Fax Number at the New Waiver Office

The fax line has been installed at the new Waiver Office in Bryant so you may begin faxing your paperwork to Angela at the new number immediately:

Phone: 501-847-5901

Fax: 501-847-8304

Email is still the same: agattin@civitanservices.com. Please remember not to email your paperwork to Darrell.

Thanks for your patience during the move. We appreciate you.

Move To Bryant--Update

Just a final heads up that Angela and Darrell have now moved out of the old Waiver office at the Civitan Center. We are now located at the Civitan Plaza on Reynolds Road in Bryant, in Suite #5. Our new office number is 501-847-5901. 

You may drop off your Waiver paperwork at the new office starting Monday, Jan. 20th or you may drop it in the white drop box outside the Civitan Center. (If you work at the Group Home you will continue to turn in your paperwork to Elaine.) Please remember NOT to leave your paperwork anywhere inside the Center.  DO NOT leave your paperwork at the front desk or hand it off to anyone. The white drop box is the ONLY place you may leave it in Benton. Until the fax line is working here you may continue to fax to the Center as usual. Email is okay as well, as long as everything is signed.

Thanks for your help--moving is a big adjustment and we appreciate your patience as we get settled.

Picking Up Pay Checks and Clients At The Same Time

For those of you who pick up your clients and your pay check at the same time on pay days, we have been asked to insist that you pick up your pay check before you ask to have your client paged to the front desk. Please do not approach the front desk and sign your client out before you've made it through the pay check line. There are two reasons for this:

1. This causes clients to congregate in the dining room to wait on you unattended by an instructor, which compromises their care. The receptionist cannot be responsible for watching the clients and still perform her duties at the front desk. In addition, the congestion in the dining room in the afternoons is already bad enough with extra staff in the building and buses loading at the same time. Your client should not be paged or signed out until you are ready to walk out the door with him or her.

2. This causes an overlap in billing that can potentially be viewed as fraudulent. The moment a Waiver employee signs a client out of the Civitan Center billing through Adult Services stops and Waiver billing starts. If you enter the Civitan Center, have your client paged, and then immediately get into the pay check line while your client waits for you, we are technically falsifying Waiver billing because you are not working with your client during that time. 

On the other hand, if you don't sign them out yet still leave them sitting at the front waiting for you to make it through the pay check line, Adult Services is still billing Medicaid for that time even though the client is not in class. It doesn't matter if this only represents a few minutes--fraud is fraud whether it's 5 minutes or a full hour. Once again, your client should not leave his or her classroom until you are ready to walk out the door. If in doubt please remember that if someone must wait it must be you and never your client.

Effective immediately, the receptionist will be fully empowered to insist that you pick up your check before she agrees to page your client from the classroom. Please remember that she is following orders and do not complain or verbally abuse her for following this procedure.

Thank you for complying with this request--it serves to keep us all out of trouble with our auditors!

Transportation Safety Training--LAST WARNING

Be advised that this notice was published the first time on December 5, 2013 and this will be your third and FINAL WARNING that if you do not attend Transportation Training this month, we have no choice but to suspend you from work. Because this is a DDS requirement, you MAY NOT transport clients without this training, therefore we cannot pay any timesheets or mileage for Waiver services if you do not attend. Time and mileage that includes transportation of clients will be returned to you as unpayable if you do not fulfill your training requirements. We realize this sounds harsh but mandatory with the State of Arkansas really means mandatory.

Due to DDS requirements, each employee that transports clients, whether it be in a Civitan Services’ vehicle or your personal vehicle, must complete a DDS Transportation class.

 **This includes ALL Waiver employees.**

Each employee who has attended this class is also required to have a refresher course every three years. With this being the case, I am sure that most everyone is due for this training. I have schedule three classes in January to hopefully get everyone current on this requirement. Classes held in the Transition Classroom in Bryant will have a cutoff of 30 employees due to limited space. Classes held at the Benton campus will not have a cutoff. Please register early so that you can make arrangements to be available for one of these classes. Employees who have not attended one of these classes or been scheduled to attend a class outside of Civitan Services by Jan 24, 2014 will not be able to work until they have received this training. Employee receiving this training outside of Civitan may be required to pay for this training which is offered once a month in North Little Rock at a cost of $40.00 . The training dates and locations are listed below. Please contact me (Steve) to register for one of these classes.

Friday Jan 10^th  9am – 4pm Transition Classroom @ Civitan Plaza in Bryant (This class is now FULL!)

Saturday Jan 11^th  9am – 4pm  Civitan Services Campus in Benton

Friday Jan 24^th  9am – 4pm  Transition Classroom @ Civitan Plaza in Bryant

(Saturday Jan 25^th will be an alternate date if the Jan 11^th class is cancelled due to weather.)

Steve

Transportation Training--January 10th

Transportation Training is mandatory for all Waiver employees. The next training will be held on Friday, January 10, 2014 from 9 am to 4 pm at the Civitan Plaza in Bryant.

 409 S. Reynolds Rd. in Bryant, AR 72022.

Once the parking lot is full you may park at the church across the street from the Plaza. Please contact Steve (not Darrell or Angela) if have questions or cannot attend training. Please note that staff members who do not complete this training will be suspended from work until training is complete.  Don't risk it--get trained and help us all stay in compliance with our many regulations!

Waiver Office Is Moving To Bryant

Just a heads up that the Waiver Office will be moving next week. The Civitan Center will remain open and function as usual but Angela and Darrell will be relocated to office space next door to the Civitan Shoppe on Reynolds Road in Bryant.  This will mean several changes for staff who have gotten used to stopping in while at the Civitan Center. Here are a few of the changes we foresee to help prepare you for the move and how it will impact you:

When is paperwork due?

Waiver deadlines will remain the same--Community paperwork will still be due every Monday morning by 10 a.m. and Group Home paperwork will still be due every Monday morning by 9 a.m.  

Where do I turn in my paperwork?

You may drop off your paperwork at the new office in Bryant or you may continue to drop off your paperwork in the white drop box outside the Civitan Center. However, you should not leave paperwork in Angela or Darrell's old office at the Center. The bin has removed from the door to the office to discourage anyone from trying to leave paperwork there. The old office will be immediately taken over by another department and the new staff will NOT be responsible for your paperwork. 

You also should not leave your paperwork at the front desk or anywhere inside the Civitan Center. The only place at the Center that you can leave your paperwork is the white drop box on the outside of the building. You may continue to fax or email your paperwork as usual if you are already doing this.

Group Home staff will continue to turn in paperwork to Elaine at the Group Home as usual.

How will I get extra copies of forms?

Timesheets, mileage forms, and documentation forms will no longer be available at the Civitan Center. You may either stop by the new Waiver Office in Bryant for forms or you can email Angela at agattin@civitanservices.com to have them sent to you electronically. 

What about the Case Managers?

Case Managers will also be moving into the new office with us so all the admin staff of the Waiver Department will now be under one roof.

Will you have a new phone number and fax number?

Yes. As soon as we have the new numbers up and running we will make them available to you. Remember that you can always contact Darrell or the Case Managers by cell phone in an emergency. 

What about training?

All training will still be coordinated through Steve in Human Resources so you will continue to contact him to schedule training. 

What about paychecks?

No changes--everything will continue to work the same as always until further notice.

Can you give me directions to the new office?

Click the link below:

409 S. Reynolds Rd. in Bryant, AR 72022.

When will you move in?

Sometime in the next week, as soon as the computers and phone lines are installed. This is just a notice to keep you informed and keep you prepared. You can continue to contact us at the Civitan Center until the day we move. We will follow up with another post when the move is complete. 

Thanks in advance for your attention. We think the move is going to be great and you are welcome to come by and visit the new office as soon as we get settled.