Final Reminder--Timesheets Christmas Week

This is your final reminder that timesheets not turned in on time over the Christmas break will not be included in your January 10th pay check. Angela will be working over the break to process your timesheets--all regular deadlines apply.

The Civitan Center will be closed December 23rd through January 3rd. There will be no payroll services during the week of the Christmas holiday.

Pay days through the holidays will be:

December 13th  (two weeks pay)
December 20th  (one week pay)
January 10th  (three weeks pay)

However, be advised that all Waiver paperwork is due as usual every Monday morning through the holiday break. Even though the Center will be closed, Waiver paperwork will be collected by the 10 am deadline. (This is 9 am for Group Home staff.) It will be especially critical that your paperwork is turned in on time on Monday, December 23rd and Monday, December 30th in order to get a full three weeks' pay on January 10th.  If you miss the deadline (or your paperwork is held for errors), your next pay day will not be until January 24th. This would be a full month without a pay check if you are late or turn in paperwork with missing signatures or other errors.  Please don't risk this!

For Community Waiver staff who typically drop off timesheets at the Civitan Shoppe in Bryant, please drop off your paperwork in the drop box at the Center in Benton.  Angela will be collecting paperwork by 10 am on Dec. 23rd and Dec. 30th. You may also fax or email your paperwork but remember that the 10 am deadline applies--no exceptions.

Group Home staff--your regular 9 am deadlines will also be enforced by Elaine. Paperwork received after the deadline will not be processed until the January 24th pay day.

Be on time, be accurate, be thorough, and we will all be a little merrier this holiday season.  

Group Home Appreciation Dinner--Dec. 13th

Darrell will be serving an Appreciation Dinner at the Group Home for residents and staff on Friday evening, Dec. 13th at 6 pm. Come enjoy dinner on Darrell and wrap up 2013 with food and fellowship.

Waiver Christmas Party Dec. 16th

Please note:  This event has been rescheduled for Monday, December 16th

Inclement Weather Policy

The Safety Committee met earlier today and they requested that a memo go out to remind everyone of how we operate in the event of inclement weather.  Please read this email closely so that you will A) know what to expect and B) be able to communicate appropriately with families.

In the event that the Civitan Center must close early, Mariessa or Leah will alert the Team Leaders first.  Team Leaders will then inform each member of their departments.  PLEASE do not send us emails or call us with “did you know” information.  Replying to 15 phone calls or text messages will only distract us from taking care of the business at hand.  We will be watching the situation closely and Dixie will also be in contact with local school district transportation departments as well as the Saline County Road Department regarding traveling conditions.  If we do close early, your Supervisor may need your assistance in contacting family members.    When placing these calls, make sure that you document the following:

1)      Who was contacted (including any disconnected numbers, recordings, voice mails, etc.)

2)      What arrangements are being made for the clients (if they are being picked up note WHO will be picking up, what TIME we can expect them, etc. OR if they need to ride the bus)

3)      Confirm a good contact number in case of emergency.

We will need to make contact with every family before buses leave to make sure that someone will be there to receive the clients when they are dropped off at home.  If there is a parent you cannot reach, ask your Supervisor for further instructions.  For clients who are going to be picked up, follow the same sign out procedure that we use on a daily basis. 

Dixie will contact SCAT to ask them to begin sending their buses.  Keep in mind that most of the buses run different routes throughout the day, so they may not arrive all at once.  Buses may be loaded as they arrive.  However, remember that our policy states that no bus will leave until we are CERTAIN that contact has been made with each family.  I can’t stress enough the importance of making sure that someone will be home to receive the clients on their arrival. 

Additionally, Leigha will be informed of when to notify local TV and / or radio stations. 

Now then, in case this all happens overnight please watch local tv stations.  We will close if Benton Public Schools close.  We will make every attempt to get our name listed will school closures but we will follow the action of Benton Schools.  However, please remember that each bus driver has the sole responsibility for making the decision regarding the safety of their individual routes.  We all know there can be a world of difference in weather and road conditions from Tull or Traskwood to Pulaski County.  If we have to close Team Leaders will be notified and information will be posted on our Facebook page.

Hope you find this information helpful. Above all else, please remember that when we stay calm, our clients and families will stay calm. 

Alzheimer's Training--November 21st

Bulletin from Human Resources:

We will have a training opportunity at the Group Home on Thursday 11/21 from 9:30 am – 11:00 am. Details on the class are below. Please contact  Steve in Human Resources as soon as possible if you would like to attend this training so that we  can let the instructor know how many attendees to expect.

Alzheimer’s: Dealing with Difficult Behaviors by Jennifer Evans Jennifer will discuss how Alzheimer’s Disease affects the brain and how that may cause some of what we may perceive to be difficult behaviors.  She will also briefly cover some of the ways that Alzheimer’s disease may manifest differently in people with intellectual disabilities.  Finally, Jennifer will share ways that we have found to "deal with" or work around common behavior issues.

Send In Your Client Photos

If or when you have the opportunity to take photographs of Waiver clients who may be participating in community events, playing sports, recreational events, or group outings with their peers, we would love to feature these photos in our newsletter. At this time we only have one or two staff members who submit photos on a regular basis but we want to feature more than one client (or more than the same client over and over), so don't be shy with your photos. Email them to Leigha at the Center at ljones@civitanservices.com.  

Please remember NOT to share photos of Waiver clients on social media, including Facebook, without permission.  Follow up with Leigha if you have any questions.  Thanks for helping us showcase the amazing work you do to keep our clients active and engaged in the community!

Free Adaptive Sports Class in Bryant

Although the flyer mentions a fee, this class is now FREE thanks to a new sponsor.

Events At The Civitan Center

The annual Turkey Jam will be held Friday, November 15^th at The Civitan Center.  There will be a dance and open house for current and prospective clients from 5-7:00 pm.  Waiver staff are welcome to accompany clients to the dance as a recreation and socialization activity.

The annual community Thanksgiving Luncheon will be Tuesday, November 26^th.  There will be a special press conference on the building campaign at 10:30 am then we will serve lunch for everyone from 11:00 am – 1:00 pm.  Waiver staff are welcome to attend with clients who will not already be at the Center for their regularly scheduled Adult Day activities.

Dementia Training, November 21st

Certain staff members from the Group Home who are working with clients who may be experiencing the onset of dementia will be required to attend a special training meeting on this topic at the Group Home. If you are one of the staff members required to attend, you will be notified by your Supervisor.  However, this training is open to all members of the Waiver staff as well, including those that work in the community.  

The training will be held November 21st at 9:30 am at the Civitan Group Home on Hudson Street.  This training is not only beneficial for client care, it will also count toward the 12 hours of annual training you are required to fulfill each year, so attendance is highly encouraged for those who usually find themselves scrambling for training hours each Spring. Attendance is also highly encouraged for anyone working with elderly clients, whether or not those clients are currently experiencing symptoms of dementia.  We can never be too informed!

If you would like to attend this training but would normally be working with your client during the training time, please contact Darrell to schedule a replacement for you so that you may attend.  As always, thank you for working together to improve our education and care for our clients.

Pay Week Nov. 25th--Thanksgiving

It's that time of year again!  Holiday scheduling usually means a shift in pay days and due dates/times for paperwork.  It begins again this season with the Thanksgiving closure.

Note:  The Civitan Center will be closed November 27th through the 29th.  

This is a pay week.  Pay day will be Tuesday, November 26th after 2 p.m.  In order to make this happen we need all Waiver paperwork turned in as early as possible on Monday morning, meaning well before the normal 10 a.m. deadline.  If you wish to be paid on Tuesday (the 26th), please make every effort to get your paperwork turned in extra early on Monday.  This applies to both Group Home and Community staff.  Since the Center will be closed for the remainder of the week there will be no payroll services performed after Monday.  If you miss payroll on Monday (the 25th) and do not get a check issued on Tuesday, the next pay check date will be December 13th.  This is a very long time to go without a pay check so please, please, please save yourself this headache and be as prompt as possible with your paperwork on Monday (the 25th).

Please also bear in mind that in order to get all of the Waiver paperwork processed to be paid on Tuesday (the 26th), Angela, Felicia, and Stacy will need to work uninterrupted on Monday.  All non-emergency phone calls will be held or sent to voice mail.  Please get stocked up on timesheets, mileage forms, or documentation forms in advance and handle all questions regarding benefits, taxes, etc. with the Accounting Office before the crunch of Monday (the 25th) rolls around.  In order to get you paid by 2 pm on Tuesday, we need to work straight through on Monday without interruption. Please understand this necessity and hold all non-essential visits to the office or routine phone calls until after the holiday.  Waiver emergencies should always be directed to Darrell and/or your client's Case Manager.  

Thanks in advance for helping us make this adjustment for you. Everyone appreciates getting paid early but it will take a team effort to pull it off!

Time-Reporting Mistakes On The Rise

Once again we are experiencing a very high number of omissions from Waiver timesheets.  Although we have reviewed reporting procedures many times, it cannot be stressed enough that when you must be absent for a day or an hour, you MUST provide a reason on your timesheet.  This information can be given in the "Comments" section near the signature lines.  Elaine and Angela are required to track every reason for every absence and submit this information to Mariessa quarterly to meet our CARF Certification requirements.  

If you must miss a full shift or part of a regularly scheduled shift, please provide a reason on your timesheet, even if the absence is excused and/or already approved by your supervisor.  This includes any time you are sick, or the client is sick, the client refused service that day, vacations, holidays, doctor's appointments, personal matters, car trouble, etc. This information is used to explain to our regulators why we did not provide services for the days/hours in the client's plan.  Without this information we risk having the client's plan reduced the following year.

We are also experiencing a rash of mistakes regarding time in or time out on timesheets.  In the past few weeks we have received an unusually high number of timesheets with no Sign In time, no Sign Out time, and we've even gotten one timesheet with dates and signatures for a full week but no times at all.  In some cases we will receive a documentation sheet with notes for TWO days of service but only ONE day is listed on the timesheet. Timesheets are also being turned in without the client's name on them, undated, or without the Waiver staff's name on them.  Just today Angela received a mileage sheet with no staff member's name and no client's name.  This means mileage can't be paid and Medicaid cannot be billed because someone couldn't take the time to write two names on a piece of paper before turning it in.

Folks--the time it takes to stand in the Admin office and complain about not getting your full pay could easily be spent preventing having your pay held for these mistakes.  Please take the time to make sure your timesheets are complete before you turn them in.  Check all your days, hours, and signatures.  Fill in your full name and your client's full name on every sheet every time.  Date everything you sign.  Document your absences so that we can provide reasons for not providing services to our clients.

Please also be advised that it is unprofessional to throw a tantrum, threaten, or verbally abuse any member of the Admin staff because of a mistake you made that caused a delay in your pay.  Help us help you get paid on time and in full every time--take an extra minute to make sure everything is complete and we will all be happier on pay day!

Thank you for your attention to these important details--they cost us all time and money so it only makes sense to make them a priority.

State Fair Attendees

For those who are attending the State Fair this week, we will depart from the Civitan Center on Wednesday morning no later than 9:15 am.  If you have follow-up questions, please contact Darrell.  Have fun, be safe, and document accurately!

Halloween Party at Special Gifts Ministry

Please Join Us for a night of tricks and TREATS at the Special Gifts Ministry Adult Halloween Party!

October 31st at 6:30

2500 Pleasant Willow Drive

Benton, 72015

Come in your favorite costume for some ghoulish games, freaky fun, and frightening food!  

Awards will be presented for the best costumes!  

Transportation is available, please request with RSVP.

RSVP Bekka Wilkerson at (501) 351-2232 or bekka00@hotmail.com

Fall Dance At The Civitan Center

It's party time!  The Civitan Center will host a fall dance for clients on Friday, October 25th, from 5 to 7 pm. Light refreshments will be served.

Waiver staff are welcome to attend the dance with their clients as a recreation and socialization activity. Remember your documentation and remember to have fun!

Waiver Conference Attendees--Updated

Waiver staff members who plan to attend the Waiver Conference in Hot Springs should plan to arrive at the Convention Center on the morning of Thursday, September 26th by 9:00 a.m., which means leaving the Civitan Center no later than 8 a.m.  Please follow up with Darrell if you have questions.

Hog Roast & BBQ--September 13th

The Civitan Whole Hog Roast & BBQ Contest will be this Friday, September 13^th 5:30 – 7:30 pm at Arkansas Enterprises for the Developmentally Disabled.  Tickets are $15 for adults and $5 for children.  They can be purchased in advance through Mariessa or at the door.  All proceeds will go to the two Civitan Clubs that are client based.

Arts and Crafts at I Can Center

Adults and children are welcome to join in the I Can Center's Tuesday Evening Art Night.

Starting September 10th we will be doing arts and crafts at the I Can Center at 5:45 and 6:45 pm.

Classes are being led by Lisa Stoops form East Union Baptist Church and there will be a weekly group project that will be auctioned at the October fund raiser for the park at Angel Crossing. There will also be various crafts to enjoy and take home as well.

Please contact Kelly Brooks if you would like to participate in any of these classes. They will continue through the month of September on Tuesday nights only. brooksnkids@gmail.com

Race For The Cure October 19th

This year Civitan Services has a team for the Little Rock Race For The Cure 5K on October 19^th at 8:00AM.  We invite all Civitan Services’ staff members, friends and family to join our team! 

The ladies in Adult Services participating in the Women Be Healthy program will celebrate their completion of the program at the race. Help us recognize their achievement, support Breast Cancer Survivors and help raise funds for breast cancer research. 

You can sign-up online today by following the steps below.  You have the option to sign up as a race participant or as a supporter who plans to “Sleep In For The Cure.”  For the first time men are also allowed to participate in the race this year or they can again come out to support others as part of the 3 Miles of Men.  Online registration is $26. 

To Register Online go to www.komenarkansas.org  

1) Click on Komen Race for the Cure

2) Click on Register

3) Click on Join an Existing Team

4) Enter Civitan Services as the Team Name

5) Select Non-Profit as the Team Type

6) Click Search for a Team

7) You will see our team listed with Michaela as our Captain, click Join.

8) Fill out the registration form questions and submit your payment

If you have any problems or questions please ask Michaela or Leigha. 

We will be selling Civitan Services Team T-Shirts in the future- you are gonna want one!!  Stay tuned for details on how to order soon.

Glitz & Garland--Save The Dates

Training Opportunity

Adult Services holds a training opportunity at the Group Home on Fridays at 10:30 am.  For the next few weeks we are showing a video called Navigating the World of Adults with Autism Spectrum Disorders.  Waiver staff are invited to attend.

TB Skin Tests Administered by Staff Nurse

As many of you already know, our local Health Department no longer administers TB skin tests for our Waiver employees.  Luckily this service is now performed by our staff nurse, Shannon.  Several of you will be receiving notices in your next pay check that your TB skin test is due for renewal.  You many contact Shannon here at the Center to schedule a new screening at no cost to you.  If you have already renewed your test elsewhere or through other employment you should submit a copy of your latest screening to Steve in Human Resources as soon as possible.

Whenever renewal time comes around folks seem to confuse the process and make phone calls to Angela or Darrell to discuss their screenings and renewal schedule.  Please understand that neither Angela nor Darrell can update your HR records for you.  You must contact Steve in Human Resources to update your records.

Thank you for helping us meet our many requirements--your cooperation helps make every challenge easier!

Regular Deadlines Apply For Labor Day

Although the Civitan Center will be closed on September 2nd in observance of Labor Day, all regular deadlines for Waiver paperwork will apply.  Timesheets will be collected as usual at the 10:00 am deadline for Community staff and 9:00 am for Group Home staff.  Timesheets received after the deadlines will be applied to the next payroll cycle.

We wish you a safe and happy holiday.  Thanks again for all you do for our clients and their families.

Client Signatures on Mileage Forms

It has come to our attention that many Waiver employees--specifically those that work at the Group Home--are under the impression that clients must sign every single signature line on your mileage forms.  This is not necessary.  It is only necessary for clients to sign off next to your ending mileage (and not every single line in between).  For example, if you have five mileage entries on your mileage form you only need five signatures--one for every instance of ending mileage.  That's it!

Please do not insist that your client spend time signing every single line; only next to your ending mileage. This will save both you and your client lots of time and prevent frustrating the clients who typically become agitated by signing paperwork every week.

Time Reporting Policy

Several questions have been presented regarding the Waiver Time Reporting Policy that all employees were required to sign last pay day.  This is not a new policy.  The policy has been in force for well over a year now.  Nothing has changed; we simply had not put the policy in writing before now.  However, it was a good time to reinforce the policy since many of you did not attend the annual retreat this year and/or many of you were not hired at that time.

Thanks again for your attention to helping us with the tedious task of time reporting.  We know it can be a pain but it is vitally important to keeping our clients' Waiver plans fully funded.

Have a great week!  

Messages From Our Executive Director

Good Morning Everyone,

I wanted to take a minute to pass along some gentle reminders to all of our staff.  Before I do so, let me thank you first for an amazing summer.  We have not had near the chaos that normally abounds this year and I truly appreciate all of you working so hard to keep things running as smoothly as possible. 

As we near the end of the summer I am starting to notice that we are beginning to slide in a few areas ever so slightly.  So, these are the reminders I have for you.

Please do not get lax about open doors.  I have had to walk down to the end of the hall several times in the last couple of weeks to shut the door after someone has propped it open.  I know that it could be clients doing this, but we are all going to have to work together to make sure ALL doors and windows are shut.  Not only does it run up cooling costs but it also lets in little critters that just don’t need to be in the building. 

Also, please make sure that lights are being turned off when no one is in a room.  This is happening in both classroom and office spaces.  Most of us are sharing office space and classroom space and in some instances there is a constant flow of traffic.  However, if you are the only one in your office / class and you need to leave, please turn off the lights.  The one exception I can think of is mine and Mareissa’s office.  We have to leave ours on because it is on the same switch as the copier in the hallway.  You would be surprised at how many people will stand around hitting wrong buttons on the copier and wasting paper rather than taking time to find the light switch that is hidden behind the refrigerator, so we try to leave it on during the day.

Finally, please take a minute to review the attached copy of our dress code.  This is one I am guilty of myself.  When I decided yesterday to send this note out, Steve actually pointed out that I was the one breaking the rules.  So, we are all human and need this reminder.  Please remember that while yes, it is hot summer time and we all want to be cool and comfortable, we still need to dress appropriately.  The policy is quite clear on what is okay and what is not.  As I tell people in orientation, if you have a question regarding the appropriateness of your attire, ask your supervisor.  It really is that simple.  This also means that if your supervisor suggests you stop wearing a certain item, etc, you have been warned.  I promise that I will do a better job of setting the example as well.  

Business Casual Dress Policy

It is important for all employees to convey a professional image for Civitan Services. To project this image towards all clients, visitors and guests, Civitan Services has implemented the following dress code policy. This policy applies to all personnel employed by Civitan Services.

Clothing that reveals too much cleavage, your back, chest, stomach or your underwear is not appropriate for a place of business, even in a business casual environment.

Slacks, Pants and Suit Pants

Slacks that are similar to Dockers and other makers of cotton or synthetic material pants, wool pants, dressy capris, and nice looking dress synthetic pants are acceptable. Inappropriate slacks or pants include, sweatpants, exercise pants, short shorts, short skorts, bib overalls, leggings, and any spandex or other form-fitting pants such as what people would wear for exercising and biking.

Skirts, Dresses and Skirted Suits

Casual dresses and skirts, and skirts that are split at or below the knee are acceptable. Dress and skirt length should be at a length at which you can sit comfortably in public. Short, tight skirts that ride halfway up the thigh, mini-skirts, sun dresses, and spaghetti-strap dresses are inappropriate work attire.

Shirts, Tops, Blouses and Jackets

Casual shirts, dress shirts, sweaters, golf-type shirts, and turtlenecks are acceptable attire for work. Most suit jackets or sport jackets are also acceptable attire for the office, if they violate none of the listed guidelines. Inappropriate attire for work includes athletic tank tops; midriff tops; shirts with potentially offensive words, terms, logos, pictures, cartoons, or slogans; halter-tops; strapless tops; sweatshirts, and t-shirts unless worn under another blouse, shirt, jacket, or dress.

Civitan T-shirts and T-shirts supporting high school or collegiate sports teams may be worn by Pre School and Adult Staff during the week and by all staff on Fridays. 

No dress code can cover all contingencies so employees must exert a certain amount of judgment in their choice of clothing to wear to work. If you are uncertain about acceptable, professional business casual attire, please ask your supervisor or the Human Resources department.

Reminder: Use The Correct Time Sheet

Just a friendly reminder to all Waiver employees to use the correct time sheet for your clients.  Try not to use Group Home time sheets for clients living in the community and vice versa; Community time sheets should not be used for Group Home clients.

It is easy to tell them apart--Group Home timesheets say Group Home.  Community timesheets say Community.  Copies of both versions of the Waiver time sheets are available at any time at the Civitan Center.  You can pick up copies of Community timesheets from wall-mounted plastic bins near the copy machine at the end of the Administration hallway.  Group Home timesheets are available at the Group Home.

Also remember that White-Out or correction tape is prohibited on time sheets, mileage sheets, or documentation forms.  If you make a mistake on any form, simply cross out your mistake with a single line and initial the correction.  Auditors must be able to read your mistake as well as your correction.

Thanks for your attention to these details--they are important even though they are easy to miss.

Have a great weekend!

Always Note Absences On Timesheets

Reminder:  Make a note of your absence on your timesheet.

Anytime you must end your regularly scheduled shift early you need to give a reason on your timesheet.  One or two sentences is sufficient--just make a note in the "Comments" section of your timesheet.  This rule applies even if you miss an entire day due to vacation, illness, doctor's visits, etc.  This rule also applies even if the time is/was already approved by your supervisor and the client's family.

Always note the reason for your absence on your timesheet so that when our services are audited we can provide an explanation for any day or partial day that we failed to provide services to our clients.

Thanks in advance for helping us keep accurate records and maintain our accountability to our regulators.

Updated Code Of Conduct

 

 

The Board of Directors has revised the Civitan Services Code of Ethical Conduct.  All Waiver staff are required to obtain a copy from Darrell, Angela, or Elaine.  The final page of the document requires your signature and should be turned in to your supervisor as soon as possible. 

Openings In Waiver

Darrell is currently in need of several new Waiver employees.  Some are needed to work specifically with male clients and Darrell is looking for some male staff members to fill these positions.  If you know of any good candidates (male or female), please encourage them to apply or talk to Darrell.

Parking On The Street At The Civitan Center

PARKING ON THE STREET NOTICE:  The Benton Police Department has advised us that when it becomes necessary to park along the street we MUST park facing the flow of traffic and do NOT block/park on top of the sidewalks.  This means that if you park on our side of the street you must be facing the church and if you park across the street you must face the Boys and Girls Club.  Remember never to block a driveway or intersection.  The Benton Police are having a staffing meeting early next week and all the patrols will be advised of this plan and will help enforce it. 

Reminder--Signatures Dated At The End Of The Week

Please remember that the client's signature on your timesheets must be dated on or after the last day you worked with him or her--not the first day (or any other day).  For instance, if you work with your client Monday through Friday, your client cannot sign or date your timesheet on any day but Friday.  If you work with a client several days in one week the signatures on your timesheet cannot be dated any earlier than the last day you worked with that client.

We are receiving timesheets that show the client's signature at the beginning of the week or the middle of the week when the staff signature is dated several days later.  Don't let this happen--always make sure your client signs your timesheet and dates it for the LAST day of your assignment.

Even if we don't notice, the auditors will! 

Last Warning--No More Vague Mileage Entries

At the annual retreat this spring we discussed detailed mileage entries and the reasons for being specific when listing destinations on your mileage reimbursement forms.  Mileage entries are being audited more closely than before to ensure that the number of miles claimed between destinations is legitimate.  Therefore there can be no vague mileage entries such as "My house" or "Client's home" or "Friend's house."  You must give addresses.  We are still receiving mileage claims with these entries listed and this is the last warning that these entries can no longer be accepted.  Auditors cannot check the mileage between stops if you do not list addresses or at least give more detailed information.

Likewise, you should not list "church"; you should give the name of the church and city or the address.  You should not list "store"; give the name of the store and the city.  Do not list "Doctor"; give the name of the doctor's office and the city or give the address.

Vague mileage entries will be unpaid and returned to you for corrections beginning with the next pay cycle.  Please don't risk delay of your reimbursement.  Be as specific as possible.  Use addresses whenever possible.  When you don't know the address or can't find the address, list the name of the business and the city in which it is located.  If your starting or ending locations cannot be identified by an auditor you will risk not being reimbursed for them.  Don't let it happen--we want you paid on time and in full!  Help us help you--be detailed and be accurate.

Thanks in advance for your cooperation. 

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.

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. 

Extra Hours Available At The Group Home

If you are interested in working some extra part time hours or working as fill-in help at the Civitan Group Home, we have openings available.  Contact Darrell by phone or email if you would like to take advantage of these extra hours.

Darrell@civitanservices.com

Personal Errands

Please be reminded that staff members may not run personal errands while caring for Waiver clients.  There are no exceptions to this rule.  Waiver time is client time and may not be used for the errands of staff, including making a stop to pay bills, do personal shopping, picking up or dropping off family members, etc. 

It is also never appropriate to leave a client in a car unattended or waiting outside for any reason.  Please do not risk it, even if the client asks or agrees to wait in the car or wait outside.  You must be with your client AT ALL TIMES while on Waiver time.  It is never appropriate to leave the client alone and still claim that time on a Waiver timesheet.  There are no exceptions to this rule.

Thanks in advance for your cooperation.  Protect yourself and your clients by never letting there be any doubt that every hour on your timesheet is strictly client time.

Cell Phone Etiquette

Having your cell phone at work can be useful but it can also be very disruptive. Your friends and family can reach you anytime, anywhere, which can be annoying.

When you're on your own time, the choice to turn off your cell phone is entirely yours. When it comes to using your cell phone at work, however, you have to be mindful of your client and the client's family, not to mention your own ability to get your job done. Here are some rules you should follow if you have your cell phone at work.

1. Turn Your Cell Phone Ringer Off

If you have your cell phone at work, it shouldn't ring. If you don't want to turn off your cell phone completely, at least set it to vibrate. The sounds of different ring tones going off all the time can be very annoying to others. In addition, you don't want to draw attention to how often you get personal calls. 

2. Use Your Cell Phone Only for Important Calls

If you have your cell phone at work, you should only use it for important calls. What should you classify as an important call? The school nurse calling to say your child is ill, your child calling to say he's arrived home from school safely, and family emergencies that you must deal with immediately are important. Your friend calling to chat, your child calling to say the dog had an accident, or your mom calling to tell you your cousin is engaged should not be considered important.

3. Let Your Cell Phone Calls Go to Voice Mail

While you are at work if you are in doubt about whether an incoming call is important, let voice mail pick it up. It will take much less time to check your messages than it will to answer the call and then tell the caller you can't talk.

4. Find a Private Place to Make Cell Phone Calls

While it's okay to use your cell phone at work for private calls during breaks, don't make personal calls in front of clients or your client's family members. Find somewhere else to talk, where your conversation can't be overheard, even if what you're discussing isn't personal.  

5. Don't Bring Your Cell Phone to Meetings

In this day and age cell phones have become an essential work tool and therefore this rule should read "Don't Bring Your Cell Phone to Meetings If You Are Going to Use It for Anything Not Related to the Meeting." It's likely you have your calendar on your phone and you probably use it to take notes. If you need to have it with you for those reasons, then you don't have much of a choice. Do not use it to text, read or post status updates, or play games. Don't bury your nose in your phone. Keep your eyes on whomever is speaking and stay engaged in the meeting. Doing anything else will be a clear signal to your boss that your mind isn't 100 percent on the business at hand.

 

 

Source:  http://careerplanning.about.com/od/workplacesurvival/tp/cell_phone.htm

 

Resources In Arkansas

Resources available to persons with disabilities and their caregivers:

Arkansas Foundation for Medical Care

Arkansas Occupational Therapy Association

Arkansas Speech Language Hearing Association

Tardive Dyskinesia Center

Developmental Disabilities Provider Association

Working Disabled Program

Adaptive Equipment

Developmental Day Treatment Clinic Services (DDTCS)

Developmental Disability Respite Care

Alternatives for Adults with Physical Disabilities Program

Specialized Programs for Adults with Serious Mental Illness

Weatherization Assistance Program (WAP)

AR-GetCare Search


Education is not preparation for life; education is life itself. --John Dewey

Mission Statement & Core Values

Mission Statement

Civitan Services provides quality educational and life skills training for people with developmental disabilities. We strive to make a positive impact in the lives of our clients and their families through specialized services and support offered in a safe, compassionate environment. We are committed to providing a facility and staff that will always meet the needs of people with disabilities in our community. Our ultimate objective is to help each person we serve maximize their potential for independence and become productive members of society. 

Core Values

Commitment
Resources
Growing
Innovative
Compassionate
Safe
Serving
Progressive
Caring
Adaptable

People First Language

Like gender and ethnicity, disability is a natural  part of life.  One in five Americans is a person with a disability.  One of the five apples in the bowl is green.  The green apple is more like the red apples than different, and a person with a disability is more like people without disabilities than different.

Words matter!  For too long, hurtful words have been used about people who have disabilities.  We can change how we think and talk and use People First Language:

Replace Handicapped/disabled with Person with disabilities
Replace Mental retardation with Cognitive disability
Replace "Mike is autstic" with "Mike has autism"
Replace "Joann is wheelchair-bound" with "Joann uses a wheelchair"
Replace "Steve is crippled" with "Steve has a physical disability"
Replace "Maria is mentally ill" with "Maria has a mental health condition"
Replace "Tyrone is non-verbal" with "Tyrone communicates with..."
Replace Handicapped Parking with Accessible Parking
Replace Brain Damaged with Brain injury
Replace Normal or healthy people with People without disabilities

Do not use the R-word (retard) or terms like idiot, imbecile, moron, psycho, lame, sped kid, special needs, or other disability labels as insults. 

Visit www.disabilityisnatural.com for more People First Language articles.

Crunch Time For Annual Training Hours

Civitan Services extends a sincere and hearty THANK YOU to all the Waiver staff who attended the mandatory annual training this past Saturday, April 20th.  We appreciate your willingness to help us meet the  number of annual training hours we are required to maintain for each of you in order keep our license in good standing.

 

Every staff member--including part time Waiver staff--must produce a minimum of 12 hours of training per year.  This is non-negotiable and cannot be excused.  These hours are due by June 2013.

 

For those of you who did not attend training on April 20th, please understand that your absence puts our license renewal in jeopardy if those training hours are not produced for you.  In the coming weeks please be prepared make up the hours you missed by providing documentation from any outside professional training you may have had since last June or be prepared to work with our Human Resources department to put in the extra training hours you need to make up the difference.  You should also expect possible disciplinary action for not showing up as required (unless you were specifically excused).

Possible sources of training hours that may be included:

CPR training or renewal training
First Aid training
Safe Driver training
Conferences and/or seminars that included Continuing Education credits
Webinars that included Continuing Education credits
Any documented training related to nursing or special education
Any on-the-job training performed for another employer that would apply to patient/client care, time management, specialized problem-solving, or goal-oriented education

Please be aware that all training hours must be documented by a certificate or some other form of proof of training completed.  If you have questions regarding training hours and/or what kind of training will qualify, please contact Steve in Human Resources. 

Thanks again to everyone for your help in keeping us well-trained and well-prepared for all our many regulatory inspections.  Your cooperation helps us succeed!

Mark Your Calendars For Annual Training

The date for our annual staff training day is Saturday, April 20th from 8 am to 4 pm.  You will need to reserve this day on your calendars since this training is mandatory--all Civitan Services employees must attend this training in order to complete our annual licensure requirements.  All staff members must have a minimum number of training hours logged each year.  If you do not attend this training you will not meet your minimum. 

 

New this year:  the training will be held at Holland Chapel's Family Life Center, 15523 I-30 in Benton.

There is NO MAKE-UP DAY for this training.  There are no exceptions made for this training.  Everyone must attend--no excuses!  This is also an important day to learn about policy changes, administrative changes, benefits, and legislative requirements that will affect your employment for the coming year.  If you have questions about annual training hours and requirements, please see Steve in Human Resources.