Aging

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Aging Disability Resource Centers

• An Introduction to ADRC Activity Reporting
• January 5, 2009

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Objectives

• Provide an overview of the ADRC activity
  reporting requirements
• Review key definitions
• Focus on ADRC activities
• Highlight helpful resources
• Review Common Questions

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ADRC Activity Requirements

• Initiated in 2008
• Requirements grew out of ADRC workgroup
  discussions
• Data is collected on each interaction or contact
• Information reported has moved from summary to
  consumer specific data based on each conversation
  or contact
• Information submitted via Encounter reporting
  system

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What is a contact?

• A contact represents an individual one-on-one
  interaction
• This interaction occurs between ADRC staff and a
  person who contacts the ADRC.
• Note this individual may be contacting the ADRC
  with a problem or concern about him or herself or
  a problem/concern about another person
• Each interaction is a contact.
• An ADRC Activity must occur for the contact to be
  included in the ADRC Activity Report.

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Every contact includes.

• Age Group (consumer only)
• Disability Type (consumer only)
• Caller Type
• ADRC Activity

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Every contact includes Age Group

• Age Group
• Under age 60
• Age 60 or over
• Unknown
• Staff are not required to ask a persons age and
  may rely on their best judgment and select the
  most likely option

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Every contact includes..Disability Type

• Disability Type
• Elderly (aged 60 and over)
• Adults with developmental disabilities
• Adults with physical disabilities
• Adults with mental illness
• Adults with substance abuse issues
• Unknown
• ADRC staff
• Are not required to ask a persons disability
  type and may rely on their best judgment and
  select the most likely option
• Select all disability types that apply
• Select unknown if the individuals disability
  type is not known

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Every contact includes Caller Type

• Caller Type identifies people who
• contacted the ADRC
• the individual contacts the ADRC on their own
  behalf
• Individual who contacts the ADRC is inquiring on
  behalf of someone else.
• Only one category of caller type can be selected
  per contact.

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Caller Types include.

• Self (individual contacted the ADRC on their own
  behalf)
• Caregiver (individual caring for the person who
  is the focus of the contact)
• Relative, Guardian, Friend/Neighbor, Community
  member (individual contacted the ADRC on behalf
  of someone who is not the caregiver)

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Caller Types include.

• Agency, Service Provider (individual contacted
  the ADRC on behalf of someone else)
• ADRC contacted consumer (staff from the ADRC
  initiated contact with the consumer or their
  designee on behalf of the consumer in a situation
  other than for Pre-Admission Consultation)
• ADRC responded to Pre-Admission Consultation
• Nursing home
• Community Based Residential Facility
• Residential Care Apartment Complex
• Other

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Caller Type - Tips

• What caller type do you indicate if a person has
  a multiple role e.g., caregiver as well as
  guardian?
• Consider in what role is the individual seeking
  assistance?
• The first 4 caller types represent interactions
  where the individual is contacting the ADRC.
• The next 2 caller types is used when staff from
  the ADRC are contacting the individual.
• What caller type do you indicate if someone calls
  the ADRC, leaves a message and you return the
  call?
• Since the communication was initiated by the
  individual, the caller type would be self,
  caregiver, non-caregiver, agency etc.

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ADRC Activities

• Each contact must include at least one ADRC
  activity in order to be included in the report
• Please indicate all activities as applies
• Administrative calls are not contacts examples
  include
• customer scheduling or canceling an appointment
• inquiries related to other services provided by
  the ADRC (cancelling home-delivered meals,
  confirming volunteer transportation pick-up time)
• leaving messages for staff

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ADRC Activities.

• Take place
• Home visits
• Walk-ins
• Over the telephone
• Via email
• Other written communication where information is
  exchanged.
• Hits on websites are not considered ADRC
  activities

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ADRC Activities.

• Provided Information Assistance
• Includes listening to the inquirer, assessing his
  or her needs, helping the inquirer to connect
  with service providers or gain information to
  meet the identified needs
• Provided Options Counseling
• Is an interactive decision-support
• process whereby consumers are assisted to
  evaluate and weigh their long-term care service
  options

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ADRC Activities.

• Provided Follow-up
• Activity initiated by the ADRC not the inquirer
  or service provider, to determine if the
  inquirers needs were met and if additional
  information and assistance are needed
• Note when providing follow-up the caller type
  ADRC contacted consumer must be selected
• ADRCs are required to have a follow-up policy to
  guide staff to identify when to provide follow-up

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ADRC Activities.

• Administered Long-term Care Functional Screen
• Long-term Care Functional Screen has been
  completed.
• Referred to Economic Support
• Inquirer was referred to Economic Support Unit by
  providing the individual contact information or
  assisting him or her by contacting the Economic
  Support Unit on their behalf

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ADRC Activities.

• Provided Assistance with Medicaid Application
  process
• Assisted the individual with activities related
  to the Medicaid application process
• Gathering documentation of medical remedial
  expenses
• Assistance in completing the MA application
• Gathering verifications needed by Economic Support

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ADRC Activities.

• Referred for Financial Related Needs Other than
  Economic Support
• Inquirer was referred to agencies/programs that
  would meet financial related needs
• ADRC staff may provide the individual with the
  appropriate agency contact information or assist
  the inquirer by contacting the agency.
• Examples include contacting local agency such as
  the Salvation Army for rent assistance or a
  Community Action Program for a food voucher

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ADRC Activities.

• Referred for Private Pay Service Options
• ADRC referred inquirer to private pay service
  options.
• ADRC staff may provide the individual with the
  appropriate agency contact information or assist
  the inquirer by contacting the agency.
• Examples include home care services, housing
  options, day services and services and housing
  packaged together, personal care etc.

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ADRC Activities.

• Short term service coordination
• ADRC served as the coordinator of service and
  the main contact person on behalf of an
  individual for agencies and others providing
  services that the individual has chosen. The
  complexity, diversity and/or quantity of needs
  and providers necessitate coordination that the
  individual can not perform and there is no one
  else who can do so.
• Note ADRCs are required to have a policy in
  place that ADRC staff follow to ensure that
  short-term service coordination remains
  short-term.

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ADRC Activities.

• Short-Term Service Coordination TIPS!
• Is this short-term service coordination?
• Consider these three things
• Multiple service needs
• No one else to help with ongoing coordination
• Individual cant coordinate services on their own
• Document information about the interaction in
  your client tracking system.
• One-time linking of people to services is not
  short-term service coordination its IA.

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ADRC Activities.

• Provided Youth Transition Support
• ADRC assisted a young adult with disabilities in
  making the transition from childrens services to
  the adult long-term care system.
• This service includes discussions with young
  adults who have a disability and needs support to
  receive services from the long-term care system.
• Often individual communication stems from
  specialized outreach to school systems via
  information fairs, parent/teacher venues as
  appropriate.
• Note This activity reflects that a one-on-one
  contact has occurred and may also happen
  alongside another ADRC activity.

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ADRC Activities.

• Provided Enrollment Consultation
• ADRC assisted an individual who is found eligible
  for publicly funded long-term care program (e.g.,
  Family Care, Partnership, IRIS)
• Provided Disenrollment Consultation
• ADRC assisted an individual by providing
  information and counseling about consequences and
  alternative choices as to assist a person in the
  process of deciding whether to disenroll from a
  publicly funded long-term care program (e.g.,
  Family Care, Partnership, IRIS) or providing
  counseling for those being disenrolled
  involuntarily.

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ADRC Activities.

• Provided Assistance/referral for
• Health Promotion or Information
• ADRC provided health related information,
  referral and/or guidance to an individual.
  Information may include health promotion, health
  education, prevention strategies and supports.
  This area includes intervention/prevention
  information or services (e.g., connecting
  individual to a Living Well with Chronic
  Conditions class, sharing information about
  health screenings, medication management, etc.)

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ADRC Activities.

• Referred for Mental Health Services
• ADRC referred individual to a provider(s) of
  mental health services. The IA Specialist may
  provide contact information or assist by
  contacting the mental health provider on the
  individuals behalf.

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ADRC Activities.

• Referred for Substance Abuse Services
• Individual was referred to a provider of
  substance abuse services. The IA Specialist may
  provide the individual with contact information
  or assist by contacting the substance abuse
  service provider on the individuals behalf.

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ADRC Activities.

• Consumer refused (PAC related)
• The consumer refused interaction with the ADRC
  upon being contacted by the ADRC in response to a
  PAC referral
• Logging this activity means that an actual
  conversation between the ADRC staff and a
  consumer took place.
• However, during this conversation the consumer
  refused or declined information and assistance or
  other ADRC services.
• Leaving messages or sending letters to a consumer
  are not considered a contact for ADRC activity
  reporting.

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Common Questions

• When are the reports due to the State?
• How are they submitted?
• What do I do if I am unsure how to log an
  interaction?
• I am new to the ADRC, we use Beacon and need more
  training?

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Submitting Reports

• Reports submitted via Encounter on a quarterly
  basis. Due on the 30th of the month following the
  end of the quarter.
• Each ADRC is assigned a specific reporting code
  to use during the submission.
• Generally each ADRC designates one staff person
  whose task is to summit the report on behalf of
  the ADRC. Individuals new to this role will need
  to get access to the Encounter site in order to
  complete the submission of the data. A new user
  form must be completed and submitted to obtain
  the appropriate user code.
• For technical questions regarding Encounter,
  please contact Charles Rumberger, his email
  address is Charles.Rumberger_at_wisconsin.gov

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Logging a contact?

• Frequently Asked Questions documents are
  published on the ADRC website.
• If you have questions that you would like to
  pose, please submit them to DHSRCTeam_at_wisconsin.go
  v

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Training

• ADRCs who use Beacon software can access training
  by contacting Carl Nelson at the Bureau for Aging
  Disability Resources. His email address is
  Carl1.Nelson_at_wisconsin.gov
• Many ADRCs participate in regular conference
  calls with one or two other ADRCs who are at a
  similar levels of learning. Carl Nelson
  facilitates these calls.

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Additional Questions

• Do Benefit Specialists submit information via the
  ADRC activity Report?
• No, Benefit Specialists (Disability or Elder)
  have a separate reporting system.
• Can the ADRC gather information in addition to
  the ADRC Activity Report?
• Yes, ADRCs may decide locally if they choose to
  gather additional information.

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Additional Questions

• Collateral Contacts
• Sometimes in order to help individuals locate
  services to meet their specific needs, I will
  place several calls to different service
  providers or agencies to gather information to
  share with the individual. I want to make sure
  that the person isnt frustrated with referral
  options that wouldnt work for them. Do I need to
  count all of these calls?
• Logging these types of collateral contacts is
  optional. Some ADRCs have chosen to track these
  interactions. This is a local decision. ADRCs who
  choose to gather this information use the caller
  type other to log these contacts.

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Additional Questions

• Directory Assistance
• Sometimes the only thing a person asks for is a
  telephone number, this doesnt seem like
  information and assistance? Should I log these
  contacts?
• These interactions are more like directory
  assistance, so they are not to be logged as an
  ADRC Activity.
• However, it is important to ask people if there
  is anything else they need or a concern that
  prompted them to look for that particular number
  or service. You might be able to provide
  additional information and support to help this
  individual.

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What does the data look like?
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What does the data look like?

• Individual ADRC Activities
• Caller type
• Disability Type
• Age Group
• Combinations!

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Contact information

• Maurine Strickland,
• Office for Resource Center Development
• [phone]
• Maurine.Strickland_at_wisconsin.gov
• Pam Steinmetz,
• Office for Resource Center Development
• [phone] ext. 4362
• Pamela.Steinmetz_at_wisconsin.gov

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Thank you!