Employees - Policy 1.0

A. MISSION

Kokua’s mission is to provide citizens with disabilities with the support they need to lead full and meaningful lives.

b. VISION

A collaborative community partnership providing the knowledge, resources and opportunities for individuals with disabilities to learn, grow and contribute.

Teach self advocacy and independent living skills.
Provide access to therapeutic services.
Provide sponsorship for consumer driven initiatives.
Offer payeeship and money management services.
Create an environment of respect, dignity and integrity.
Build and strengthen positive community and family relationships.
Provide access to a variety of life enriching activities.
Provide assistance with life transitions.
Offer continuing education opportunities.
Educate the community on disability-related issues.
Promote personal independence and responsibility

C. ADMISSION:

Kokua may accept or reject any referral. Individuals needing support may interview different providers before choosing the one that meets his or her needs. Legal guardians also have an important voice in choosing a service provider. All new clients will meet with a Service Coordinator to negotiate a Service Agreement.

d. NONDISCRIMINATION:

Kokua will not discriminate against any client or prospective client based upon the person’s race, religion, marital status, age, gender, sexual orientation, color, creed, national origin, veteran or Vietnam era veteran status, use of a trained dog guide or service animal by a person with a disability, or a handicapping condition, the presence of any sensory, mental or physical disability, including communicable diseases and HIV/AIDS.

e. DISCHARGE:

If Kokua cannot provide the type of service required for a client, Kokua may request DSHS to locate a more appropriate service provider. Clients, guardians, or DSHS may also make requests to discontinue services. Attempts will be made to resolve conflicts prior to any discharge decision.

F. SERVICES:

Kokua will provide services to people in a manner that encourages, supports, and allows them to have as much power in their own lives as possible. Success will be measured by the quality of life for each person in the program.

PHASE ONE- PRE-INTAKE

Referral Packet received from DDD or request for service received from a private party.
The Executive Director and the Director of Client Services will do an initial review of the request. If it appears that the request is not a good match for Kokua or if insufficient staffing resources exist to provide adequate services, the request will be declined. In the case of DDD referrals, the referral packet will be returned to DDD.
If the Executive Director and the Director of Client Services agree that the request for services should be accepted, the referral packet information will be shared with the Service Coordination Team. If the referral has been sent by DDD, Service Coordination Team members will help prepare the proposal for services. When the proposal is finalized, a copy of the proposed staffing schedule will be given to the Hiring Coordinator.
The referral packet information will be given to the Training Coordinator so that client-specific training can be developed for the new staff.
If the proposal for services is accepted, the Director of Client Services will mail a pre-intake packet to the client, family member or guardian for completion. The pre-intake packet will consist of a cover letter, forms and authorizations that are needed to complete the intake process. A list of the forms to be included in the intake packet can be found in Appendix A of these instructions.
The pre-intake packet will include a SASE and a request that the material be returned by a specific date.
When the pre-intake packet is returned, the Director of Client Services will schedule an intake meeting. Material from the pre-intake packet should be shared with the members of the Service Coordination Team and a pre-intake meeting should be held.
The Client Services Coordinator will complete a Face Sheet and submit it to the Business Operations Coordinator. The Client Services Coordinator will complete Releases of Information and Authorizations for signature at the intake meeting.
The Director of Client Services will determine whether or not the new client will need a guardian. If a guardian is needed, a written request to initiate a guardianship will be sent to the client’s DDD Case Manager.

PHASE TWO-INTAKE

At the intake meeting, make the new client and their family feel at home and explain any questions they may still have about Supported Living Services. Hospitality and trust building should be a high priority.
During the intake meeting, the following tasks will be completed:

Ask the family member, client or guardian to proof the Face Sheet for accuracy.
Obtain signatures on releases and authorizations for treatment.
Negotiate and sign a Service Agreement.
Complete a Service Plan.
Complete an Individual Financial Plan.
Identify what household items or adaptive equipment will be needed before move-in and who will be responsible for obtaining those items.
Determine whether a Positive Behavior Support Plan is needed.
Identify any issues that may need an Exception to Policy.
Set a tentative move-in date.

If DDD start up funds will be needed to help a client with move-in expenses, the Director of Client Services will complete a list of needed items and will request pre-approval from the DDD case manager.
The Director of Client Services will determine whether or not the new client will need nurse delegation. If delegation is needed, the Delegating Nurse will be contacted.
The Team Leader for the new client will set up the client’s documentation books.
The Director of Client Services will convene planning meetings, as needed, to coordinate the progress of the move-in. The Director of Client Services will complete the move-in checklist to assure that all necessary steps have been completed and all health and safety supports are in place prior to the move-in. The Move-In Checklist is found in Appendix B of these instructions.
Copies of receipts for start-up purchases will be given to the Client Finance Coordinator. The Client Finance Coordinator will submit a request for Client Allowance to the DDD case manager.

PHASE THREE-WELCOMING AND ORIENTATION

The Director of Client Services will send a “Welcome Packet” to the new client’s family or guardian. This packet will contain a cover letter; a copy of the staff schedule; the address and phone number of the client’s home; emergency and after hours contact information; and a directory of “Who to Call” with different issues.
The Director of Client Services will give the Administrative Assistant contact information for the client’s family so that they can receive the newsletter.
The Director of Client Services will follow-up with the family or guardian by phone 30 days after the move-in to be sure that there are no unresolved issues.

APPENDIX A

CONTENTS FOR PRE-INTAKE PACKET

For the client or guardians information:

Cover letter welcoming the client
Agency brochure
“What are Supported Living Services?”
Client Grievance Policy
Client Rights Policy

For the family or guardian to fill out and return:

Intake Information Sheet

List of what copies to bring to the Intake Meeting:

Washington State ID
Social Security Card
Guardianship papers
Power of Attorney
Medical coupon
Private insurance card
Drug plan card
Pre- Arranged Funeral Plan (if a plan has already been made)

APPENDIX B

DIRECTOR OF CLIENT SERVICES
FINAL MOVE-IN CHECKLIST
NEW CLIENT INTAKE

This checklist is to be complete prior to the client’s move-in date.
Client Service Coordinator Responsibilities:
___      Releases in place for all vocational, social and legal contacts.
___      Authorizations for Treatment signed for all medical and mental health       providers.
___      Face sheet completed and turned in to Diane for addition to the client database.
___      POLST form completed with the physician and guardian.
___      Copy of guardianship obtained.
___      Copies of WA State ID, Social Security card, Medicare Card, Birth Certificate, Medical Coupon, Part D Insurance Card are obtained.
___      Copies of all medication prescriptions are obtained from client’s doctor.
___      Master Medication List completed.
___      Set up new ISP with DDD Case Manager
___      IISP Support Goals completed (after ISP)
___      Client has been added to the phone list.
___      For clients living independently: client demonstrates the ability to access after hours on-call support.
___      Client information has been added to the on-call books.
___      Safety equipment in place, if needed (first aid kit, hoyer, fire extinguisher, door alarms, outlet covers, etc)
___      Move-in PPL has been completed. Original copy placed in CSC master file.
___      All needed protocols are in place (bowel, seizure, feeding, behavioral)
___      All of the client’s medications are in place in the client’s home.
___      All needed medical supplies are present in the home.
___     Obtain a copy of the new lease or rental agreement.
___     Work with landlord to get an extra set of keys, if needed.
___      New landlord notified of the move
___      Set up a meeting with the new landlord and client/guardian to sign HUD “leasing packet”
___      Deliver HUD “leasing packet” (complete) to HUD
___      Attend leas signing
___      Give HUD copy of lease, original to be kept in CSC file.
___      Hold responsibility for communication between the office and the house involved about important move information and needs.

Client Finance Coordinator:
___      Individual Financial Plan completed.
___      Payeeship application turned in to Social Security
___      Application for Food Stamps and Section 8 have been completed.
___      Utilities are turned on.
___      Change of address turned in to the Post Office
___      Notify power company, cable company and phone company and make any necessary changes to service and service location (if opening a new home).
___      Fill out the HUD “move packet”
___      Make arrangements for guardian/client to sign HUD “move packet”
___      Receive HUD “leasing packet” and notify CSC
___      Process move expenses, including reimbursements for start-up funds from Kokua client accounts.
___      Set up financial book.

Team Leader:
___      Complete set of client’s books are in place.
___      Completed Evacuation Plan in the home.
___      Update the Emergency Book (disaster preparedness, exposure control plan, etc.)
___      Go with client to the Department of Licensing to obtain a new ID Card with new address.
___      Contact all doctor’s, Dial-A-Lift, pharmacy, necessary family members, counselors, etc. to inform them of the new address.

Training Coordinator:
___      Ensure that all staff have background checks, initial training and nurse delegation.
___      Ensure that the PPE is in the home.
___      Ensure that the Exposure Control Plan is in the home and accurate.
___      Ensure that the Emergency Plan is in the home and accurate.
___      Organize a client specific training for all staff utilizing the Acorn format.
___      Home has been inspected to assure that there are no existing health or safety hazards.

Resource Team:
___      All adaptive equipment in place.
___      Records created on all of the client’s medical equipment

Mental Health Specialist:
___      Positive Behavior Support Plan and Functional Assessment are in place, if needed.
___      Work with Training Coordinator to ensure that staff have been trained on information regarding mental health, the mental health plans and the implementation of behavior supports.
___      Schedule appointments for any needed Psychoactive Med Plans.
___      If needed create a behavior data log.

Director of Client Services:
___      Schedule weekly meetings about move progress.
___      Establish a Payee Account if needed.
___      Copy of current DDD Service Plan is obtained.
___      Requests for Exceptions to Policy turned in to DDD, if needed.
___      Keys are available for staff. Diane has a set of all keys.
___      Ensure that current pharmacy suits the client’s needs.
___      Coordinate start-up needs with financial coordinator and ensure that purchases have been made.
___      Designate power of attorneys if starting a checking account

Human Resource Coordinator:
___      Ensure that the house has accurate and appropriate schedules
___      Ensure that the policy and procedures manual is in the new home.
___      Ensure that an L and I packet is in the new home.

DIRECTOR OF CLIENT SERVICES
FINAL MOVE-IN CHECKLIST
INTER-AGENCY MOVE

This checklist is to be complete prior to the client’s move-in date.

Client Service Coordinator Responsibilities:
___      Releases in place for any new medical, vocational, social and legal contacts.
___      Contact the DDD Case Manager and inform of the move and the new address.
___      Authorizations for Treatment signed for any new medical and mental health         providers.
___      Face sheet change completed and turned in to Diane for updating the client database.
___      Client’s new address and phone number have been changed on the phone list.
___      For clients living independently: client demonstrates the ability to access after hours on-call support.
___      Client information has been changed in the on-call books.
___      Safety equipment in place, if needed (first aid kit, hoyer, fire extinguisher, door alarms, outlet covers, etc)
___      PPL has been updated. Original copy placed in CSC master file.
___      Clients books are transferred to the new home, updated as needed.
___      All of the client’s medications are in place in the client’s home.
___      All needed medical supplies are present in the home.
___     Obtain a copy of the new lease or rental agreement.
___     Work with landlord to get an extra set of keys, if needed.
___      Give a 30 day notice to Housing Authority and current landlord.
___      Set up a meeting with the new landlord and client/guardian to sign HUD “leasing packet”
___      Deliver HUD “leasing packet” (complete) to HUD
___      Attend lease signing
___      Give HUD copy of lease, original to be kept in CSC file.
___      Hold responsibility for communication between the office and the house(s) involved about important move information and needs.
___      Find new doctor, dentist, etc. if necessary

Client Finance Coordinator:
___     Update the client’s IFP budget plan.
___      Utilities are turned on.
___      Change of address turned in to the Post Office
___     Notify Social Security of the move.
___     Notify CSO or WASHCAP of the move.
___     Notify power company, cable company and phone company and make any necessary changes to service and service location.
___      Fill out the HUD “move packet”
___      Make arrangements for guardian/client to sign HUD “move packet”
___      Receive HUD “leasing packet” and notify CSC
___      Process move expenses, including reimbursements for items needed and paid for through Kokua client accounts.
___      Set up financial book.

Team Leader:
___      Complete set of client’s books are in place.
___      Completed Evacuation Plan in the home.
___      Update the Emergency Book (disaster preparedness, exposure control plan, etc.)
___      Go with client to the Department of Licensing to obtain a new ID Card with new address.
___      Contact all doctor’s, Dial-A-Lift, pharmacy, necessary family members, counselors, etc. to inform them of the new address.

Training Coordinator:
___      Ensure that all staff have background checks, initial training and nurse delegation (as needed).
___      Ensure that the PPE is in the home.
___      Ensure that the Exposure Control Plan is in the home.
___      Ensure that the Emergency Plan is in the home and accurate.
___      Organize a client specific training for all staff utilizing the Acorn format.
___      Home has been inspected to assure that there are no existing health or safety hazards.

Resource Team.
___      All adaptive equipment in place.
___      Records created on all of the client’s medical equipment

Mental Health Specialist:
___      Positive Behavior Support Plan and Functional Assessment are in place, if needed.
___      Work with Training Coordinator to ensure that staff have been trained on information regarding mental health, the mental health plans and the implementation of behavior supports.
___      If needed create a behavior data log.

Director of Client Services:
___      Schedule weekly meetings about move progress.
___      Requests for Exceptions to Policy turned in to DDD, if needed.
___      Keys are available for staff. Diane has a set of all keys.
___      Ensure that current pharmacy suits the client’s needs.
___      Coordinate start-up needs with financial coordinator and ensure that purchases have been made.
___      Change power of attorney’s in checking account

Rev. 12/08

Meeting Schedule

2007 Schedule

Policies and Procedures

Policy 1.0
Policy 1.1
Policy 1.15
Policy 1.2
Policy 1.25
Policy 1.3
Policy 2.0
Policy 2.1
Policy 2.15
Policy 2.2
Policy 2.25
Policy 2.3
Policy 2.4
Policy 2.45
Policy 2.5
Policy 2.6
Policy 2.7
Policy 2.75
Policy 2.8
Policy 3.0
Policy 3.1
Policy 3.15
Policy 3.2
Policy 3.3
Policy 3.4
Policy 3.5
Policy 3.6
Policy 3.7
Policy 3.75
Policy 3.8
Policy 3.9
Policy 3.95
Policy 4.0