Prior to the review
Day of the review
Following the review
60 – 45 days
45 – 30 days
14 – 7 days
30 – 60 days
v Contact agency
Ø notify of review date -or- negotiate alternate date
v Contact IPI
Ø coordinate with Medicaid review
v Contact Licensing
Ø coordinate with annual review
v Select team members with RPM Mgr.
v Send letter to agency
Ø see form letter
Ø confirm review date
Ø request QA information
v Select, notify peer
Ø agency chooses 3 from peer list
Ø monitor, RPM Mgr pick 1 of 3
Ø if no peer response in 3 days, select another
v Notify team members
Ø date/time of review, assignments
Ø notify RPM Mgr. if member unavailable
v QA Mgr receives QA information from agency
v Clarify expectations with agency
Ø adequate space for file reviews
Ø agency coverage for staff during interviews
Ø private space for interviews
v Email reminder to team
Ø give review date, time, directions, other relevant information
v Obtain UIR information from QA
v Select youth for review
Ø 15% of all youth, or minimum of 4
v Develop schedule for day of review
v Copy documents for team members for day of review
Ø P384
Ø P384 file review tool
Ø P384 questionnaires for clients, direct service staff
v Finalize review day schedule
Ø identify scheduled staff for interviews
Ø notify agency of youth for review (NOTE: no youth to be removed from school)
v Facilitate introductory meeting
Ø keep it brief!
Ø introduce participants
Ø distribute review schedule
Ø answer agency questions
v Receive file orientation
Ø keep it brief!
v Receive facility tour
Ø keep it brief!
v Complete file reviews/interviews
v Process preliminary findings with team members
v Present preliminary findings to agency administration
Ø Lead Monitor, RPM Mgr., QA Mgr. only
v Complete draft review report with recommendations
Ø send draft interview section to interviewers (give 1 week for feedback)
Ø send draft file review section to file reviewers (give 1 week for feedback)
Ø send draft report to L. Karfs by 30th day after review
v QA completes draft QA portion of review report with recommendations
v Review draft reports with L. Karfs, QA Mgr.
v Consolidate QA portion into overall report
v L. Karfs approves, forwards completed P384 report to N. Brown and agency
