LONG-TERM CARE OMBUDSMAN PROGRAM
ADVISORY COMMITTEE MEETING
Wednesday, May 27, 2020
1:00 pm – 3:00 pm
Topic: Office of the State Long-term Care Ombudsman Advisory Committee
Time: May 27, 2020 01:00 PM Central Time (US and Canada)
Join Zoom Meeting
Meeting ID: 957 0294 7237
1 (669) 900-6833 Participant code 95702947237
I. CALL TO ORDER and Introductions
- Roll Call
Anne Davis Via Zoom Teleconference/videoconference
Esther Houser Via Zoom Teleconference/videoconference
Trish Emig Via Zoom Teleconference/videoconference
Paul Needham Via Zoom Teleconference/videoconference
Dr. Germaine O'denheimer Via Zoom Teleconference/videoconference
Ruth Tatyrek Via Zoom Teleconference/videoconference
Mary Brinkley Via Zoom Teleconference/videoconference
II. APPROVAL OF AGENDA & MINUTES*
- Approval needed for the February 5, 2020 minutes
- Minutes are available in the attachments section
III. OMBUDSMAN PROGRAM UPDATE*
- Staff (Attachment A)
- Volunteers (Attachment B)
- Complaints (Attachment C)
- Delayed Ombudsman response policy (Attachment D Part I)
- CARES Act funding (Attachment D Part II)
IV. Public Comment**
V. NEW BUSINESS
September 3, 2020
1:00 PM TO 3:00PM
Location to be determined
*Possible Action Items
** Public Comments are limited to 2 minutes per person
Minutes from 2/5/2020
MINUTES OF THE STATE LONG-TERM CARE OMBUDSMAN PROGRAM
ADVISORY COMMITTEE MEETING
February 19, 2020 Meeting Report
MEMBERS PRESENT: Paul Needham, Public @ Large-Individual over 60; Ruth Tatyrek, Public @ Large-Individual over 60; Tom Lucas, Public @ Large-Individual over 60; Esther Houser, Public@Large-Individual over 60; Mary Brinkley, LeadingAge OK; Trish Emig, Silver haired Legislature.
MEMBERS ABSENT: Germaine Odenheimer, MD; Anne Davis PhD, RN – Oklahoma Nurse Association.
STAFF PRESENT: William Whited, State Long-Term Care Ombudsman; Tony Fullbright, Deputy State Long Term Care Ombudsman; Gerri Randolph, Ombudsman Program Manager; Sherra Belk, Ombudsman Program Manager; Michelle Goins, Ombudsman Program Manager.
STAFF ABSENT: None.
Call to Order:
Mr. Bill Whited called the meeting to order at 1:05 pm. There are (6) six members present. Quorum has been met.
Approval of Minutes:
Mr. Bill Whited begins with the approval process for the December 5, 2019, meeting minutes and the approval for the February 19, 2020, AGENDA. The December 5, 2019 meeting minutes was moved for approval by Ms. Esther Houser and Dr. Tom Lucus 2nd the motion. The minutes were approved by unanimous vote.
Approval of Agenda:
The February 19, 2020 AGENDA was moved for approval by Dr. Tom Lucus and Ms. Esther Houser 2nd the motion. The agenda was approved by unanimous vote.
Ombudsman Staffing Update:
Mr. Whited presented the following program staff update: Ms. Marti Springer has retired. Mr. Bill Whited explained the "Blue Sheet" with program data will be going away. This will be replaced with information directly from our OmbudsManager documentation system. The information provided to the committee will not change, only the format. Mr. Bill Whited announced that the third Program Manager position was filled with Ms. Sherra Belk. She was previously an Ombudsman Supervisor with COEDD. Ms. Sherra Belk will have management over 5 Area Agencies on Aging (AAA's) that employ 9 Ombudsman Program Supervisors. Mr. Whited explained this will bring an overall ratio of 1:9 in regard to supervision for each Program Manager.
Ms. Sherra Belk will supervise Ombudsman Supervisors housed at INCOG, NWPSA, SWODA, LTCA-E, and ASCOG. Ms. Gerri Randolph will supervise Ombudsman Supervisors housed at Grand Gateway, KEDDO, SODA, and EODD. Ms. Michelle Goins will supervise Ombudsman Supervisors housed at Areawide Agency on Aging and COEDD. There is currently only one open Ombudsman Supervisor position in the program. This is a vacancy at INCOG. Interviews have been scheduled. Mr. Whited mentioned that EODD has a new supervisor hired and she (Ms. Gina Elliott) is a previous Ombudsman from Kansas. She appears to have a wealth of knowledge about the Ombudsman program. Mr. Whited explained that two new supervisors have been hired at Areawide. Ms. Marti Springer (who retired from the State) is now working as an Ombudsman Supervisor at Areawide. Ms. Kelli Johnson was also hired as an Ombudsman Supervisor at Areawide. Areawide Agency on Aging now has 7 filled Ombudsman Supervisor positions. The vacant Ombudsman Supervisor positions at COEDD have been filled. Ms. Michelle Owens and Ms. Laura Coley have accepted the positions. Mr. Whited also advised that SODA has filled a vacant Ombudsman Supervisor position. Ms. Julie Mcbride has accepted the position. ASCOG has hired two Ombudsman Supervisors. Mr. Malcomb Hutchinson and Mr. David Sexton have accepted these positions. Mr. Bill Whited mentioned that Mr. Malcomb Hutchinson was a retired educator and has a PHD and Mr. David Sexton is a retired military services member.
Mr. Whited states there are currently 77 volunteers in the Ombudsman Program. The State Office staff have received Criminal Background Check training and the Program Managers now are responsible for running background checks for new supervisors, as well as volunteers.
Mr. Bill whited explained the process on how to become a volunteer to the committee. The volunteer count of 77 was discussed. Mrs. Mary Brinkley commented on the drop of volunteers from the 200's in the past to 77 currently. Mrs. Mary Binkley inquired on who is responsible for improving the number. Mr. Bill Whited advised that with low staffing in the State Ombudsman Office until the recent program manager hires, the office was falling behind on this process. Mr. Bill Whited advised that with three program managers in place at this time, the responsibility of volunteer recruitment will fall upon them equally and not placed upon one program staff. This should help focus for improvement in the recruitment area. Mr. Bill whited advised that our office is working on a MOU with RSVP to see if this could help improve volunteer numbers. Mr. Bill whited stated he plans to meet with the agency and work out steps to potentially find more volunteers. There was discussion on how volunteerism is viewed by different age groups.
Mr. Bill Whited explained that he is currently working on the federal report at this time. He advised that the data report often involves numerous question and answers to complete the process. Transfer and discharge issues remain the Oklahoma State Ombudsman Program's number one issue. Mr. Bill Whited advised that the Oklahoma State Ombudsman Program is currently resolving 57% of the transfer and discharge complaints our office received during the last calendar year. Mr. Bill Whited discussed lack of Memory Care requirements/guidelines in Oklahoma. Mr. Whited stated he is participating in a work group with the State Department of Health and this is being examined and efforts made to resolve this.
Ruth Tatyrek moved to Adjourn and Dr. Lucas 2nd the motion. The meeting Adjourned at 3:00pm by unanimous vote.
Next Meeting: Will be April 2, 2020 at Aging Services, 50 NE 23rd Street, OKC, OK 73105-3002 at 1:00pm in the Roy Keen Conference Room.
Ombudsman Staffing Report
Association of South Central Council on Government (ASCOG)
Areawide Agency on Aging (Areawide)
Central Oklahoma Economic Development District (COEDD)
Vacancy 1- not currently posted
Vacancy 2- not currently posted
Eastern Oklahoma Development District (EODD)
Grand Gateway Economic Development Authority (GGEDA)
Kiamichi Economic Development District of Oklahoma (KEDDO)
Long Term Care Authority of Enid (LTCAE)
North West Planning and Service Area 11 (NWPSA11)
Southern Oklahoma Development District (SODA)
South Western Oklahoma Development Authority (SWODA)
Indian Nation Council on Government (INCOG)
Vacancy, Interviews conducted but no start date has been set
There is Currently 71 Designated Volunteer Ombudsman. All facility visitations are currently restricted and volunteers are being provided COVID related information via e-mail and telephone calls from their Ombudsman Supervisors. All new volunteer trainings have been cancelled and will resume when it is declared safe to do so.
|Cases Opened||Cases closed||Total Cases||NF Cases||BC Cases ||Other Cases||Complaints||NF Complaints||BC Complaints||Other Complaints|
| Ombudsman cases and complaints summary|
|FFY 2020 to date||Reporting for cases opened or closed between 10/01/2019 and 05/19/2020|
|Office of the State Long Term
|FFY 2019 ||Reporting for cases opened or closed between 10/01/2018 and 09/30/2019|
|Total for Cases Reported||1,887||2,112||2,112||1,901||207||4||3,209||302||4|
Part I, Delayed Ombudsman Response Policy
340:105-11-237.2. Complaint investigation timeframes
(a) All complaints investigated by a designated ombudsman require a face-to-face visit with the resident the complaint involves. The time frames for the initial attempt at a face-to-face visit must occur within five business days of the receipt of the complaint unless:
(1) the complaint includes an allegation of abuse, neglect, or exploitation; then the time frame for initial face-to-face contact with resident occurs within three business days; or
(2) the complaint involves an actual or threatened discharge from a facility, the time frame for initial face-to-face contact with resident is no later than the last day the resident has a right to appeal the discharge or within five business days, whichever comes first.
(b) There is no time frame for the determination of the final disposition of a complaint but it is determined when the ombudsman has enough evidence to complete the investigation. In the event the final disposition of a complaint exceeds 90 days, the Ombudsman representative assigned to investigate the complaint submits the case to the Ombudsman or Deputy Ombudsman for review and the reason the case will remain open is documented in the case record.
(c) In rare instances weather, illness, or other unforeseen, serious circumstances may delay on-site investigation. When a delay occurs, the ombudsman representative consults with and seeks consent from the State Long-Term Care Ombudsman or deputy ombudsman to:
(1) initiate a phone response.
(A) Contact with the resident and/or the complainant is attempted.
(B) Resolution of the complaint may be sought, in accordance with the resident's wishes, through phone calls to persons that may be able to resolve or mitigate the situation, such as the facility administrator, facility staff, or another agency;
(2) complete comprehensive documentation regarding the cause(s) for delay and the response to the complaint in:
(A) hard copy case notes, when used;
(B) electronic documentation, such as a journal entry titled, "Delayed Response" documenting the:
(i) follow-up date;
(II) delaying factor(s); and
(iii) steps taken to resolve the complaint;
(3) an on-site visit follow-up with the resident is required even when the complaint was resolved by phone. The follow-up visit occurs immediately following the unforeseen circumstance; and
(4) complete the follow-up visit with comprehensive documentation in:
(A) hard copy case notes, when used; or
(B) electronic documentation, such as a journal entry titled, "Delayed Response" documenting the ;
(i) follow-up date;
(ii) any remaining issues or additional complaints to be resolved; and
(iii) resident's satisfaction with the resolution.
Part II, Cares Act Funding
The Oklahoma Office of the State Long-Term Care Ombudsman has been awarded additional Title VII funding through the CARES Act. The total award for the program is $226,140.00. The funding must be expended no later than 09/30/2021. The funding is intended to assist Ombudsman programs in the response to the COVID-19 crisis. A portion of that funding will be distributed to the Area Agencies on Aging and a portion will be utilized by the Office of the State Long-Term Care Ombudsman. Ideas for usage include but are not limited to the purchase of personal protective equipment (PPE), training for the use of PPE and infection control for both paid staff and Ombudsman volunteers. The Ombudsman Advisory committee may be asked for assistance in developing a plan for utilization of the funds and the development of training for the staff and volunteers.