Closed For Independence Day

 

The Civitan Center will be closed on July 4th and July 5th in observance of Independence Day.

 

 

 

The Civitan Shoppe and the Civitan Donation Center will be closed on July 4th.

 

We wish you a safe and happy holiday.

Annual Licensure Review

Good Afternoon Everyone:

 

I just wanted to say a huge thank you to everyone for another year of success.  We had our exit interview with the licensure team from DDS earlier this afternoon and they had nothing but GREAT things to say about all of our staff.   The members of the team who visited our classrooms, shoppe, donation center, group home, etc each said two things that just made me proud. 

 

One, the clients were active and engaged in meaningful activities.  Two, they visited with several staff who were very comfortable in their settings.  You were able to explain what you were doing and why but more importantly what the clients were doing and why.  They also stated that most people feel intimidated and don’t like to talk to them but that you were all obviously very confident in your responsibilities.  I don’t think I’ve ever heard a licensure team say more positive things. 

 

Thank you again for all you do.  Here’s what we all need to remember.  We had a great review because of YOU--Everyone single one of you.  What the licensure team saw cannot be pretended or faked.  Civitan Services is a success because each of you are committed to doing the right thing for the right reasons and I couldn’t appreciate you more.  Thank you again for everything you do each and every day.

 

Leah

Don't Put Your Pay Day In Someone Else's Hands

Just a word of caution regarding letting someone else turn in your Waiver paperwork:

Angela received an envelope on Friday morning from an instructor in the Adult Department.  The envelope contained Waiver paperwork from Waiver staff that was due five days ago on Monday morning.  The instructor said "I'm sorry.  I was supposed to give this to you a few days ago and I forgot."  The Waiver staff had no idea that the instructor forgot.  Payroll had already been processed for the week and it was too late to include this forgotten paperwork.  Luckily this was not a pay week--if it was a pay week, the Waiver staff would not have been paid.

Don't let this happen to you.  Be careful when choosing to allow someone else to turn in your paperwork.  You should not take for granted that all Civitan employees know the rules and procedures in the Waiver department.  They do not.  There are dozens of people who work in the Civitan Center who have no clue how Waiver payroll works.  If you hand off your paperwork to someone else you are taking a huge chance that it may not reach Angela on time (or even get turned in at all). 

We always prefer that you turn in your paperwork yourself to minimize the risk that someone else might make a mistake or forget.  If you do take this chance we suggest you follow up to make sure your paperwork was received as you expected. 

Another scenario that happened recently:

Waiver staff arrived on Monday morning to turn in paperwork.  Angela's office was open but she had stepped out.  Waiver staff put his paperwork in what he assumed was an inbox on a desk and left.  Two weeks went by and on pay day his check was short.  The inbox was an outbox on a file clerk's desk; a place reserved for paperwork that has already been processed, paid, and ready to be filed.  Angela never saw it and his paperwork was never found.

To clarify, the ONLY places you should ever leave your paperwork at the Civitan Center are as follows:

1. The White box outside the front door to the Civitan Center that says "Waiver Paperwork" on it.  Do not confuse this with the mailbox.  The mailbox is black.  The Waiver box is white, locked at all times, and is clearly marked.
2. The box mounted to Angela's office door also clearly marked "Waiver Paperwork."
3. Angela's desk--the black desk in the corner.  Angela's name and picture are clearly displayed on the desk.  DO NOT leave your paperwork on Darrell's desk or the file clerk's desk.

Please also be aware that it is risky to turn in your paperwork to the receptionist.  There are times when clients work at the front desk.  Your paperwork could easily be misplaced or misunderstood by a client and never reach Angela's office.

Don't risk it--be responsible for your own paperwork and always turn it in at the appropriate place and time.  Thanks for helping us help you get paid on time!

Save Time & Resources--Follow Up Correctly

Please be aware that you must follow up with Steve in Human Resources regarding training and annual requirements--NOT Darrell or Angela.

While Darrell or Angela may contact you when delivering messages regarding training and requirements, they are serving as messengers only.  This is why the message instructs you to follow up with Steve.  Please follow these instructions.  You MUST follow up with Steve in Human Resources to schedule training, cancel training, turn in proof of training, or ask follow-up questions.

When you receive a message instructing you to follow up with STEVE in Human Resources, do not call Darrell or Angela--call Steve.  During the month of June it is particularly crucial that you follow directions and help us get your employee files ready for audit.  Wasting time by refusing to follow directions compromises our ability to get your file ready on time. 

For all matters regarding training and annual requirements, ALWAYS contact Steve in Human Resources and ALWAYS follow up with Steve.

Thanks for your cooperation.  We appreciate you doing your part to help solve small problems while they are still small.

Update Contact Information

Just a reminder that if your phone number, home address, or email address changes we need to have your updated information on file.  This is not only important so that we can reach you for administrative purposes but also so that your client's Case Manager can reach you regarding your client's medical or behavioral needs, including medication changes, incident reports, injuries, counseling and/or doctor's appointments, or emergencies. 

 

The benefits of keeping your contact information up-to-date for administrative purposes can be easily understood by the following real-life scenario:

 

An employee moved and never provided his new address to Civitan Services. The employee terminated his employment with Civitan Services leaving a full two week's pay pending.  The pay check was mailed to him but was returned to us a few days later through the postal service.  Attempts to reach the employee by phone were unsuccessful.  How many of us could afford to forfeit two week's pay in a situation like this?  Don't let it happen to you.  Unexpected life changes could happen to any of us at any time but complications like this one are easy to prevent.

 

Please keep your contact information up-to-date with your immediate supervisor, Human Resources, and Accounting and do not assume that updating your information with one person means that all the necessary parties will also receive the updated information.  Follow up with all three departments.   Don't risk a delay--take the initiative and make sure we can reach you quickly by giving us good information and keeping it up-to-date.

 

Thanks so much for your cooperation.

Importance of Acting Professionally

 

 

From Section 12:1, Workplace Behavior, Civitan Services Employee Handbook:

 

"Because your conduct affects many more people than just yourself, we expect you to act in a professional manner whenever you are on Civitan Services property, conducting Civitan Services business, or representing Civitan Services at business or social functions."

 

 

It is important to remain professional at all times as an employee, whether for a company or your own business. Being professional not only lets people know you are a reputable person to work with, but also conveys intelligence and poise regarding your position.

People who are professional are unfailingly polite, courteous and well-spoken, no matter what the situation. Being professional means you keep your cool and remain calm under any circumstances. No matter how upset a co-worker, client or supervisor makes you, you don't react; you deal with the situation rationally and calmly.

 

Not everyone places an emphasis on professional behavior. When this happens, it's important that you still remain businesslike and not react to this adverse behavior. Instead, remain professional, no matter what the behavior is of those around you.

Many people confuse professionalism with passiveness. However, it is far more important to remain committed to your work and behave ethically in all endeavors. Remember that it is possible to remain passionate about what you do and still be willing to stand up for yourself and your ideals.  However, throwing temper tantrums, jumping the chain of command, gossip, retaliation, or venting to co-workers are examples of unprofessional behavior and undermine your credibility as a team player and as a trustworthy employee.

 

 

Article source, learn more here.

Reminder: No Gifts, Money, Food Received From Clients

Please be reminded that Waiver staff may not accept money or gifts from Waiver clients or their families--including food purchased by the client--for any reason.  This includes lunch or dinner meals while you are working with your client.  If your client offers to purchase your meal, you must refuse.  Likewise, staff members may not accept any money from clients in the form of gifts, tips, unauthorized reimbursements, etc.

Accepting money or allowing a client to purchase meals, gas, or other items for you is considered abuse by our regulators and will be considered grounds for immediate investigation and/or dismissal.  Please don't risk it.  Politely refuse gifts of meals or money if or when they are offered.  If anything in your possession was purchased with a client's personal money, it must be returned to the client immediately and refused in the future.  Protect yourself and your client by never allowing gifts anything questionable--including meals--to exchange hands between you and your client.

If there is ever a question regarding accepting anything from a client please contact Darrell before anything changes hands.  We appreciate your cooperation in helping to protect the interests of our clients and the integrity of your employment. 

Casino Activity Not Reimbursed By Waiver

Please be advised that transportation and Supported Living assistance for Waiver clients participating in casino activity is not covered by Waiver reimbursement.  This means that Waiver staff cannot be paid for accompanying Waiver clients to casinos for recreation and cannot be reimbursed for transportation to or from a casino.  This does not mean that Waiver clients do not have a right to engage in casino activities; it simply means that Medicaid will not pay for this these activities, including paying Waiver staff.  This rule applies to all Waiver clients, regardless of their level of disability or the restriction of a wheelchair.

If your client or your client's family requests that you assist with trips to casinos, be advised that Civitan Services cannot pay you for this activity under current Medicaid rules.  Please notify Darrell immediately if you are approached with this request. 

Lunch & Learn Series at Rivendell--June 21st

Free Lunch & Learn Summer Series--save the date.

June 21st from 11:30 to 1 pm, Deescalating Defiance, taught by Deon Aaron, LCSW.

Includes one hour Continuing Education Unit (CEU), a boxed lunch, and door prize drawing at no charge.

Come learn with us and let's see what we can do to make a positive difference in the lives of others.

Rivendell Gymnasium, 100 Rivendell Dr., Benton, AR  72019

RSVP:  501-316-2138  sara.mcclain@uhsinc.com

Annual Evaluations

We have begun scheduling Employee Evaluations, which are required by the State.  The only employees exempt from evaluations are those that have been on staff for less than a year.  For everyone else, these evaluations are mandatory.  Angela or Darrell will be contacting you to schedule your evaluation over the next few days.  We will be using the contact information on file to contact you by email and/or telephone.  If you refuse to respond to our requests for scheduling, disciplinary action may result.  We appreciate your cooperation during this process.  We understand this may represent some difficulty for those of you who work other jobs but mandatory means mandatory--the State of Arkansas will not accept our excuses.  Please help us stay in compliance with our regulatory requirements by making yourself available for your evaluation.