Consumer/Representative Training Barbara Palmer Ron DeSantis - - PowerPoint PPT Presentation

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Consumer/Representative Training Barbara Palmer Ron DeSantis - - PowerPoint PPT Presentation

Oct 06, 2023 218 likes •1.28k views

Consumer/Representative Training Barbara Palmer Ron DeSantis Governor Director Introductions Mindy Whitehead, Administrator Felicia Jones, Program Administrator Tammy Ferrell, Program Administrator Larry Hill, Trainer Submit questions

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Consumer/Representative Training

Barbara Palmer

Director

Ron DeSantis

Governor

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Introductions

Mindy Whitehead, Administrator Felicia Jones, Program Administrator Tammy Ferrell, Program Administrator Larry Hill, Trainer Submit questions throughout this presentation via chat or to: Larry.Hill@apdcares.org

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What is CDC+ and How does it work?

Compare and Contrast iBudget and CDC+ Roles and Responsibilities Tools

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iBudget Support Plan Cost Plan Waiver services and providers

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iBudget Support Plan Cost Plan CDC+ Purchasing Plan Consumer’s Employees

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CDC+

  • Household Employer

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More Control More Responsibility

CDC+

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CDC+ Team

Consumer Representative Consultant Regional Liaison State Office – Program and F/EA

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Role of Consumer

(when Representative not selected)

  • Decision Maker
  • Trainee
  • Employer
  • Authorized Signer
  • Custodian of Public

Money

  • Manager of the

CDC+ Program

  • Participate in

Quality Assurance Monitoring

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  • Decision Maker
  • Trainee
  • Employer
  • Authorized Signer
  • Custodian of

Public Money

  • Manager of the

CDC+ Program

  • Participate in

Quality Assurance Monitoring

Role of Representative

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  • Unpaid Advocate; at least 18 years of age
  • Sign an agreement with the Consumer
  • Readily available to Consumer and

Consultant

Role of CDC+ Representative,

continued

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  • Waiver Support Coordinator
  • Sign a Consumer/Consultant agreement
  • Assists with transitioning to and from the

waiver

  • Provides on-going technical assistance
  • Reviews Purchasing Plan and ensure it

meets program requirements.

Role of the Consultant

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  • Responsible for appropriate use of public

money

  • Complies with training and monitoring

requirements

  • Develops, implements, and monitors

Corrective Action Plans (CAP) as needed

  • Monitors and reviews Consumer account

activity

  • Updates Support Plan, as needed

Role of the Consultant,

continued

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  • Ensures Consumer's waiver cost plan

is approved

  • Reviews Purchasing Plans and

Employment Packets

  • Serves as the local program operations

manager

  • Ensures Corrective Actions Plans are

completed

  • Bridges the communication between

Consumer, Consultant, and State office

Role of the Regional Liaison

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Role of State Office

  • Authorizes CDC+ Budget
  • Administer the CDC+ program
  • Develop & interpret policy
  • Quality Assurance Monitoring
  • Provide customer service & technical

assistance

  • Develop and update CDC+ training

materials

  • Conduct initial & on-going training

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Fiscal Employer/Agent (FE/A) State Office cont.

  • Enrolls Consumer as a Small Household

Business with the IRS

  • Complies with all employer tax reporting to

the IRS

  • Maintains the Consumer’s CDC+ Account
  • Assigns provider ID numbers
  • Pays service claims and employer taxes
  • Sends monthly statements

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You

APD

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CDC+

  • vs-

iBudget Roles and Responsibilities Tools

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Monthly Budgets, Purchasing Plans and Quick Updates

What is the Monthly Budget What is a Purchasing Plan What is a Quick Update

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iBudget Amount Consultant and OTE/STE Discount Rate + Administrative fees

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Change in iBudget Change to CDC+ Monthly Budget

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Support Plan Cost Plan Purchasing Plan

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PURCHASING PLAN

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Payment to Rep, Gifts or Loans, Rent or Mortgage, Utilities, Lottery Tickets, Alcohol or Tobacco, Entertainment Activities or Devices, Swimming pools or Spas, Educational equipment

  • r supplies, Lessons, Home

and Vehicle repairs or maintenance

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Restricted Services VS Unrestricted Services

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Restricted Services

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Unrestricted Services

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Critical Services

  • Health, safety, or welfare would be at risk
  • Requires two valid emergency backup

providers

  • Personal Care Assistance (PCA) service is

ALWAYS considered a critical service

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Quick Update

  • Replace a current authorized provider
  • Change a vendor in Savings, OTE or

STE

  • Change only the estimated date of

purchase for a Savings item or the End Date of an OTE or STE

  • Add or replace a service or support in

the Savings Section

  • Add an emergency back-up provider

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Monthly Budget Purchasing Plan Quick Update

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Employees

Types of Employees Find, Hire, Manage Cautions Background Screening

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Provider Types

Agency Vendor Independent Contractor Directly Hired Employee

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Agency Vendors

  • Established Business
  • Provides Services or

Supplies

  • Examples: ADT programs,

Dentist, Consumable Medical Supply Companies

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Independent Contractor

  • Single Person
  • Licensed or Certified

Professional

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Directly Hired Employee

  • Everyone else
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Finding and Hiring Employees

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  • Job Description
  • Interview Questions and

Reference Checks

  • Special Considerations
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Job Description

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  • Basic Job Duties
  • How the Job will be done
  • Number of hours/days

needed each week

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Interview

  • Establish Questions
  • Interview all employees
  • Establish Boundaries with

family and friends

  • Safety First
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Family and Friends

Benefits

  • Easy to find
  • More

affordable

  • Might

already be a Live-in Risks

  • Harder to fire
  • Difficult to

manage

  • Might make
  • wn

decisions Cautions

  • Public

Assistance

  • No

contribution to SS

  • No

contribution to Medicare

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Additional Managing Tips

  • Pay a fair wage
  • Value and respect employees
  • Be flexible
  • Timely payroll submission
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IRS Notice 2014-7

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Department of Labor

  • Minimum wage
  • Child Labor laws
  • Workers Compensation

Insurance

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Background Screening

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How-to PowerPoint

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Types of Employees Managing Employees Cautions Background Screenings

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Payroll

Timesheets and Invoices Payroll Schedule Submitting and Tracking Reconciling

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Types of Claims

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Timesheet Directly Hired Employees Invoice Agency Vendors & Independent Contractors Receipt Representative Reimbursements

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  • Work week = 12:00 am Mon. – 11:59 pm

Sun.

  • Bi-weekly Payroll
  • Payroll entries must be completed by

5:00pm on Tuesday of payroll weeks

Payroll Schedule

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Online Secure Payroll CDC+ Customer Service

Submitting Payroll

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Tracking Spending

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  • Use Calendar
  • Log or Track submissions
  • Reconcile your account
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Account Reconciliation

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Monthly Deposit

  • Timesheets
  • Invoices
  • Reimbursements

Remaining Balance

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Timesheets and Invoices Payroll Schedule Submitting and Tracking Reconciling

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Monitoring and Corrective Action Plans

Quality Assurance Monitoring Corrective Action Plan

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Quality Assurance Reviews

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Organize, Organize, Organize

  • File cabinet
  • 3-ring binder
  • Accordion file
  • Other

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Missing Document “not met” or Alert Plan of Remediation

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Proper management =

Needs and Goals being met Increased Independence Responsible Spending

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Corrective Action Plan

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Programmatic CAP

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Financial CAP

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Involuntary Disenrollment

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Voluntary Disenrollment

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Quality Assurance Corrective Action Plans

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Enrollment

Application and Enrollment First Purchasing Plan

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✓ Enrolled in iBudget Waiver ✓ Select a Representative ✓ Take CDC+ Training

First Steps to CDC+

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❑ Live in your own home or family home ❑ Select a CDC+ Consultant ❑ Pass the New Representative Readiness Review with 85% or better

First Steps to CDC+

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CONSUMER Signature

Application Packet Enrollment Packet

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CDC+ Application Packet

  • Representative Agreement
  • Participant/Consultant

Agreement

  • Emergency Back-up Plan
  • CDC+ Application

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What is your plan if:

  • A Provider of a Critical Service is not

available?

  • You had a personal emergency?
  • There was a community-wide

emergency?

  • If there was an unexpected shortage of

funds?

  • Something happened to your

Representative?

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CDC+ Application (2 pages)

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CDC+ Enrollment Packet

  • Informed

Consent for CDC+ F/EA

  • 8821
  • 2678
  • Program

Consent Form

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Informed Consent Florida CDC+ Fiscal/Employer Agent

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IRS Forms

  • 2678 - Employer/Payer

Appointment of Agent

  • 8821 - Tax Information

Authorization

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Training Certificate Application Packet Enrollment Packet Begin Hiring Process Write you first Purchasing Plan

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Person Responsible

Activity Due Date

Consumer (Representative) Complete Purchase Plan; submit to Consultant On or before the close of business by the 5th of the month Consultant Review and sign; submit to Regional Liaison On or before the close of business by the 10th of the month Regional Liaison Review and sign; submit to State Office On or before the close of business by the 20th of the month

Purchasing Plan – Timelines

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Purchasing Plan Types

  • New Purchasing Plan
  • Purchasing Plan Change
  • Purchasing Plan Update
  • Quick Update

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New Update Change Quick Update

Purchasing Plan

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Purchasing Plan Change

Immediately submit a Purchasing Plan Change anytime there is a change to the Consumer's Cost Plan

  • Change in the monthly budget
  • Adding a One-Time or Short-

Term Expenditure

  • Effective 1st day of month

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Purchasing Plan Update

  • Hire a new employee or agency/vendor
  • Change the rate of pay
  • Purchase different services or supports
  • Increase the number of hours of a

restricted or unrestricted service

  • Decrease the number of hours of an

unrestricted service

  • Add a new Savings item
  • Effective 1st day of month

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Quick Update

  • Replace a current authorized provider
  • Change a vendor in Savings, OTE or STE
  • Change only the estimated date of

purchase for a Savings item or the End Date of an OTE or STE

  • Add or replace a service or support in the

Savings Section

  • Add an emergency back-up provider

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Purchasing Plan

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Enrollment Purchasing Plans

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Thank you for your participation

For additional questions, please contact:

Larry Hill

Larry.Hill@apdcares.org

850-487-4839 Or CDC+ Customer Service 1-866-761-7043

CDC+ Website http://apdcares.org/cdcplus/

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