1 Community-Based Care Readiness Assessment and Peer Review Overview Department of Children and Families And Florida Mental Health Institute

2 Mission and Purpose CBC Peer Review Quality Assurance and Technical Assistance Teams, in partnership with DCF, CBC Lead Agencies, and Community Alliances, will assist in the quality assurance review and provision of technical assistance to insure that Districts and new Lead Agencies are fully prepared to implement their Community-Based Care services.

3 Background 1998 – CBC Office produces Prototype Lead Agency Readiness Assessment – District 5 Start-Up –Focus on Lead Agency readiness activities and deliverables –Criteria centered on infrastructure development and operational implementation of programmatic plans Incorporated into Start-Up Deliverables for all subsequent start-up projects through 2002 January 2003 – Prototype Peer Review Concept Implemented through FMHI Partnership Contract

4 January 2003–June 2003 Prototype Peer Review Concept Implementation Steps B. Initial Peer Reviews: District 10: -Initial Review and Report: March 5 th and 6 th Final Review and Report: June 23, 2003 District 4 Duval County: -Initial Review and Report: April 22 nd 23 rd Final Review and Report: June 18, 2003 Background con’t A. February 2003 – Completed Collaborative Planning and Development Workshops  Produced initial District/CBC Integrated Tool  Developed Review Process and Procedures

5 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. C.Additional Review and Modification of Readiness Instruments and Process and Procedures for: January 2003–June 2003 Prototype Peer Review Concept Implementation Steps

6 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Review and Modification of Readiness Instruments and Process and Procedures Action Steps Completed: Community Alliance members added to Peer Team Process for all remaining Projects Establish process and role for Alliance member participation

7 Alliance Participation DA and CBC CEO request local Alliance participation Alliance Member(s) appointed by local Community Alliance to the Team Included as member of the Team throughout the Process Identifies for the Team the Alliance’s local priorities. Role is as a member, but not a Team Leader: o Only Team Leads sign final report with recommendation o Absence of consensus to the Leads’ report will result in an attached “minority opinion” report.

8 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…services to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Review and Modification of Readiness Instruments and Process and Procedures Action Steps Completed: 1) Readiness Assessment Tool reviewed and aligned with statutory requirements: A Set of Uniform Criteria reflecting national accreditation standards that evaluate:  Programmatic Competency  Financial Competency  Technical Assistance  Training Competency  Organizational Competency 2) Local Criteria including community alliance priorities provide by Alliance member

9 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Review and Modification of Readiness Instruments and Process and Procedures Action Step Completed: 3) Readiness Assessment Instrument revised to include Criteria for District Readiness and collaborative planning and development between District and Lead Agency, including local priorities

10 District/Lead Agency Readiness Tool Excerpt Lead Agency EvidenceYNDistrict/Region Evidence Y N  The provider has worked with the district to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision.  The district worked with the provider to plan start-up and transition activities which reflect partnership through joint planning, collaborative communication, mutual support, and shared vision.  Written plan is evident that describes stakeholder relationship and includes providers, foster parents, and families receiving services, and a mechanism for soliciting feedback and input is included in their plan.  The district has established mechanisms for communicating issues relating to the transition to CBC to foster parents, families receiving services and existing providers/contractors.  A community stakeholder planning and program implementation group is established.  A mechanism for soliciting feedback and input is included in their plan.  The plan is submitted to the department within 120 days after the effective date of the Start-Up contract.  Meetings, correspondence, public hearings, or other such communication is evident with major stakeholder groups.  DCF approval of stakeholder plan is documented.  The district has established timeframes for the review process to ensure timely feedback consistent with the readiness review and transition schedule.

11 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Review and Modification of Readiness Instruments and Process and Procedures Action Step Completed: 4) Annual Schedule for Initial and Final Peer Review Team Site Visits established and promulgated

12 Senate Bill 1454 Requirements, con’t The Readiness Assessment shall be conducted by a joint team of district and lead agency staff with direct experience with start-up and operation of a CBC service program…with representatives from the appropriate Community Alliance. Review and Modification of Readiness Instruments and Process and Procedures Action Step Completed/In-Progress: 5) Peer Review Team members and Lead’s recruited and Scheduled for all Start-Up projects

13 Selection of Peer Reviewers Team Leads Identified based on: –District or Lead Agency Leadership position – willingness and availability to assist in the entire review process Remaining members identified based on: –Demonstrated competency in area of need –Willingness and availability to assist in the entire review process –Areas of expertise chosen for an individual review are based on local request for assistance

14 Senate Bill 1454 Requirements The Department, in consultation with the local community alliance, determines and certifies through a readiness assessment that the district is prepared to transition…service to the lead agency, and that the lead agency is ready to deliver and be accountable for such service provision. Other Statutory Requirements Managed through Process: Team Exit Conference Written and documented specific evidence of readiness on each element of the readiness instrument. Description of each element of readiness needing improvement and strategies being implemented to address each.

15 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

16 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Assists the District and Lead Agency in a preliminary Project assessment and preparation for Team Site Visit. Provides an external quality assurance review of Readiness deliverables On-site Visits Provision of model start-up deliverables, best practice information. Review of project deliverables and plans; feedback and technical assistance Identify available technical assistance from other districts/projects

17 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Coordinates the recruitment of peer review team members, schedules site visit dates and associated logistics Provides Team with project information including all desk review material Supports team’s activities during site visit; moderates group meetings Prepares initial and final reports Provides follow-up and coordination of technical support to the districts as needed

18 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS

19 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS District DCF and Lead Agency Budget side-by-side Comparison Lead Agency Table of Organization System of Care Overview Services Implementation Plan Quality Assurance Plans Interim Services Contract (Service Scope and Tasks) Other as May be Requested by Team

20 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS DRAFT AGENDA Day 1 1) 9:00 – 4:00– Meet at District HQ a) Welcome and Introductions b) Presentation by CBC Lead Agency and District Key Personnel i. Overview of CBC Project – The System of Care ii. Highlights of Transition/Implementation Plan iii. Human Resources iv. Highlights of Budget/Financial Issues v. Highlights of IS Issues vi. Quality Assurance/Quality Improvement Plans (CBC and District) vii. Status of Readiness Deliverables/Criteria – District and CBC viii. Other as desired by CBC and District

21 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Day 2 8:30 Meet at HQ or CBC Offices 8:430 – 11:00 BreakOut Groups Meet Topics Include: Implementation Plan Details Budget and Financial management Transition Phase-In Planning Quality Assurance Plans

22 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Day 2 8:30 Meet at HQ or CBC Offices 11:00 – 12:00 Peer Team Meeting Initial Assessment Development Initial Recommendations

23 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Day 2 8:30 Meet at HQ or CBC Offices 12:00 – 1:00 Exit Conference with District and Lead Agency

24 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Written Initial Team Report provided to District DA and lead Agency CEO within 7 calendar days Includes listing of Community Priorities Project Strengths Areas of Assessed Need Specific Recommendations for improvement and strategies for achieving

25 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Final Team Site Visit Review of Written, Completed Readiness Assessment Instrument – signed by DA and LA CEO Report of Document Audit by Team Coordinator Presentation and Written Response and discussion regarding Initial Team Recommendations Written Communication with supporting documentation, sign ed by Team Leads prepared and submitted to Headquarters.

26 QUALITY ASSURANCE PEER REVIEW TEAM PROCESS Observations and Feedback from Prior Team Members: Observations and Feedback from Districts Reviewed: