hickory smoked with a variety of citrus fruit and injected with Darrell's special marinade.  Turkeys will range from 12 - 15 lbs. and cost $30 each.  All orders are due to Darrell no later than Friday, Nov. 16th.  Turkeys will be available for pick-up on the 20th and 21st by 3 p.m.  Heating instructions will be provided.

Contact Darrell with your orders as soon as possible. 

Waiver Feedback Needed

We are considering holding a Fall Fest event on December 1st.  This would be an annual event for all Waiver staff, clients, and their families.  We are considering holding this event at Maumelle Park.  Your ideas, suggestions, and feedback on this event are welcome.  Please email your comments to Angela at agattin@civitanservices.com.

 

We are also considering holding an annual Christmas party on December 14th or 15th.  This event would include staff only.  We would consider locations in Little Rock or Hot Springs.  We welcome your suggestions regarding location or activities for this event as well.  Email Angela with your ideas.

 

Be advised that if you are scheduled to work with your client on Dec. 14th or 15th we would try to find a replacement for you.

 

Thanks for helping us plan these upcoming holiday events.

Pay Day Over The Holiday Break

The annual dilemna over how to handle the pay day that occurs during the Christmas week break (when the Center is closed) has been solved.  All Waiver employees will need to take note of the following changes and budget accordingly.

Pay days in December will be:

December 14th
December 21st

Notice these pay days are only one week apart.  Providing all regular deadlines are met and paperwork is correct, you will receive two week's pay on December 14th and one week's pay on December 21st.  The December 21st pay day will be the last pay day of the year so it will be especially important that all paperwork is correct and on time to avoid any pay being held for corrections. 

Pay days in January will be:

January 11th
January 25th

Notice that this means there will be three weeks between the December 21st pay day and the January 11th pay day.  You will need to plan ahead for this.  Providing all deadlines are met and paperwork is correct, you will receive three week's pay on January 11th and then return to the normal two week's pay on January 25th.

The Waiver box for paperwork near the front door to the Center will still be emptied on our normal schedule (10 a.m. every Monday) to keep the box from getting full over the break. Group Home paperwork will still be due to Elaine by 9 a.m. on Monday and will be collected promptly over the break.  This means all paperwork during the break needs to be on time in order to be eligible for the January 11th pay day.  Please don't risk going a month without pay! 

During the break it will still be acceptable to fax or email your paperwork as you normally do but do not drop off paperwork at the Civitan Shoppe in Bryant during the break--it will not be collected.

 

We will post several reminders about this between now and the holiday break but it is never too early to plan ahead.  Thanks in advance for your diligence as we head into the hectic holidays and for everything you do to keep Waiver working smoothly all year long!

Reminder--First Aid Kits

If you have ever turned in a mileage reimbursement form for a Waiver shift, you have surely noticed the small box in the top right hand corner of the form asking if you carry a First Aid kit with you.  An overwhelmingly large number of Waiver employees turn in their forms with this box unmarked. 

It looks like this: 

 

 

Do you have a First Aid Kit with you?

____ Yes _____ No

Please remember to check the appropriate answer regarding a First Aid kit in your vehicle.  If you do not have a First Aid kit in your vehicle, please contact Steve in Human Resources to get one as soon as possible.  You should always have a First Aid kit with you when working with Waiver clients.  If you always carry one, please remember to check this box on your mileage forms.  Every line and every question on every form is subject to audit, including this one.

 

We appreciate your assistance in helping us comply with the many, many rules and regulations in Waiver.  Compliance is a team effort!

 

 

Way To Go Losers!

The Biggest Losers are:

 

First Place  Darrell--31 lbs. lost

 

Second Place  Theresa H.--24 lbs. lost

 

Congratulations to you both!

 

 

 

Don't Forget To Vote

Election Day is Tuesday, November 6th.  Don't forget to vote! 

Changes in leadership affect changes in Medicaid funding and regulations.  Be a part of securing continued services and funding for our clients and families.  Early voting is already open in most local precincts; you don't have to wait until Election Day to cast your ballot!

 

If you didn't register to vote--get registered today.  It is free and easy!  Your voice matters.

Daylight Saving Time Ends

 

Daylight Saving Time ends on Sunday, November 4th. 

 

Remember to set your clocks back one hour before you go to bed Saturday night.

 

This is also a good time to check your home smoke detectors and carbon monoxide detectors, especially if you care for clients in your home.

 

If you care for clients who live alone, please also remind your clients

or assist them with checking their detectors.

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.