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HomeMy WebLinkAboutCOM 0150.046 1998-2000 \11II1/I/ YWCA Hawaii Island To: Curtis Tyler From: Susan J. Labrenz, Executive Director Martha L. Ah Yee, Sass Program Director 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 15~ 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 ~I understand that we do have the capacity to survive. Comm. No. 150• File No. u~ Nt~~ n u"~~Pd w:,r nq"~,~r Ref. Tos P U g~qq~ 77~~~t~ 11AY 0 S 1999 145 Ululani Street t Hilo, Hawaii 96720 t Telephone (808) 935-7141 t Fax (808t~J35~I 75-5759 Kuakini Highway, Suite103C t Kailua-Kona, Hawaii 96740 t Telephone 1808) 334-0308 t Fax 18081 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 8~ 2) Lack of consistent identification of client files. Justification: • 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 8~ 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. 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 A~tlll/% VWCA 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 $6!,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. ~I A WuleO WaY Ayency 145 Ululani Street t Hilo, Hawaii 96720 t Telephone (8081 935-7141 t Fax (808) 935-5150 75-5759 Kuakini Highway, Suite103C t Kailua-Kona, Hawaii 96740 t Telephone (8081 334.0308 t Fax 18081 334-0406 Z°~ ~n ~ oo J D\ cn A w N 9 ' ~ < ~ x x O°- r3; w a o 7~ x~ m m U' 7r ~ D a a ~r,r•.i 7. C N O C < < O -Ci -1 C/1 C z ~,...0 o '-1 ~ to R to m N w O N m ~ 2 cn ti ro . ~ --1 c x ~ ~ ~ o ~C O ~ o ~ f ° b b l'1 to..; O ~p C vl~ C' h ~ Oyu. ~ ~ ~ m `D CD C" w ~ C7 O C) a ~ ~ 5 ° c ~ a d~ ~ ~ ~ ~ ~ a ~ z N „y. 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Other Pull fart Name Field of Staff Grant Staff Time "Pme Position Title Program Stud Ah Yee, Martha "tt'" X X Pro ram Director Albers, C nthia X X Fitness Coordinator Anderson-Cloud, Celeste X X Fitness Instructor Andruskiewicz, Stacy X X Life uard/Instructor Anthony-Case, Maile X X Life uard/Instructor As aisa, Gloria X X Ekahi Tutor Black, Horace rHD"t'~Y X X FSST Mana er Boreliz, Diana X X Preschool Asst. Teacher Bridle ,Paula X X HS Outreach Worker Brandt, George X X Youth Activities Instructor Brantley, Jill mrvs^-P'y X X Fitness/Education Instructor Browning, Lesley X X Life uard/Instructor Chamberlian, Ma es-ed X X Preschool Asst. Teacher Chen, Lily X X Preschool Asst. Teacher Chew-Marumoto, Jowett X X Preschool Teacher Coghlan, Kellyn X X HS Outreach Worker De-Coito, Myra X X Preschool Asst. Teacher Devela, Pawn X X TC Pro ram Coordinator Yamamoto, Jessica X X Office Asst. Dixon, Philomena X X FSST Outreach Worker Echavez, Renee ts'`-sr`t' X X SASS Communit Fogg, Eveline X X SART Worker Graham, Jud M.V6A-Eng X X Ekahi Coordinator Greenhouse, Carol X X SASS Communit Hal em, Joel X X Life uard/[nstructor Ffa'o, Betty Jane e^'s°` X X Life uard/[nstructor He ano, Donnette X X HS Data Ent Clerk E Iiga, Joanna X X Office Asst. f till-Higgins, Loke X X Life uard/[nstructor Fliraishi, Kelsey X X Preschool Coordinator Floke, Julia X X Substitute P.S. Teacher Ho kins, Mary X X HS Gr . Coor./ORW Ignacio, Eddie X X Life uard/Instructor Ignacio,Joylen X X Preschool Asst Teacher Inou e, Mieke X X Oftce Asst. Ishii, Cath inn X X Asst. Lcadcr 1 of 3 Degree Staffof & Admin. Other Full Part Name Staff Grant Staff Time Tme Position Title Field of Program Stud [shoda, Medina Bus Deg X X HS Outreach Worker Justice, Dianne AA-Ed X X Preschool Asst. Teacher Kahele, Te X X FSST Outreach Worker Kahili, Andrew X X Pro ram Mana er Kailiuli, Jonathan X X Fitness Instructor Kelly, Mary BS-Anthro X X Life uard/Instructor Kettleson, Casey X X Life uard/Instructor Kidani, Jo X X Preschool Asst. Teacher Kinney, Kealoha X X Life uard/Instructor Kualii, Barbara Ann RN X X HS EID Worker Kuramoto, Lisa X X SASS Office Asst. Labrenz, Susan Msw es-as X X Executive Director Lang, Forrest X X Life uard/Instruc[or Lee, Joan BA-Hawn Stud X X HS Outreach Worker Loo, Jeffery X X Life uard/Instructor Lux, Catherine BA-ego X X HS Outreach Worker Mareko, L nette X X AS Pro ram Coordinator Martins, Sharon X X SART Worker Mase, Marguerite BA-Comm X X X HS Clinical Su ervisor Matson, Anna X X HS Outreach Worker McCurley, Frances AA-Lang X X HS Outreach Worker Medeiros, Melissa X X Ekahi Tutor Miyashiro, An ela TechCert X X Life uard/[nstructor Moniz, Deborah L nn X X HS EID Worker Nihipali, Donalyn X X SART Worker Niimi, Cari X X Life uard/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 ram Coordinator Ozeki, Sandra en-soe X X Pro ram 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 uard/Instructor Puniwai, Jud X X Substitute P.S. Teacher Ramo on, Leonard BA-Elcm Gd X X School A e Mana er Ramsey, Patricia Msw, ncsw X X X HS Clinical Su ervisor Richman, Laura X X Finance Director Robbins, Vick Bn-Mus/Dancc X X Fitness Instructor Roos, Robert Monroe X X Life uard/[nstructor 2of3 Degree Staff of Name & Admin. Grant Other Full Part Field of Staff Staff Time Tme Position Title Program Stud Rosa, Karen X X Fitness Instructor Russell, Canie X X Preschool Asst. Teacher Samimi, Melissa X X Fitness Instructor Sam aia, Caro( X X HS Office Coordinator Santos, Cherl ann X X Office Asst. Saviskas, Sarita X X Life uard/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 Life uard/[nstntctor St. John, Ste hanie X X TC Educator Straight, Dan BA-B~s X X TC Pro ram Mana er Strange, Sarah X X SART Worker Straslicka, Sherrie Ann BS-Comp BA X Office Asst. Nat Sci Sumada, Narumi X X Preschool Asst. Teacher Supan, Lisa MswiBS-soy. X X HS Pro ram Director Torres, Susan X X HS Child Dev. Coordinator Tubbs, Roxie BA-Polysci X X SART Worker Vanhoven, Arabella X X Life uard/Instructor Vincent, Todd X X Life uard/[nstntctor Wehrsi ,Cori X X HS E[D Coordinator Whitney, Cindy BA-soy X X HS Outreach Worker Wong, Nicol X X HS Office Assistant Wonq, Pearl X X HS Outreach Worker Woo-O'Brien, Lu-Ann BA-Psy X X SASS S ec/HS DEC Yackley, Karen X X SART Worker 3 of3