Reorientation Classes for Licensure Review

DDS requires that all Waiver staff attend reorientation and a refresher course on First Aid every year. 

 

If you have been on staff for over a year, you must attend one of the training sessions listed below. 

 

Please sign up for one of the classes by contacting Becky at the Front Desk at the Center (NOT ANGELA).  We will need a headcount for each class to ensure we reserve a large enough room for the classes so please call and schedule.

 

Available classes:

 

Wednesday, May 29^th , 8:30 – 11:30am 

Wednesday, May 29^th, 12:00 – 3:00pm 

Thursday, May 30^th, 5:30 – 8:30pm 

Friday, May 31^st, 12:00 – 3:00pm 

Tuesday, June 4^th, 5:30 – 8:30pm

 

Be advised that these refresher courses are mandatory, meaning you may not skip them for any reason, including a second job, lack of child care, or illness.  Thanks in advance for helping us comply with our many mandatory regulatory standards.

TB Skin Tests--2nd Round and Last Chance

Our staff nurse will be administering TB skin tests at the Center on

 

Tuesday and Wednesday 5/28/13 and 5/29/13 from 3-5

 

with reading of skin test on Thursday and Friday 5/30/13 and 5/31/13 from 3-5. 

HR reports that the following Waiver employees are due for TB skin tests. 

Christie C.
Donna C.
Mary C.
Melissa D.
Becky D.
Cynthia D.
Glenda H-W.
Barbara H.
Katie I.
Makayla J.
Megan J.
Teresa L.
Paula M.
Terry M.
Robin N.
Valerie N.
Destinee S.
Natara T.
Annette W.
Casey W.

Please follow up with Steve in HR (not Angela) if you have questions or have already renewed your TB skin test somewhere else.  If so, you can fax documentation to Steve as soon as possible.

Mileage Details

Just a reminder that our auditors require as much detail as possible on your mileage forms.  For instance, if you take your client to Little Rock to eat dinner your mileage sheet should not read "Little Rock for dinner."  Your mileage should list the name of the restaurant in Little Rock. 

 

When you return home your mileage sheet should not read "Home."  You should specify whether it was the client's home or your home and/or give the address. 

 

Auditors review the mileage claims we submit to make sure that mileage is not inflated so they need to be able to determine your exact locations from the details you provide on your mileage forms.  Be specific.  List the names of businesses and the city when you travel outside the area.  Specify the starting location as well--use the address whenever possible.  If you don't know the address you can still specify locations such as "U.S Pizza, Bryant AR."  If you go to the bank please don't write "bank."  Give the name of the bank and the general location.  Give the names of stores and doctors' offices.  Give the names of churches and or city parks or recreation areas.

 

Remember that the Group Home is not the Civitan Center and vice versa.  We see lots of mileage forms in which staff refer to the Civitan Center as the Group Home and our auditors will want to know why clients who don't live in the Group Home were picked up there.

 

Thanks again for your attention to details.  They are important!  We want to be able to defend your mileage claims anytime an auditor questions them so the more information you give us, the more successful we will be.

Guidelines for Waiver Paperwork

Guidelines for Waiver Paperwork

 

No White-Out.  Draw a single line through mistakes and initial; do not use White-Out, do not scribble or black out. 

Write Client’s full name (first and last). 

Client or guardian must sign timesheet and mileage sheet.  Do not turn in unsigned timesheets or mileage sheets--they will not be processed until they are signed.   

Client or guardian must sign off on every mileage entry on mileage sheet.   

All signatures must be dated. 

Round to the nearest 15 minutes on all time entries. 

Times listed in documentation MUST match times listed on timesheet. 

Initial all documentation entries and sign all documentation sheets. 

Use the correct timesheet.  Do not use Community timesheets for Group Home clients; do not use Group Home timesheets for clients who do not live in the Group Home. 

Turn it in on time.  All Community Waiver paperwork is due by 10:00 a.m. every Monday morning.  Group Home paperwork is due by 9:00 a.m. every Monday morning. 

Documentation must accompany every timesheet; they cannot be turned in separately. 

**Deliberately or accidentally falsifying timesheets, mileage, or documentation is Medicaid fraud; don’t risk it!  Do not fill out timesheets for work you have not actually completed.  Do not document on work you did not complete.  Double-check all dates and all signatures.**

Paperwork Deadlines Apply For Memorial Day

Be advised that although the Civitan Center will be closed on Memorial Day (Monday, May 27th), all normal deadlines will apply for Waiver paperwork.  Angela will be processing Waiver payroll promptly and will then take vacation for the rest of the week so there will be no late paperwork accepted. 

Please make sure your paperwork is turned in no later than 10:00 a.m. on Monday, May 27th (9:00 a.m. for Group Home staff).  This deadline also applies to employees who fax or email their paperwork--any later than 10 a.m. will mean delayed pay--please don't risk it.

Reminder--Client Signatures

Please be reminded that timesheets should not be turned in without client signatures.  It is not acceptable to turn in an unsigned timesheet with a note on it asking someone else to obtain the client's signature for you.  YOU--and no one else--must obtain client signatures for your timesheets.  There are no exceptions to this rule.  If you did not obtain a signature on your timesheet you should not turn it in until it is signed. 

Unsigned timesheets are considered incomplete and will not processed for pay until they are signed.  Please remember in the future to hold all unsigned timesheets until they are signed.

Thanks again for your attention to detail and your compliance with the many rules that help keep us in good standing with our regulators.

Tube Feeding Training--May 30th

Our staff nurse will hold training for those who serve clients with feeding tubes on Thursday, May 30th at 3 pm at the Center.  All Waiver staff members who work with clients using feeding tubes need to attend this training unless you have had a refresher training course within the last year.  If you cannot attend the training please follow up with Darrell immediately.

Drive Through BBQ

Orientation May 14th

Orientation for new employees will be held on Tuesday, May 14^th from 12 to 2pm at the Civitan Center.  All new Waiver employees are required to attend this Orientation training.

 

If you have any questions, please follow up with Steve in Human Resources.

A Message From Our Director

Good Morning Everyone, 
 

I wanted to take just a minute to thank you all for attending the Annual Charge meeting a couple of weeks ago.  I hope you all learned a lot and enjoyed the day being with your co-workers and friends in a relaxed environment. 
 

One of the things we discussed that day was the need for all of our employees to show a sign of support for our building project.  I have been absolutely blown away by the positive response we have received so far.  For those of you who signed a pledge form, you will receive a note with your paycheck on Friday confirming your wishes.  Please review this closely and let Stacy know if you see any discrepancy.  However, we still need to increase the percentage of employees involved before we travel to Oklahoma next week to meet with representatives of the Mabee Foundation to make our request.  In an attempt to make things easier for you, Stacy is going to make herself available in her office for anyone who would like to make a donation on Friday when everyone is in the Admin hallway to pick up paychecks.  This will allow you to make your gift in a more private way while ensuring that you will receive appropriate credit for your support.   Please remember that EVERY gift counts.  The dollar amount is not nearly as important as your participation at any level.  I will also have extra pledge forms available in case yours has been misplaced.  
 

Thanks again for all you do each and every day.  Your commitment to the men, women and children of Civitan Services is top notch.   
 

Leah

Parking Challenges

Just a reminder that until the new Adult Building is completed in Bryant we will continue to face parking challenges.  PLEASE be careful in our parking lot.  Do not create new parking spaces that close off the drive paths.  Remember we have large buses that must fit between your vehicles!  We need to keep client safety in mind as well as remember that families need to be able to park and come in to check their family members in and out of our programs.  We have had more than one fender-bender from folks parking behind other vehicles so consider the risk before you park behind someone--it might not be worth it.

 

We all have to work together!   Remember that there is additional parking available at the Boys and Girls Club next door as well as on the street in front of the building.