HomeMy WebLinkAboutCOM 0150.034 1998-2000 `1111
YwcA
Hawaii Island
To: Curtis Tyler RecEly~ "
gY
From: Susan J. Labrenz, Executive Director nma- i ,
Martha L. Ah Yee, Sass Program Director Date------ ~ Cpunal
County
Date: May 3, 1999
Subject: County Proposal Budget Revision and
Response to SATC Site Review Report
Thank you for this opportunity to respond to the information you have received.
Attached are revised budget forms per your request. We will be responding to the RFP
requested by SATC and have been told that our proposal will be considered. Further
revisions to our budget proposal can be submitted prior to the issuance of a contract by
the County to reflect the actual outcome of the RFP process.
The SATC site review submitted by Dr. Gerald Correa is based on information for the 1 Sc
and 2"d quarter for FY '98-'99. Due to changes in contract requirements, we were
required to redo our staffing pattern. A series of problems ensued that made these the
two most difficult quarters of SASS's 21 year history. When SATC informed us of their
decision to hire Dr. Correa, we welcomed him and shared all of our concerns and
deficiencies openly in order to correct any and all deficiencies. We have worked closely
with Dr. Correa and SATC to address each item of this report
As the newly hired Program Director, it is not any easy task to walk in halfway through
the fiscal year with contract deficiencies looming overhead. However, correcting the
problematic areas is achievable. The YWCA specifically hired Mrs. Ah Yee because of
her demonstrated ability to turn programs around and her willingness to tackle this
challenge. We are pleased with the progress we have made in the third quarter and
look forward to a productive fourth quarter. We will continue to provide quality services
to victims.
We acknowledge that SASS has had difficulty in documenting the hours of service
delivered. We have always sincerely worked at achieving contract goals and objectives.
We ask that you review these documents in context of our twenty-year history and ~ S ~ . O 3
understand that we do have the capacity to survive. Gomm. No.
the No. R U D
~93M~Qd CUVNG~I,-_
Ref. To.
A United Way Agency 5 1999
Ref. Date
145 Ululani Street t Hilo, Hawaii 96720 # Telephone (808) 935-7141 t Fax (808) 935-5150
75-5759 Kuakini Highway, Suite103C t Kailua-Kona, Hawaii 96740 t Telephone (808) 334-0308 t Fax (808) 334-0406
I. Review of Program Operations
General Comments:
1. Noted deficiencies in the areas of clinical and program supervision.
Correction:
• As of 1/4/99 -hiring of program director
• As of 1/14/99 -contracting of clinical supervisor to review clinical files a
week at 8 hrs per week for both East and West Hawaii.
2. Underqualified therapist for the Kona office.
Explanation:
• Therapist worked on the mainland prior to coming to Hawaii as a
therapist, however, Hawaii recognizes only those who have taken the
exam to be licensed in the State of Hawaii.
• Therapist was able to conduct therapy sessions with adult victims but
was not trained to conduct therapy with children. Previous Program
Director had the credentials to provide clinical supervision, however,
she resigned. Children were referred to independent therapist within
the Kona district.
• Kapiolani Medical Center required a clinical social worker to be
licensed which the present therapist at the time, did not possess.
• Termination of therapist on 3/12/99 was necessary. Quarterly reports
indicated that therapist's output was significantly below contractual
target service hours.
• Even though therapist terminated, her departure did not affect the
number of SASS crisis workers on-call. Kona therapist rotated with
other daytime SASS staff as supervisors. Therapist was not an on-call
SASS crisis hotline worker.
Correction:
• Crisis Intervention worker replaced therapist in regards to availability of
someone during office hours. (No therapy conducted)
• Activity has increased in the West Hawaii SASS office. Victims
requesting therapy have been referred to community therapists until
Letter of Agreement is finalized with West Hawaii therapists: Dr. Katie
Nova and Dr. Terrie Fujioka.
II. Review of Clinical Records
1 & 2) Lack of consistent identification of client files.
Justification:
i
• Frequently the therapist will begin therapy with the identified victim only
to discover in these sessions that other family members reveal being
victimized also. Family therapy is initiated.
Corrections:
• Files have been re-identified and numbered if more than one victim
has been identified through therapy sessions.
3 & 4) Incomplete or unclear consents, Rights & Responsibility forms.
• Consent, Rights & Responsibility forms have been updated and printed
in a 2-part carbonless format. Crisis workers have been consistent in
completing forms with victims.
• Incomplete authorization to obtain/release information form.
Correction:
• All documentation (i.e. Authorization to obtain/release information) is
reviewed by Program Director. No release of information is processed
until cleared through the Program Director.
5) Disorganized charts
Correction:
• Information from contractor/clinical supervisor allowed clerical to
correct charting deficiencies.
6) Negligent handling of client charts by therapist
Correction:
• Problems with client files have been addressed with therapist on an
on-going basis.
7) Inefficient filing system
Correction:
• Current closed charts are being filed by client's last name rather than
by service dates as was routinely done by previous staff.
8) Identification on each page for client clinical records
Correction:
• Current client files have a specific location on each page to identify
client.
9-12) Poor clinical documentation
Explanation:
Problems with clinical documentation continued in spite of clinical
supervisors and administrative directives. Contractual outcome and
performance measures were not initialized.
• Current use of measures (GAF, MPSS, CRI) by therapist has been
sporadic.
z
Corrections:
• Therapist was given time to make adjustments and corrections
following clinical and administrative meetings. However, the clinical
component remained deficient.
III. Billing Documentation
• Two therapists at .75 FTE were not producing therapy service hours.
• Discrepancies matching charge slips with documentation.
• Consistent errors in charging therapy -type services as separate
rather than an inclusion.
• Clinical paperwork lacking timeliness to meet 48-hour deadline.
Explanation:
• Clinical Supervisor, administrative meetings and documentation with
therapist failed to render an improvement in work performance.
Errors in Database entry:
• Clerical hampered by unavailability of completed information by
therapist.
Correction:
• Clerical informed by Clinical Supervisor concerning entries.
• Program Director and Clinical Supervisor consistently addressed
paperwork timeliness with therapist.
Items not met:
(see 9-12: Poor clinical documentation)
• No evidence of QAP forms utilized.
Correction:
• Current Program Director is in the process of addressing lack of the
QAP forms as part of meeting contractual obligations.
3
1111
YWCA
Hawaii Island
To: Curtis Tyler
From: Susan J. Labrenz, Executive Director
Date: May 3, 1999
Subject: Questions
1. What happened to the program when the contracts were decreased by $61, 000?
$29,000 was a new contract for prevention activity and was offered to us in August. Due
to difficulties in getting the contract negotiated with SATC, we were unable to hire staff
to carry out the work. SATC decided to rescind the contract and disburse the funds to the
other counties for this year.
$32,000 was taken from our DOH contract to hire Dr. Correa. These funds would
have hired an on-site Clinical Supervisor, a function that Dr. Correa serves for us.
The remaining funds came from a variety of vacancies in positions. For example,
the half-time Hilo therapist position which was not filled because insufficient
referrals were received to warrant filling the position during the first half of the
year.
w
~ A United Way Agency
145 Ululani Street t Hilo, Hawaii 96720 t Telephone 1808) 935-7141 t Fax (808) 935-5150
75-5759 Kuakini Highway, Suite103C t Kailua-Kona, Hawaii 96740 t Telephone 1808) 334-0308 t Fax (808) 334-0406
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COUNTY OF HAWAII
HUMAN SERVICES NONPROFIT GRANTS (FY 1999-2000)
Staff Information Sheet
Degree
Staff of
& Admin. Other Full Part
Name Field of Staff ~az't Staff Time Tme Position Title
Program
Stud
Ah Yee, Martha MpH X X Pro am Director
Albers, C nthia X X Fitness Coordinator
Anderson-Cloud, Celeste X X Fitness Instructor
Andruskiewicz, Stacy X X Life d/Insttuctor
Anthony-Case, Maile X X Life azd/Instructor
As aisa, Gloria X X Ekahi Tutor
Black, Horace Pr~_psY X X FSST Mana er
Boreliz, Diana X X Preschool Asst. Teacher
Bradle ,Paula X X HS Outreach Worker
Brandt, Geor e X X Youth Activities Instructor
Brantley, Jill MA/BA-psY X X Fitness/Education Instructor
Browning, Lesley X X Life d/Insttuctor
Chamberlian, M Bs-Ea X X Preschool Asst. Teacher
Chen, Lily X X Preschool Asst. Teacher
Chew-Matwnoto, Jowett X X Preschool Teacher
Coghlan, Kellyn X X HS Outreach Worker
De-Coito, Myra X X Preschool Asst. Teacher
Devela, Pa an X X TC Pro am Coordinator
Yamamoto, Jessica X X Office Asst.
Dixon, Philomena X X FSST Outreach Worker
Echavez, Renee BA-Spch X X SASS Communit
Fo g, Eveline X X SART Worker
Graham, Jud MA/BA-Eng X X Ekahi Coordinator
Greenhouse, Carol X X SASS Commtmi
Hal ern, Joel X X Life d/Insttuctor
Ha'o, Be Jane B^-$OC X X Life azd/Instrnctor
He ano, Donnette X X HS Data Ent Clerk
Higa, Joanna X X Office Asst.
Hill-Hig ins, Loke X X Life d/Instructor
Hiraishi, Kelsey X X Preschool Coordinator
Hoke, Julia X X Substitute P.S. Teacher
Hopkins, Mary X X HS Grp. Coor./ORW
Ignacio, Eddie X X Lifeguazd/Instructor
Ignacio, Joylen X X Preschool Asst. Teacher
Inou e, Mieke X X Office Asst.
Ishii, Cathyann X X Asst. Leader
1 of 3
Degree
Staff of
Name & Admin. Grant Other Full Part position Title
Field of Staff Program Staff Time Tme
Stud
Ishoda, Merlina Bus Deg X X HS Outreach Worker
Justice, Dianne AA-ea X X Preschool Asst. Teacher
Kahele, Te X X FSST Outreach Worker
Kahili, Andrew X X Pro am Manager
Kailiuli, Jonathan X X Fitness Instructor
Kelly, Mary Bs-Antlvo X X Lifeguazd/Instructor
Kettleson, Casey X X Life ard/Instructor
Kidani, Jo X X Preschool Asst. Teacher
Kinney, Kealoha X X Life d/Instructor
Kualii, Bazbaza Ann ~ X X HS EID Worker
Kuramoto, Lisa X X SASS Office Asst.
Labrenz, Susan n-tsw Bs-rs X X Executive Director
Lang, Forrest X X Life d/Instructor
Lee, Joan BA-Hawn Stud X X HS Outreach Worker
Loo, Jeffery X X Life d/Instructor
Lux, Catherine BA-B~o X X HS Outreach Worker
Mazeko, L ette X X AS Pro am Coordinator
Martins, Shazon X X SART Worker
Mase, Mazguerite BA-com,,, X X X HS Clinical Supervisor
Matson, Anna X X HS Outreach Worker
McCurley, Frances AA-tang X X HS Outreach Worker
Medeiros, Melissa X X Ekahi Tutor
Miyashiro, An ela Tech Cert X X Life d/Instructor
Moniz, Deborah L nn X X HS EID Worker
Nihipali, Donalyn X X SART Worker
Niimi, Cari X X Lifeguazd/Instructor
Norris, Anita X X Finance Asst.
Norton, Elizabeth X X Fitness Instructor
Oblero, Dain X X Maintenance Coordinator
Ondo, Leilani X X TC Pro am Coordinator
Ozeki, Sandra BA-soc X X Pro am Leader
Paredes, Dawn X X Fitness Instructor
Perriera, Beverly X X HS Outreach Worker
Popovich, Sydney X X Youth Activities Instructor
Poulos, Peter X X Life d/Instructor
Puniwai, Jud X X Substitute P.S. Teacher
Ramo on, Leonard BA-Btem ea X X School A e Manager
Ramsey, Patricia mtsw, Acsw X X X HS Clinical Su ervisor
Richman, Laura X X Finance Director
Robbins, Vic BA-mtus/Dance X X Fitness Instructor
Roos, Robert Monroe X X Life d/Instructor
2of3
Degree
Staff of
Name & Admin. Grant Other Full Part position Title
Field of Std Program Staff Time Tme
Stud
Rosa, Kazen X X Fitness Instructor
Russell, Carrie X X Preschool Asst. Teacher
Samimi, Melissa X X Fitness Instructor
Sam aia, Carol X X HS Office Coordinator
Santos, Cherl ann X X Office Asst.
Saviskas, Sarita X X Life d/Instructor
Ser eant, Carrie X X A uatics Coordinator
Simmons, Florence X X Asst. Leader
Simmons, Maile X X SART Worker
Songer, Chris X X Lifeguard/Instructor
St. John, Ste hanie X X TC Educator
Strai t, Dan BA-Bus X X TC Pro am Manager
Strange, Sazah X X SART Worker
Straslicka, Sherrie Ann Bs-comp BA X X Office Asst.
Nat Sci
Sumada, Narumi X X Preschool Asst. Teacher
Supan, Lisa n-tsw~es-suu. X X HS Pro am Director
Tones, Susan X X HS Child Dev. Coordinator
Tubbs, Roxie BA-Polysci X X SART Worker
Vanhoven, Arabella X X Life uazd/Instructor
Vincent, Todd X X Life uazd/Instructor
Wehrsi ,Cori X X HS EID Coordinator
Whitne ,Cindy BA-soc X X HS Outreach Worker
Won ,Nicol X X HS Office Assistant
Won , Peazl X X HS Outreach Worker
Woo-O'Brien, Lu-Ann BA-Psy X X SASS S ec/HS DEC
Yackley, Kazen X X SART Worker
3 of 3