Table of Contents
Okmulgee-Okfuskee County Youth Services, Inc.
Annual Report
2011-2012
Purpose ................................................................................................................2
Board of Directors 2011-2012.............................................................................3
Staff Members .....................................................................................................4
Report of the Chairperson ..................................................................................6
Annual Report......................................................................................................7
Director’s Report .................................................................................................8
Report of Services 2011-2012 ............................................................................9
Program Success Stories .................................................................................13
Annual Evaluation - Plan & Report 2011-2012 ................................................19
Strategic Plan ………………...........................................................20
Worker Satisfaction ....................................................................... 28
Client Satisfaction Surveys ............................................................ 29
Organization Consumer Based Planning & Assessment………….36
Needs Assessment ....................................................................... 37
Corporate Compliance................................................................... 38
Risk Management.......................................................................... 40
Accessibility ................................................................................... 41
Technology Report ....................................................................... .44
Quality Improvement Results 2011-2012.........................................................47
Goals and Objectives 2012-2013......................................................................50
Quality Assurance and Utilization Review Reports........................................66
Treasurer’s Report ............................................................................................78
Final Agency Budget 2011-2012.......................................................................86
Proposed Officers and Board of Directors 2012-2013 ...................................88
1
Purpose
Okmulgee-Okfuskee County Youth Services, Inc.
ANNE MORONEY YOUTH SERVICES CENTER & SHELTER
The purpose of Okmulgee-Okfuskee County Youth Services, Inc. is to shelter and
improve the quality of life for children, youth, and families in the corporation’s service
area by addressing the mental health needs through direct services of shelter,
consultation, counseling, education and advocacy in Okmulgee and Okfuskee
Counties.
The function of Okmulgee-Okfuskee County Youth Services, Inc. is to provide shelter
services to children in the service area; to provide supportive services for those persons
needing support to survive in the community as opposed to institutional care; to offer
consultation and/or education to any group or agency desiring mental health data and
to provide quality community based counseling services in Okmulgee and Okfuskee
Counties.
Okmulgee-Okfuskee County Youth Services Inc. believes it is the right of every
individual, regardless of age, color, gender, race, social support, cultural orientation,
disability, psychological characteristics, sexual orientation, physical situation, spiritual
beliefs, marital status, ethnic group, socioeconomic status or legal status to have the
highest quality of services available.
Our core values are:
Respect for the dignity of every individual
Caring, compassion and support for individuals and families
A focus on the enhancement of well being for all individuals served
A level of service that exceeds expectations
2
Board of Directors
2011-2012
Melinda Moudy
Chairperson of the Board
HENRYETTA, OKLAHOMA
Janna Duggan
Vice-Chairperson of the Board
HENRYETTA, OKLAHOMA
Ron Sawyer
Secretary of the Board
BEGGS, OKLAHOMA
Rae Ann Wilson
Treasurer of the Board
OKMULGEE, OKLAHOMA
Chris Dixon
Executive Committee
OKEMAH, OKLAHOMA
Carol Smith
OKMULGEE, OKLAHOMA
Benita Casselman
OKMULGEE, OKLAHOMA
Leona McDowell
OKMULGEE, OKLAHOMA
Denise Robison
MORRIS, OKLAHOMA
Cathryn Umsted (until 1/26/12)
OKMULGEE, OKLAHOMA
3
STAFF MEMBERS
2011-2012
EXECUTIVE DIRECTOR
Jackie Miller
ADMINISTRATIVE ASSISTANT
Johnetta Harris
JOLTS DATA ENTRY SPECIALIST
Karin Weaver
OUTREACH COORDINATORS
Portia Butler
Tammy Evans
Mollye M. Furch
Sandi Golden
Shelly Green
Bobby Howard
Dana Huckabay
Joe Jackson
Judy Jackson
Kim Morrison
Jeremy Pitts
Hilary Snyder
OKMULGEE COUNTY FAMILY RESOURCE & SUPPORT
Rose Gouthier, Family Support Worker & Center Based Services Leader
Cindy Lane, Family Assessment Worker
Jawanna Wheeler, Family Support Worker & Center Based Services Leader
1-EIGHTY (FIRST TIME OFFENDER) COORDINATORS
Joe Jackson
Kim Morrison
Jeremy Pitts
SHELTER HOME COORDINATOR
Mollye M. Furch
Judy Jackson
GRADUATED SANCTIONS & TRUANCY COORDINATOR - OKMULGEE
Bobby Howard
Judy Jackson
SHELTER HOMES
Tina Anecito
Glynnis Coleman
Linda Martin
4
CLINICAL COORDINATOR
Linda Yeager
INTENSIVE SERVICES PROGRAM THERAPISTS
Claire Domeck, LMFT
Jim Fuller, LPC applicant
Dianna Humphrey, LPC
Mary “Cathy” Land, LMFT candidate
Letisha LeBlanc. LCSW
Shirley Payne, LPC
Linda Yeager, LPC
PROGRAM BEHAVIOR REHABILITATION SPECIALISTS
Tammy Evans, BHRS
Sandi Golden, BHRS
Joe Jackson, BHRS
Judy Jackson. BHRS
Jeremy Pitts, BHRS
Hilary Snyder, BHRS
5
REPORT OF THE CHAIRPERSON
Board of Directors
2011-2012
Melinda Moudy
Dear friends, colleagues and staff,
I cannot believe another year has come and almost gone. I am very proud of the job and services
provided by the youth shelter. The commitment made by the staff is tremendous as well as the
exceptional leadership by Jackie Miller.
During this time of economic struggles, I am impressed with the way the agency continues
providing services that are so worthwhile in our counties. This is another example of dedicated
staff members that care about children’s lives. I wish I could say that budget cuts would not
happen in the future but it does seem to be a “do more with less” society we live in today.
I am pleased to have been a participant in the following this year:
1. 5% cost of living raises for employees
2. Annual longevity pay for employees
3. Extra job recognition/personal leave of 1 day per quarter if paperwork requirements met
for employees.
I feel very good about this agency and the quality of services provided by such caring personnel
this past year. I truly believe that this agency can prosper and flourish for many years. Thank
you and keep up the good work!
Respectfully submitted:
Melinda Moudy, Board Chairman
6
ANNUAL
REPORT
7
ANNUAL DIRECTOR’S REPORT
2011 - 2012
OKMULGEE-OKFUSKEE COUNTY YOUTH SERVICES, INC.
ANNE MORONEY YOUTH SERVICES CENTER AND SHELTER
The year 2012 marked the 37th year that Anne Moroney Youth Services has provided
services to the youth and families of Okmulgee and Okfuskee Counties. This annual
report is filled with stories and statistics that indicate the success of each program and
of each staff member. These stories and statistics are mingled with another year of
changes. Change is just a natural part of life. No matter how hard one might wish for no
changes or how hard one might try to escape a change, change is inevitable.
During this past year the agency experienced changes in contracts, changes in required
reports, changes in processes, changes in technology and changes in personnel.
Those changes that were expected were hard but easier to understand than the
instantaneous, unexpected changes. The sudden passing of Joe Jackson was
unexpected, instantaneous and definitely a change for staff and program youth. Though
Joe is no longer with us, his passion for the youth and those he worked with remains in
my heart. Some things do not change.
Change takes willingness by an individual. Change takes commitment on the part of an
individual. Change takes motivation by an individual. Change in the workplace most
often means change in expectations, change in vision or goals, change in thinking,
change in knowledge, change in perception, change in attitude, change in time, change
in money, etc. No wonder change is hard and not wanted.
The changes that our agency has experienced this past year and those that we will
continue to experience into this next year have been challenging. Though these
challenges are unique and different for each staff member and though the changes
seem to multiply and be endless at time, I MUST CONGRADULATE the staff and
Board of Anne Moroney Youth Services on another SUCCESSFUL year of services.
Despite the changes and losses in programs and personnel in 2011-2012, the agency’s
programs and services continue to be exemplary as evidenced by our site visits, audits,
licensing reviews, contract monitoring and peer review. I want to thank each board
member and every employee for their willingness to change and their continued desire
to provide quality services to the youth and families of Okmulgee and Okfuskee
Counties. Truly it is the desire and the willingness of these individuals that make this
agency one of the best in the state.
Thank you for being you and providing exemplary services to the youth and families of
our service area in 2011-2012!
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REPORT
OF
SERVICES
9
OKMULGEE-OKFUSKEE COUNTY YOUTH SERVICES, INC.
AGENCY REPORT ON SERVICES PROVIDED
2011-2012
SHELTER:
# of Youth
41
Avg. age
8.3
Avg. stay
3.6 days
Top Four Referral Sources
Creek Nation Children & Family
Okmulgee County Child Welfare
Parent/Guardian
Out of County Child Welfare
# of Referrals
15
13
10
3
% of Total
36.59%
31.70%
24.39%
7.32%
Top Two Referral Reasons
Family Crisis
Awaiting Placement
# of Referrals
19
17
% of Total
46.34%
41.46%
The ages of the youth served fell into the following categories:
Ages 7 and under 24
Ages 8-12 9
Ages 13-18 8
Male youth served 56.10%
Female youth served 43.90%
Race
American Indian
White
African American
Percentage
60.98%
21.95%
17.07%
1-EIGHTY or FIRST TIME OFFENDER:
Avg Age
# of Youth
15.2 years
99
Top Three Referral Sources
Okmulgee County Municipal
Courts
OJA – Okmulgee County
Schools
Top Three Referral Reasons
Law Violation
Drug / Alcohol Problems
Home/Family Problems
Client Received*
1031.00
# of Referrals
42
% of Total
42.42%
12
10
12.12%
10.10%
49
33
7
49.49%
33.33%
7.07%
10
OUTREACH PROGRAM - PREVENTION EDUCATION:
Okfuskee County 933 Students
Okmulgee County 3775 Students
4708 Students
Curriculums
Character Counts!
PATHS
Steps To Respect
LifeSkills Training
1425 Students
856 Students
1418 Students
1009 Students
4708 Students
Okfuskee County Schools:
Bearden
Ryal
Graham
Mason
Okemah Alternative School
Okemah
Paden
Weleetka
Total
0
67
112
131
0
427
56
140
933
Okmulgee County Schools
Beggs
Dewar
Henryetta
Morris
Okmulgee
Preston
Schulter
Twin Hills
Wilson
Total
764
89
610
404
878
466
160
339
65
3775
GRADUATED SANCTIONS PROGRAM:
# of Youth
Avg. Age
57
14.8
56 Groups
203 Groups
259 Groups
78 Groups
44 Groups
76 Groups
61 Groups
259 Groups
Client Received*
1020.42
Top four Referral Reasons
Law Violation
Drug/Alcohol Problems
Home/School Problem
Curfew Violation
26
14
9
8
11
45.6%
24.6%
15.8%
14.0%
Top Three Referral Sources
Okmulgee County
Municipal Courts
OJA - Okmulgee
Okmulgee County Law
Enforcement
29
50.9%
20
7
35.1%
12.3%
INTEGRATED BEHAVIORAL HEALTH OUTPATIENT PROGRAM:
(Title XIX & CARS, OJA Community Based)
# of Youth
Client Received*
Staff Provided**
349
4826.04
3290.78 Direct
FAMILY RESOURCE & SUPPORT PROGRAM:
#Ages & Stages # of Home Visits
# of Screens # of Families
Screens
Completed
140
49
129
818
# of Assessments
33
TOTAL OF ALL DIRECT & INDIRECT SERVICES:
8,991.00
Staff Provided Direct **
INDIRECT SERVICES
Administrative Time
School Based Prevention Education
Classes
Community Development
Community Education
Consultation & Supervision
Crisis Intervention – Youth
Information & Referral
Prevention Education on Bullying
Program Development
Staff Development
Training Delivered
Training Received
Travel – Indirect
Total:
# of Hours
3299.47
1457.60
202.92
439.18
2017.82
90.28
2495.50
822.90
6005.40
107.17
93.50
634.96
1600.12
19,266.82
Total Direct and Indirect Service Hours
28,257.82
*Client Received Hours = Number of hours each client received, both direct and indirect.
**Staff Provided Hours = Actual time counselor spent, which may include group as well as
individual contact. Outreach statistics include all other prevention activities, i.e. alternative school
groups, etc. Numbers reflected above were taken from JOLTS – All services and times
may not be reflected
12
PROGRAM SUCCESS STORIES
2011-2012
Stories unabridged and contributed by Portia Butler, Tammy Evans, Jim Fuller, Shelly
Green, Dana Huckabay, Judy Jackson, Kim Morrison, Jeremy Pitts, Hilary Snyder and
Linda Yeager. Stories are in no particular order.
I began teaching Character Counts! in the spring of 2012. It was very rewarding to
observe children being kind to their classmates after teaching a lesson on Caring. It
was also very rewarding to observe the children showing respect to their teacher after
having a lesson on Respect. I loved seeing the children take turns in the classroom
weeks after a lesson on Fairness. They said they remember what Guisto the Giraffe
taught them about being fair.
A couple of weeks after teaching a lesson on manners one of the teachers reported
that some of the parents had asked her if the students were learning good manners at
school. One parent reported better manners being displayed at the dinner table while
another parent reported that her children were not hogging the bathroom in the
mornings and were actually being polite to each other. It was very rewarding to hear
that the students were actually remembering to have good manners at home.
Some of the children hugged me the day we met while others were shy and reluctant to
show affection. I enjoyed seeing the children, who were less likely to participate in our
classroom discussions, start to become involved and show more interest in the topics
as the semester progressed. Towards the end of the spring semester as I was entering
a classroom a kindergartener ran to me with opened arms and gave me a huge hug.
The teacher shook her head in disbelief saying this would have never happened at the
beginning of the semester. I observed the entire emotional atmosphere of the
classrooms change during the semester. It seemed that they became a kinder, gentler
place. It is very rewarding and very exciting to teach a curriculum that produces these
kinds of results.
--------------------------------------------------------The 10th Annual Okmulgee-Okfuskee County Eighth Grade Boys Bash was held on the
May 9th, 2012 from 11:00 am to 2:00 pm at the Covelle Hall on OSU Institute of
Technology campus in Okmulgee, OK. The event was sponsored by the OkmulgeeOkfuskee County Youth Services, aka: Anne Moroney Youth Services (AMYS). A total
of nearly 400 students and faculty from the surrounding schools in Okfuskee and
Okmulgee counties attended the three hour event. The schools in attendance from
Okmulgee County were Okmulgee, Morris, Beggs, Twin Hills, Preston, Wilson,
Schulter, Dewar and Henryetta. The schools in attendance from Okfuskee County were
Okemah, Weleetka, Paden and Graham.
The event started with the recognition of the local students from each school by the
13
AMYS outreach coordinator, Jeremy Pitts. Jeremy continued with the presentation on
the importance of abstinence in the lives of the youth. During this presentation, Jeremy
was assisted by a volunteer from each school to complete the ABSTINENCE activity.
The following speaker, Eddy Rice, Okmulgee County Sheriff was introduced and he
continued with a presentation on Make the Right Choice. Eddy also used students from
the event to help him with his demonstration.
The students were provided pizza, snacks and drinks for lunch. The lunch was served
by the AMYS staff, including Portia Butler, Shelly Green, Kim Morrison and the Morris
High School Honor Society Boys. During the lunch, Jeremy gave away door prizes,
which included a variety of balls and donated items. The previous volunteers that
helped during the first two speakers were given a grab bag of items. The speaker after
lunch was Brian Jackson. Brian presented the I Believe Program which talked about
making good choices and included demonstrations of his talents. Brian also used
students from the event to help him with his demonstrations, which included inflating
multiple balloons with his lungs and tearing a deck of cards in half. Several students
were given the chance to try and blow up the balloons and to tear a partial deck of
cards in half.
Special thanks go to OSU IT for allowing the event to be held at the Covelle Hall and all
the staff support, East Central Electric Round-Up Program for donating funds to pay for
the pizza, local retailers in Okemah and Okmulgee, including Parks Brothers Hardware,
True Value Hardware, Sharpe’s Dept Store, Bobby Howard who donated several items
for the door prizes, Morris High School National Honor Society Boys, Green Country
Technology Center, OSU IT Refrigeration Dept, Steve Grekko Program for helping with
the clean up after the event and the AMYS staff.
--------------------------------------------------------The 2011-2012 year of teaching Steps to Respect brought about many successes. The
Steps to Respect class is one that is highly respected and requested among the many
schools I have taught. It is not only the students that learn about bullying, but also
several teachers that have learned from the many lessons taught and have been
thankful their students have been able to talk about bullying. There have been
numerous times that I have left the classrooms with a smile and grateful to have helped
students learn the difference between bullying and conflict and be able to teach them
how to be assertive and not aggressive with others. It is that feeling of accomplishment
and that the students enjoy what they are learning and are applying what they are
learning to their everyday life that brings about a sense of pride in this program.
A fourth grade male student waited for me after our first class together and told me he
was so glad I was there and that the students at his school really needed this. I have
had student after student bring me magazine articles, newspaper clippings, and have
shared stories they have heard on the news. When my classes were able to pass out
bullying brochures they made at the end of the class semester, they remembered when
they were given the brochures the year before and were all cooperative and willing to
participate in passing bullying prevention on to younger classes.
14
I have had parents contact me wanting more information on bullying and have had the
opportunity to speak with school officials’ making note that there has been less bullying
going on in their schools. I have also had teachers talk to me after class and make
note of the students applying what they have learned to work out conflict, make friends,
and join groups. This tells me that the awareness is there for bullying and that students
have an interest in learning ways to prevent bullying from happening to them or others.
--------------------------------------------------------One of my 3rd grade classes enjoyed the lesson on teasing. The lesson informed the
students of ignoring teasing-not to stress about it. I told the students when someone
was teasing they could say-“put it in the trash.” The students were given a picture of an
empty trash can. The emphasis was focusing on being polite to one another and not
filling up their trash can. The teacher informed me that their good behavior-turned into
a no teasing zone. She also mentioned the teachers spoke about reinforcing this
particular lesson-to also minimize any bullying situations. When the semester
concluded, the teachers noticed the tattling and teasing did decrease.
--------------------------------------------------------A middle school student who was a participant in the Steps to Respect program this
school year reported an incident where she stopped a bullying situation. She said she
saw a boy in her school that was being teased and left out of a game by a group of
students. I had been teaching my classes about being responsible bystanders, and this
student put the lesson into action when she stepped in and assertively told the other
students that they were bullying and needed to stop. She was proud to report that it
worked to stop the bullying.
--------------------------------------------------------The mom noted that her and her child had difficulty communicating with one another.
Mom said attending the 1-Eighty program has helped them with communicating and
other aspects. Mom also said she and her daughter use the communication techniques
and their conversation do not turn into arguments anymore. She also commented that
she did not realize her daughter was stressing out over things going on at school. She
thought her daughter was too young to stress. She said she now takes time out for her
and her daughter to have weekly chats. She said they also do some sort of outing or
activity together. Mom said she and her daughter learned a lot in the program and they
are getting along a lot better. The mom said she was glad they were referred to the
program and will recommend it to others.
---------------------------------------------------------
15
The Okmulgee County Alternative Academy is the counties’ alternative school that
services Dewar, Henryetta, Beggs, Morris, Schulter, Wilson, and Okmulgee High
schools. The Academy helps youth that are behind on credits, or are having trouble
fitting in to a traditional classroom environment. Okmulgee-Okfuskee County Youth
Services Inc. provides life skills, anger management and drug, alcohol and tobacco
education and prevention classes to help the youth overcome barriers that are keeping
them from attaining their education.
During the first semester, Joe Jackson provided instruction for the classes. The last
semester was instructed by Jeremy Pitts to complete the program. The instructors
facilitated the students in learning many life skills topics, including coping with anger,
peer pressure, conflicts, communication, social, assertiveness and decisions making.
The students also participated in many interactive activities which were used to develop
individual and team building skills and cooperation.
The instructor also administered the Daniel Memorial Institutes Life Skills program to
support many real world living skills. The program covers 14 different areas: money
management and consumer awareness, food management, personal appearance and
hygiene, health, housekeeping, transportation, education, job seeking and job
maintenance, emergency and safety, community resources, interpersonal skills, legal
and housing. The students participated in activities throughout this program, such as
role playing, videos, lecturing discussions and other activities.
The students at the alternative school were also instructed in the drug, alcohol and
tobacco abuse education and prevention. The students were educated in the risks of
drug, alcohol and tobacco use and were involved in activities that encouraged
abstaining from drugs, alcohol and tobacco. The instructor used many forms of media
to help the students learn about the risks of substance use and the benefits of not
using.
--------------------------------------------------------One day after finishing a Character Counts class with a second grade class, one of the
girls pulled me to the side and asked when will we talk about caring? She explained to
me that some of the kids in the class were being mean and wouldn’t share their
canyons and scissors. The next week two sessions, we talked about caring-sharing,
helping others and being kind with your words and actions. A couple of weeks later,
the girl walked up and said “Thank You” for teaching us about caring because now the
kids will share their things and a lot of us are playing together on the playground. I
asked the teacher about it, and he did say after a few reminders, the students are doing
a much better job at thinking about other people’s feelings and needs and they doing
well with getting along with one another.
---------------------------------------------------------
16
Client is a 7 year-old Caucasian female currently living with her bio parents. She is an
only child. She was referred for services due to her having attachment problems. Even
though she liked attending her school the previous year, she refused to attend school
this past fall. She did not want to leave her parents or get on the bus. She cried, hid
from parents, had anger outbursts every morning, and complained about stomach
aches. Her family would have to drag her into the school each day. There were no
sudden events/situations that would cause her to act out negatively. Parents scrambled
for ways to correct this problem without any positive results. Finally, she asked the
school to help. They referred her to our agency.
Client had made significant improvement in her outlook about coming to school, leaving
her parents at home, knowing they are safe, developing social skills with others at
school, and seemed to take pride in her schoolwork. As the year continued, her selfconfidence improved. She looked forward to coming to school, actively participating,
and then looked forward to being with her parents. Her mother states that client has
improved doing her chores and is helping out with different things at home now. Mother
has also has openly stated how much she has appreciated the help and care given to
her daughter. She says it is like having her old daughter back.
--------------------------------------------------------Okmulgee County DHS called for an emergency placement for a young boy due to
parents’ involvement with drugs. “Shawn” was placed that day with a wonderful shelter
home parent who has been providing shelter for children for many, many years.
“Shawn” adjusted well to his temporary placement and particularly enjoyed the many
animals at the shelter home including the dog, cat and horses. “Shawn” was well
behaved, delightful and won the hearts of everyone who met him. “Shawn” had
occasional visits with his birth parents and two siblings until he was placed, with his
siblings, in a foster home. “Shawn” enjoyed his time at the shelter home and looked
forward to being reunited with his siblings.
--------------------------------------------------------Provider taught Steps to Respect to an enthusiastic 4 th grade class who were interested
in reducing or even eliminating bullying at a local school. The students had great fun
making anti-bullying posters in all shapes and sizes, with clever captions conveying the
anti-bullying message. The posters were hung outside the classroom where most of
the middle students could view them. The other 4 th grade teacher commented to the
provider that the posters had garnered great interest and were making a difference in
the school.
Provider had also read a story to this class about a girl who had been bullied; not only
did she confront the girl who had been bullying her, she went on to establish a Time to
Be Kind Day in her school. This effort was so successful it is being established as a
yearly event not only in the girl’s school but also throughout the school district. This
story so impacted the students that two girls went to the principal at her school to see if
17
they could have a Time to Be Kind Day at their school. These students were so eager
to learn about bullying but also wanted to take the next step and take action so that all
students at the school would be safe and respected.
--------------------------------------------------------Graduated Sanctions Coordinator received a referral for a teen girl. Coordinator met
with the girl and her parents for an intake assessment and then the girl went before the
Council and received a sanction of community service hours. The girl did the
community service hours and follow-up with the girl and her parents showed that she
was doing well in school, was involved in sports, was working and had been in no
further trouble. The girl wrote the Graduated Sanctions Coordinator to thank her for her
help in getting her life back on track.
--------------------------------------------------------I have enjoyed working this year with a variety of client’s and have been able to see
firsthand the growth they are making during the counseling process. One client in
particular I see as a success is a 13 year old male currently living with his grandmother.
This client has very little to do with biological parents due to parents substance abuse.
This young man has been able to learn and verbalize triggers to his anger and has
made leaps and bounds at school. He was making C’s and D’s at school and has
brought grades up by end of the year to A’s and B’s. He is getting along better with
students and teachers at school. He went from very little eye contact at the beginning
of sessions, to looking provider in the eye and going into detail about issues in his life.
This client has learned that he cannot change the way his parents are living their lives
but he can change the way his own life is turning out. This client has raised his selfesteem significantly and is learning how to cope with issues in his life.
--------------------------------------------------------Mollie is an eleven year old girl referred for services by her mother as she was always
in trouble, having peer difficulty, being silly at inappropriate times and crying when
parents corrected her or talked with her about anything. Mom was reluctant to get
services as they had a terrible experience when they were court ordered to services on
parental visitation.
Mollie was able to express a desire to have a closer relationship with her mother and
processed the absence of her father for five years of her life. She was also able to
verbally express her hurt to her father and resolve the hurt and sadness. Mom and
Mollie’s participation in family services resulted in mom processing fears about the
client getting older and not having a good relationship. Mollie and mom began to spend
time together in an unstructured way and thus opened up the communication channels.
Mom processed her feelings of grief related to her grandmother’s death and was able to
take client to the grave site and now talk about positive memories. Mollie is not crying
daily and she and mom report a positive relationship which has enhanced the family
atmosphere.
18
ANNUAL
EVALUATION
PLAN &
REPORT
19
ANNUAL EVALUATION REPORT
2011-2012
EVALUATION PLAN
The evaluation plan included an effort to sample client/consumer satisfaction, agency
satisfaction and employee satisfaction while identifying client needs. This evaluation
plan was implemented through random mail surveys, telephone surveys, face to face
surveys, school surveys, and public surveys. The surveys were administered by
Okmulgee-Okfuskee County Youth Services, Inc.’s Corporate Compliance Officer and
staff.
These surveys will be utilized to promote effective communication between our
organization and to the consumers/clients and agencies we serve. In addition,
Okmulgee-Okfuskee County Youth Services, Inc.’s Board of Directors and management
team will develop short term and long term planning goals from the input received to
help improve our services to the community.
ONGOING PLANNING PROCESS
In order to develop and implement a Strategic Plan for Performance Improvement, an
agency must be involved in a continual planning process. The following summary outlines
the strategic planning process of Okmulgee-Okfuskee County Youth Services, Inc.
In May and December, the agency conducts a Consumer Based Planning Tool
Assessment in order to ascertain the needs of the communities served and agency’s ability
to meet those needs. A survey is sent to law enforcement agencies, school officials,
District Attorney Offices, Juvenile Services Unit of the Office of Juvenile Affairs, the Child
Welfare Unit of the Department of Human Services, Municipal Court officials, the County
Health Department, Muscogee (Creek) Nation, local schools, and other community-based
agencies. The survey addresses issues such as the relationship between the two
agencies; what Okmulgee-Okfuskee County Youth Services can do to improve
relationships; what the unmet needs in the community are; and proposed way the entities
may partner to meet those needs. The results from the survey are compiled, a written
summary is prepared, and the results are reviewed by the agency’s management team. In
addition the agency conducts a community needs assessment in September of each year.
The community needs assessment is distributed to all students in a designated class
throughout both Okmulgee and Okfuskee County. For example the assessment may be
distributed to all third grade students for their parents to complete. The community needs
assessment is designed for community members to identify needs that they see in their
particular community. In evaluation, the agency’s management team compares the
organization’s strengths and abilities to the community’s needs and makes
recommendations regarding the ways in which the agency can feasibly meet those needs.
20
The Consumer Based Planning Tool and the Community Needs Assessment are two ways
in which Okmulgee-Okfuskee County Youth Services assesses the needs of the
communities served and expectations of stakeholders. It is also used as a guide in
creating the annual Strategic Plan for Performance Improvement.
In June, the Administrative Team begins preparations of the new fiscal year’s (July through
June) Strategic Plan for Performance Improvement by: 1) reviewing quarterly outcome
data reports of the current fiscal year; 2) reviewing mid-year reports of client and
stakeholder satisfaction and post-discharge data; 3) reviewing quarterly internal quality
assessment reports; 4) reviewing mid-year progress toward agency and program goals and
objectives; 5) reviewing the new Community Needs Assessment; 6) reviewing year-to-date
budget reports and 7) projecting funding levels for all contract, grants, programs and
services of the agency for the new fiscal year. Each management team member will then
begin changes, revisions, deletions and/or additions to the program goals and objectives of
his/her respective programs, and the management team will together review, revise, and/or
make additions to the agency short term and long term goals.
In September, the new Strategic Plan for Performance Improvement will be finalized and
presented to the staff for their review and discussion. The Strategic Plan for Performance
Improvement will be presented to the Board of Director’s for their review and approval at
the annual board meeting. The Strategic Plan will include the on-going planning process,
the information management system, the needs assessment process, the agency’s
performance in the areas of: 1) input from the persons served; 2) cultural competence, a
description of the programs and services provided, organizational and program goals and
objectives, the outcomes management system and quarterly reports, consumer satisfaction
bi-annual reports, the post-discharge data bi-annual reports, the internal quality
assessment system and quarterly reports, and the way in which the plan will be used and
disseminated for performance improvement. The approved Strategic Plan for Performance
Improvement will be made available to all staff, consumers, funding sources, and the
community stakeholders.
Upon Board approval, the administration and the staff are responsible for complete
implementation of the Strategic Plan. The management team will conduct quarterly quality
assessment reviews. Management team members will gather the effectiveness, efficiency,
and accessibility data for the Outcomes Management System and prepare quarterly
reports for their respective program areas as appropriate. Agency staff will conduct
quarterly quality assessment review as outlined in the Internal Quality Assessment
description and prepare the necessary quarterly reports. Designated staff will collect
consumer satisfaction data and post-discharge data and prepare the respective quarterly
reports. Completed reports will be submitted to the Executive Director and reviewed with
agency staff for their discussion and recommendations. The completed reports and
recommendations will then be presented quarterly to the Board of Directors during the
November, January, and May board meetings, and for the fourth quarter in September
when the agency’s Annual Management Report is presented to the Board of Directors for
approval. The Board of Directors will decide the necessary action based on the reports
and the recommendations of the Executive Director
21
A mid-year evaluation of the Strategic Plan for Performance Improvement will be
conducted during the month of January. This will ensure that the organization and each
program are on task and in line with required quarterly and bi-annual reports, reviewing
progress toward organizational and program goals and objectives, reviewing compliance
with the Ongoing Planning Process plan, and making recommendations for adjustments to
the plan. Results of the mid-year evaluation process will be presented to staff for
discussion and input. Any recommendations for adjustments to the Strategic Plan will be
presented the Board of Directors for approval at the January meeting.
In July, the process of end-of-the-year program evaluations and the preparation of the
Annual Management Report for the recently completed fiscal year will begin. Final
quarterly reports for outcome management data and internal quality assessment will be
completed. Agency staff will begin to prepare written reports regarding percentage of goals
and objectives achieved by their respective program areas. Administrative staff will
prepare written reports regarding progress made toward achieving short term and longterm organizational goals. Demographic data collected throughout the year on population
per program category served will be compiled. Written analysis of the demographic data
comparing the previous fiscal year to the recently completed fiscal year will be completed
by the Executive Director. The written analysis will include recommendations for program
changes and/or performance improvement. The Executive Director and program staff will
review program progress made for the year at a regularly scheduled staff meeting in July or
August. During these meetings, the management team will discuss their findings and
make recommendations for quality improvement of programs and services of the agency.
These findings may result in the revision of the current year Strategic Plan for Performance
Improvement; those changes will be presented to the Board for approval. The Annual
Management Report will be presented to the Board of Directors for approval during the
agency’s annual meeting in September. The approved Annual Management Report will be
presented to staff for discussion, input and recommendations for quality improvement. The
approved Annual Management Report will be made available to consumers, funding
sources, and community stakeholders.
As the agency cycles through this planning process, it is assured that the quality of care
and services to consumers across all programs will improve.
SWOT ANALYSIS
The core of a strategic planning process is to identify strengths, weaknesses,
opportunities, and threats (SWOT). We have focused on those most likely to impact
agency operations and progress towards reaching our goals and objectives.
Strengths: There are a number of key strengths possessed by Okmulgee-Okfuskee
County Youth Services.
1. Staff: Okmulgee-Okfuskee County Youth Services has one of the best staff in
the state of Oklahoma. Staff members are caring, professional and trained many
22
curriculums, treatment modalities and techniques. This staff strives to provide
quality services while caring for individual needs of the children and their
families, which is the cornerstone of our mission. Staff are willing to partner and
participate in community initiatives and projects such as the Trauma Focused –
Cognitive Behavioral Therapeutic services for DHS – Child Welfare and the
Character Counts! week at Tulledega Hills Baptist Church.
2. Array of Services: Okmulgee-Okfuskee County Youth Services has built an
impressive continuum of services. The agency offers emergency shelter in the
Shelter Home Program, parent-child interactive activities and home parenting
services in the Family Resource and Support Program, prevention education in
the schools through the Character Counts!, PATHS, Steps To Respect, LifeSkills
Training and Daniel Memorial Independent Living Skills curriculums, prevention
education to youth and their parents in the 1 Eighty (First Time Offender)
Program, individual and family outpatient counseling as well as community
service opportunities through the Graduated Sanctions Program.
3. Community Support: While not the most visible organization in town, OkmulgeeOkfuskee County Youth Services is well thought of and respected for the
services we offer. The agency has established collaborations and partnerships
and consistently seeks opportunities to reach untapped markets. OkmulgeeOkfuskee County Youth Services enjoys excellent working relationships with
local schools as well as state agencies including the Juvenile Services Unit of the
Office of Juvenile Affairs, the Child Welfare Division of the Department of Human
Services, the Oklahoma State Department of Health and Deep Fork Community
Action. Okmulgee-Okfuskee County Youth Services also enjoys an excellent
working relationship with Muscogee (Creek) Nation.
4. Cash Flow: Okmulgee-Okfuskee County Youth Services has a strong
management team, composed of the Board of Directors and the Executive
Director that has maintained a cash flow that encompasses 3+ months.
Weaknesses: Any organization will have some weaknesses. Understanding those
weaknesses is the key to avoiding problems because of those weaknesses. Lack of
strengths in key areas can be considered a weakness.
1. Awareness: Okmulgee-Okfuskee County Youth Services, biggest weakness is
public awareness. Agency staff spends the majority of time in provision of
services rather than in public awareness. The agency will continue to increase
awareness by distributing additional agency program fact sheets to all program
participants and by completing more in-service trainings with local schools and
referral sources.
2. Capacity: Okmulgee-Okfuskee County Youth Services strives to maximize the
productivity of all staff. This is inclusive of direct care staff, management staff
and administrative/support staff. Finding the optimal combination is the key to
addressing the revenue needs of the agency. Okmulgee-Okfuskee County Youth
Services intends to maintain and increase the number of therapists in the
upcoming year. Two staff members anticipate completing their Master’s Degrees
in December 2012 and will be eligible to be under supervision as LPC
23
candidates. Performing therapeutic services will allow the agency to increase
revenue through federal reimbursement and provide an opportunity for an
additional employee to be hired to assume said staff’s prevention education
classes.
Opportunities: Opportunities represents the external potential for Okmulgee-Okfuskee
County Youth Services to expand services and supplement existing programs.
1. Proactive Staff: The agency’s management team is always thinking of alternative
funding sources to expand services and resources. The agency feels that having
two seasoned staff members able to perform federal reimbursable services
allows for more services in the community and for the agency to hire an
additional employee to perform prevention educational services.
2. Need for Services: The schools in Okmulgee and Okfuskee Counties continue
to face reductions in support staff as well as larger classes. Individualized
attention to students with behavioral, emotional or adjustment concerns is
difficult for already overwhelmed teachers creating a need for the agency to
increase the availability of counseling and prevention education services.
Threats: Threats are external concerns that are real and must be managed to assure
they do not interfere with the operations or keep the agency from achieving its mission.
1. Qualified Staff: There is a shortage of qualified licensed counselors in rural
Oklahoma. The Executive Director will be applying to the US Department of Health and
Human Services to become a certified National Health Service Corps agency. This
certification will allow licensed therapists or licensed eligible therapists to receive
assistance on their educational costs by the federal government as long as they comply
with required lengths of service with the agency. Strategies for retaining current staff
and recruiting new staff will continue to be examined.
2. Funding: The need for varied funding sources still exists. The agency continues to
pursue every viable funding source while maintaining the integrity of its services.
The Executive Director and the Board of Directors will review the agency’s SWOT
analysis, program outcomes and the agency’s financial solvency quarterly throughout
2012 - 2013
CULTURAL DIVERSITY
The Executive Director completes an annual cultural breakdown of the service area,
Board of Directors, clients and staff. The purpose of the breakdown is to compare the
ratios within the four groups and to recognize any shifts in populations that may identify
recruiting efforts, training areas, need for input, and needed shifts in services.
Information was obtained from the U.S. Census Bureau and the Office of Juvenile
Affairs Juvenile on Line Tracking System (JOLTS). Analysis of the data indicates that
population totals have remained unchanged over the past few years.
24
Cultural Diversity Statistics for Counties, Board of Directors, Clients and Employees
County
Total Pop
Category
White
African Am.
Amer. Ind.
Asian
Haw./Pac Is.
Other
Hispanic
Totals
Okfuskee
11,172
Okmulgee
39,219
7,105
1,117
2,089
11
0
593
257
11,172
26,630
3,608
5,451
78
0
2,353
1,099
39,219
Total
50,391
33,735 66.95%
9.38%
4,725
7,540 14.96%
0.18%
89
0.00%
0
5.84%
2,946
2.69%
1,356
50,391 100.00%
Board of Directors
Category
White
African Am.
Amer. Ind.
Asian
Haw./Pac Is.
Other
Hispanic
Totals
6 60.00%
2 20.00%
2 20.00%
0.00%
0
0.00%
0
0.00%
0
0.00%
0
10 100.00%
Clients
3,550 66.94%
9.39%
498
793 14.95%
0.19%
10
0.00%
0
5.85%
310
2.68%
142
5,303 100.00%
White
African Am.
Amer. Ind.
Asian
Haw./Pac Is.
Other
Hispanic
Totals
Employees
15 60.00%
6 24.00%
3 12.00%
0.00%
0
0.00%
0
0.00%
0
4.00%
1
25 100.00%
White
African Am.
Amer. Ind
Asian
Haw./Pac Is.
Other
Hispanic
Totals
25
INFORMATION MANAGEMENT SYSTEM
Okmulgee-Okfuskee County Youth Services facilitates a variety of procedures and
conducts regular meetings with all stakeholders for the purpose of efficiently obtaining and
distributing information. Stakeholders include funding sources, referral sources,
community agencies, board members, administration, staff, consumers, and the
community.
Funding Sources: Most funding sources (i.e. Office of Juvenile Affairs, the Oklahoma State
Department of Health and Oklahoma Health Care Authority) are supplied with invoices,
which in some cases detail the number and type of service provided. Monthly reports from
the Juvenile On-line Tracking System (JOLTS) are provided to the Office of Juvenile
Affairs. Monthly reports from the OCAPPA data base are provided to the Oklahoma State
Department of Health. Weekly data regarding Medicaid services provided is supplied to the
Oklahoma Health Care Authority through their Secure Online Medicaid Management
Information System. The majority of the services provided by the agency are entered into
JOLTS or OCAPPA which are the primary data managers of program statistics for
Okmulgee-Okfuskee County Youth Services. In order to assess the quality of services
provided as well as contract compliance, the majority of the agency’s funding sources
conduct an annual site audit where client files, personnel files, fiscal records, and policies
and procedures are reviewed. The results of these audits and the responses of the
Administration are reported to the staff and the Board of Directors by the Executive
Director. Additional information provided to our funding sources includes a copy of the
annual audit, a copy of the Annual Management Report and additional information as
requested.
Community Partners: Members of the management team and direct service staff meet
regularly with community partners and referral sources for the purpose of sharing
information regarding consumer updates, referral information, and agency news such as
personnel and administrative changes. Administrative, clinical, and direct service staff
members participate on a variety of community task forces, groups, and organizations for
the purpose of sharing updated agency information, learning about new developments
within other organizations, and promoting the programs and services of OkmulgeeOkfuskee County Youth Services throughout the community. A copy of the Annual
Management Report is made available to community partners and the community at-large
via the agency’s website at www.annemoroneyyouthservices.com.
Advisory Board: The Executive Committee of Okmulgee-Okfuskee County Youth Services’
Board of Directors meets every month of the fiscal year and the whole Board meets bimonthly. At each meeting the Board is provided minutes from the previous meeting;
financial reports detailing the previous month’s expenditures and revenues; updates on
new programs and services; and an Executive Director’s report. Quarterly, the Board of
Directors reviews and approves the Program Outcomes Reports, the Corporate
Compliance Report; and the Quality Assurance/Utilization Reports. In addition, the Board
reviews the agency’s strategic plan quarterly. Annually, the Board receives and approves
the Accessibility Plan, the Strategic Plan for Performance Improvement, the Annual
26
Management Report, the annual budget, the Policies and Procedures, the annual fiscal
audit, the annual Form 990 and site visit findings from each funding source. The minutes
and supporting documents from each meeting are available in the Executive Director’s
office.
Staff Meetings: Okmulgee-Okfuskee County Youth Services conducts a general staff
meeting once a month for the purpose of sharing general agency information with all
agency staff from all program areas as well as in service trainings. Counseling staff has a
weekly staff meeting to staff cases, perform case audits and receive specialized in-service
trainings. Information discussed during the general staff meetings include Board of
Directors decisions pertinent to staff; miscellaneous agency business; community needs
assessment; coordination of services internal and external to the agency; agency-wide
program updates; the review of agency documents and reports including policies and
procedures, reports regarding health and safety inspections and drills, Outcomes
Management analysis data reports, Consumer Satisfaction data reports, Internal Quality
Assessments reports, Post-Discharge data reports, the Strategic Plan for Performance
Improvement Plan, the Annual Management Report, the annual budget and monthly
budget reports, and any other documents that are pertinent and related to agency
business.
Expectations of Clients and Stakeholders: It is the policy of the agency to maintain an
open line of communication with clients, their families, and other stakeholders (including
funding and referral sources) and to afford each client, family member, and stakeholder
adequate opportunity to express opinions, recommendations, and complaints. Therefore,
any client may at his/her discretion provide in writing any opinion, recommendation, or
complaint by submission to any agency staff member to be forwarded to the Executive
Director. The Executive Director will follow agency policy and give each opinion or
recommendation due consideration. The agency also conducts quarterly Client Satisfaction
and Annual Stakeholder Satisfaction surveys and follow-up surveys in order to request and
assess the client's opinion regarding the quality of care he/she is receiving or has received.
A copy of the Strategic Plan for Performance Improvement and Annual Management
Report
is
available
online
via
the
agency’s
website
at
www.annemoroneyyouthservices.com.
The agency relays information to the community through brochures, public announcements
and by participating in and presenting to various civic clubs, community organizations,
school functions, and advisory committees. The above processes are designed to give the
agency an opportunity to evaluate, improve, and report on the quality and effectiveness of
the services provided. Consumers on the waiting list will be contacted regularly and their
needs for services will be monitored in accordance with the Waiting List Policy.
Community Education and Development: The staff of Okmulgee-Okfuskee County Youth
Services provides information regarding the programs and services of the agency to the
community by participating in a presenting to various civic clubs, community organizations,
job fairs, agency information fairs, school functions, chamber activities and advisory boards
and task forces. The staff present the programs and services of the agency to the public at
27
large in a way that helps reduce stereotyping of individuals served, assists the community
in accessing services, and promotes diversity issues. The programs and services of the
agency are also communicated through feature articles in the local newspaper, radio
programs, the agency’s annual report and services of Okmulgee-Okfuskee County Youth
Services by providing current information and human interest stories that demonstrate how
individuals were helped by the agency. The strategic plan is designed to allow the agency
an opportunity to evaluate, improve and report on the quality, effectiveness and efficiency
of the services provided.
EVALUATION RESULTS
2011-2012 PROGRAM YEAR
WORKER SATISFACTION
Okmulgee-Okfuskee County Youth Services, Inc.’s management team and Board of
Directors realize that each employee’s satisfaction is of the utmost importance in their
job performance. Furthermore, every employee’s job performance needs to be his/her
best as children and families look to them as role models, educators, advocates and
counselors. All salaried and contract staff were encouraged to participate and
suggestions were requested. There were seventeen surveys dispersed with eleven
being returned for a participation rate of 65%. This was a decrease of 19% in the
amount of participation from the previous year’s survey. Okmulgee-Okfuskee County
Youth Services, Inc. believes that the agency reputation and progress rests on each
individual employee’s work and professionalism, all employees will be involved in
establishing their program goals.
This year’s employee satisfaction survey was adapted from another youth services
agency. The scoring was on a scale of 1-lowest to 5-highest. Employees were
encouraged to complete the survey as an individual and to reflect on their overall
experiences and not specific instances. The following is a listing of the areas surveyed
and the corresponding response rate.
Opportunity for Advancement
Feedback Regarding Performance
Physical Working Conditions
Your Salary
Vacation / Holiday
Benefits
Feeling of Belonging
4.2
4.5
4.7
4.1
4.4
4.3
4.5
28
Your Supervisor:
Demonstrates Fair & Equitable
Treatment
Provides Appropriate Recognition
Resolves Complaints / Difficulties
In a Timely Manner
Gives Clear Instructions
Encourages Employee Input
4.5
4.5
4.5
4.5
4.9
CLIENT SATISFACTION SURVEYS
Okmulgee-Okfuskee County Youth Services, Inc. recognizes and values the opinions
and input of their consumers/clients. Client Satisfaction questionnaires were given
directly to participants in the Integrated Behavioral Health Outpatient/CARS Program.
The agency continues to mail out a Follow-up Questionnaire 90 days after case closure.
In the year 2011-2012, we disbursed our client satisfaction surveys at the time of
discharge or during the time services were still being given. In addition, our Corporate
Compliance Officer conducts quarterly telephone satisfaction surveys via the telephone.
This method has proven to be the most effective in obtaining client satisfaction surveys.
Client Satisfaction questionnaires were given to participants in the Shelter Home
Program at discharge and to the First Time Offender participants during their last class
session. There was a 65.9% return rate (for those residents old enough to respond) for
the Shelter Home Program and a 100% return rate for the First Time Offender Program.
The satisfaction questionnaires were designed for the client to respond in a strictly
confidential manner. The questions were scaled from one to five, with one being
strongly disagree to five being strongly agree. Okmulgee-Okfuskee County Youth
Services, Inc.’s management team wanted the clients to evaluate the programs as well
as those delivering the program services. Therefore, the questionnaires asked their
opinions with regard to such areas as how they were treated, if they benefited from the
program and would they refer others. The following are the results by program of the
client’s satisfaction:
Behavioral Health Outpatient / CARS Outcome Report
My counselor was on time and kept my scheduled appointments. – 4.94
I was involved in my treatment plan. – 4.88
I felt my concerns were handled in a confidential way. – 4.85
I have benefited from the services received. – 4.83
I would refer others to this agency. – 4.84
Shelter Home Program Outcome Report
I felt welcome when I came to the shelter. – 4.63
The shelter rules and expectations were clearly explained to me. – 4.13
29
During my stay, I’ve felt there were staff I could go to with a problem or if I just wanted
to talk. – 4.63
I felt safe during my stay at the shelter. – 4.88
Overall, my stay at the shelter was positive. – 4.88
First Time Offender Program Outcome Report
The program was explained clearly to me at intake. – 4.47
I feel that I was treated with dignity and respect. – 4.59
My facilitator was prompt in starting and ending class. – 4.44
I will be better able to handle my problems because
of my participation in this program. – 4.19
I feel others would benefit from this program. – 3.97
Okmulgee-Okfuskee County Youth Services, Inc.’s management team plans to
continue the current distribution plan for the Integrated Behavioral Health Outpatient /
CARS Program, Shelter Home and 1 Eighty Programs’ Client Satisfaction
Questionnaires.
Okmulgee-Okfuskee County Youth Services’ management team evaluates its school
based outreach program through teacher satisfaction surveys as well as pre and post
test results. The Character Counts! And PATHS programs utilize teacher satisfaction
surveys while the LifeSkills Training, Steps To Respect and the Daniel Memorial
Independent Skills curriculums utilize test results. The outcomes results for 2011-2012
are as follows:
Outcomes
The school administrator(s) at each Okmulgee County School is offered
the Character Counts!, PATHS and LifeSkills Training curriculum. Each
school district determines which grades will participate for each school
year. All students in the designated classes are eligible to participate
free of charge with guardian permission.
Change Indicators
Teachers will identify if students’ behaviors have improved related to
each character trait.
Data Collection
Teachers will be given a survey at the end of their student’s Character
Tools & Methods
Counts! curriculum. The teacher will assess whether the curriculum had
any affect on the student’s behaviors.
Outcomes Achieved 2011-2012 Total # of Clients: 23 out of 41 teachers surveyed – 56%
return rate, 1425 Students
#
%
Outcome
23
100%
100% of the teachers surveyed agreed to
teachers,
strongly agreed that students increased their
1425
understanding of the character traits –
students
responsibility, respect, trustworthiness, fairness,
caring and citizenship.
30
23
100%
100% of the teachers surveyed agreed to
teachers,
strongly agreed that the Character Counts!
1425
program was a needed resource for their school.
students
23
100%
100% of the teachers surveyed agreed to
teachers,
strongly agreed that the Character Counts!
1425
program had an impact on their student’s
students
behavior.
Program Evaluation It is difficult to quantify the effectiveness of efforts to teach ethical
values. This survey is administered to the teachers to measure visible
changes as well as their personal feelings about the program. The data
obtained from these surveys will help to provide recommendations for
changes and improvements in the Character Counts! program.
Outcomes
Change Indicators
Data Collection
Tools & Methods
Through the PATHS curriculum students will show a decrease in
aggressive or disruptive behavior, students will have a higher level of
concentration and attention, and students will show improvement in their
social and emotional competence.
Teachers will identify if students’ behaviors have improved related to
Aggressive/Disruptive
Behavior,
Concentration/Attention
and
Social/Emotional Competence.
Teachers will be given a survey at the end of their student’s PATHS
curriculum. The teacher will assess whether the curriculum had any
affect on the student’s behaviors.
Outcomes Achieved 2011-12 Total # of Clients: 18 out of 22 teachers surveyed – 82% return
rate, 856 Students
#
%
Outcome
18
94%
94% of the teachers surveyed agreed to strongly
teachers,
agreed
that
students
increased
their
856
understanding of “feeling” words, gained empathy
students
and compassion, improved in resolving conflict
and improved in controlling their anger.
18
100%
100% of the teachers surveyed agreed to
teachers,
strongly agreed that the PATHS program
856
contributed to improved classroom behavior.
students
18
100%
100% of the teachers surveyed agreed to
teachers,
strongly agreed that the PATHS program
856
integrated well with other academic subjects and
students
school activities.
31
Program Evaluation This survey is administered to the teachers to measure visible changes
as well as their personal feelings about the program. This is the 1st year
that the agency has received survey results from the teachers. The
Coordinators will be strengthening their lesson plans and seeking
additional input from the classroom teachers in the upcoming semester
to improve survey results.
The LifeSkills Training curriculum focuses on developing each student’s
personal and social skills in an effort to improve each student’s general
knowledge of drugs and life skills and to reduce their motivation to use
drugs. This curriculum is also designed to encourage students to apply
their learned skills to resist social pressures to use alcohol, tobacco and
other drugs.
Change Indicators
The student’s pre and post-test results will show an increase in their
overall knowledge, drug knowledge and life skills knowledge. A student’s
drug attitude and drug refusal skill score will also be calculated before
and after the curriculum is taught. The drug attitude score will decrease,
a high score on this scale indicates the student has a positive attitude
about drugs. The drug refusal score will increase, a high score on this
scale indicates that a student is more likely to say “no” when asked to
smoke, drink or use other drugs.
Data Collection
The LifeSkills Training Questionnaire Middle School Version is
Tools & Methods
administered to all students within one week before the curriculum is
started and within one week after the curriculum is completed. The
questionnaires are then scored and evaluated to determine the
effectiveness of the LifeSkills Training curriculum.
Outcomes Achieved 2011-2012 Total # of Clients: 1009 students
#
%
Outcome
856
15.2% 15.2% increase in overall knowledge
766
24.1% 24.1% increase in drug knowledge
909
9.9%
9.9% increase in life skills knowledge
948
-5.4%
.08 decrease in the drug attitude score, average
score 1.49 on scale of 1 to 5; the higher the
number the more positive the student is about
tobacco, alcohol and drugs
948
+1.2% 0.05 increase in the drug refusal score, average
score 4.29 on scale of 0 to 5; the higher the
number the more likely the student is to say “no”
61
6%
6% of the students who completed the pre-test
were not present when the post-test was
administered
948
100%
61 of the 61 classes improved their scores from
students,
the pre-test to the post-test
61
classes
Outcomes
32
Program Evaluation The outcome results reflect increased awareness and knowledge in each
of the five categories that were evaluated.
Steps To Respect
Goal 1: Decrease the number of
reported incidents of bullying,
inciting a fight and fighting at
each targeted school.
Numbers are cumulative by school year and reflect the overall changes since program
inception as well as 1st and 2nd year changes.
Cumulative School
Years
2010vs2011vs2012
Beggs
Bullying
Inciting
Fighting
Total
Change
55vs36
vs15
53vs44vs
Not
recorded
in2012
32vs22
vs40
140vs
102vs
55
Henryetta
1vs0
vs0
17vs2
vs7
31vs19
vs15
49vs
21vs
22
Okmulgee
17vs10
vs3
Not
recorded
77vs38
vs 20
94vs
48vs
23
Okemah
85vs80
vs 19
9vs3
vs25
36vs28
vs 33
130vs
111vs
77
Total
158vs12
6 vs 37
79vs49
Vs32
176vs10
7 vs108
413vs
282vs
177
1st year
decrease of 38;
2nd year
decrease of 47;
overall
decrease of 85
since start of
program
1st year
decrease of
28;2nd year
increase of 1;
overall
decrease of 27
since start of
program
1st year
decrease of 46;
2nd year
decrease of 25;
overall
decrease of 71
since start of
program
1st year
decrease of 19;
2nd year
decrease of 34;
overall
decrease of 34
since start of
program
1st year
decrease of
131; 2nd year
decrease of
105; overall
decrease of 236
33
Objective 1: Decrease the
number of reported incidents of
bullying, inciting a fight and
fighting by 15% in each targeted
school during the first year of
program implementation.
See chart in above section. Final year end school results are complete with an overall
decrease of 135 reports in the five school districts who reported. The goal of a 15%
decrease of reported incidents was achieved in each School District that reported. The
overall decrease in reported incidents for all school distracts participating was 31%.
Individual school results are as follows:
Beggs – 27% decrease
Dewar – No report
Henryetta – 57% decrease
Okmulgee – 49% decrease
Okemah – 15 % decrease
Wilson – 17% decrease
Output Indicator: Bullying and
Cyber Bullying prevention
education sessions will be
provided in 35 classes for 745
Beggs, Henryetta, Okemah and
Okmulgee Middle School
students for 14 weeks at 45-50
minutes each week throughout the
school year. Okmulgee County –
Beggs Middle – 8 classes of 5th
and 6th graders; Henryetta Middle
– 8 classes of 6th and 7th graders
and Okmulgee Elementary – 6
classes of 4th graders. Okfuskee
County-Okemah Middle – 13
classes of 4th through 7th graders.
.
Classes started in September 2011 as follows:
Total - 28 classes and 526 students
Beggs – 5 classes of 5th graders and 107 students
Henryetta – 5 classes of 7th graders and 83 students
Okemah – 3 classes of 4th graders and 50 students
3 classes of 5th graders and 57 students
Okmulgee – 6 classes of 4th graders and 114 students
6 classes of 5th graders and 115 students
Classes completed in January 2012 as follows:
Total - 16 classes and 267 students
Beggs – 5 classes of 5th graders and 86 students
Henryetta – 5 classes of 7th graders and 85 students
Okemah – 3 classes of 4th graders and 48 students
3 classes of 5th graders and 48 students
Classes continuing and started in January 2012 as follows:
Total New Classes 21 classes of 384 students
Okmulgee – 6 classes of 4th graders and 114 students
6 classes of 5th graders and 115 students
5 classes of 6th graders and 102 students
Beggs - 6 classes of 6th graders and 98 students
Henryetta - 4 classes of 6th graders and 78 students
Okemah - 6 classes of 6th and 7th graders and 106 students
Classes completed in May 2012 as follows
Total – 32 Classes of 550 students
Okmulgee – 5 classes of 4th graders and 85 students
6 classes of 5th graders and 98 students
5 classes of 6th graders and 102 students
Beggs - 6 classes of 6th graders and 99 students
Henryetta - 4 classes of 6th graders and 73 students
Okemah - 6 classes of 6th and 7th graders and 93 students
34
Outcome Indicators:
1) The number of reported
incidents of bullying, inciting a
fight and fighting will be reduced
by 15% after the completion of
the curriculum in the first year
and the number of reported
incidents will be reduced by an
additional 20% in the second and
third year of the program.
See chart in Section 1 above.
2) 85% or 633 students will
indicate an increase or positive
change between pre and post test
results in the first year.
869 students participated in the pretests. 842 students participated in the post tests in the
first year of the program.
First year results are as follows:
100% of the classes had an increase in their perceived assertiveness score which
indicates they feel they could better tell someone to stop bullying them.
100% of the classes indicate a perceived adult responsiveness in the range of a little true
to pretty true. 100% of the classes showed a decrease in their perception that adults
know and stop bullying.
100% of the classes felt that it was pretty true that they would accept bystander
responsibility and tell someone to stop bullying another person.
50% of the classes were less accepting of observed bullying and aggressive behaviors
after receiving the Steps To Respect curriculum.
3) 80% or 596 students will not
have a reported incident of
bullying, inciting a fight or
fighting in the first year of
program,
Each school district’s reported number of incidents are for their entire middle school.
This number includes more students than those receiving the Steps To Respect
curriculum. The computation is for the entire number of reported incidents of bullying,
inciting a fight or fighting divided by the entire student population included in the
school’s report. 282 incidents reported/1263 students = 78% or 985 students did not
have a reported incident of bullying, inciting a fight or fighting in the first year of the
program.
Each school district’s reported number of incidents are for their entire middle school.
This number includes more students than those receiving the Steps To Respect
curriculum. The computation is for the entire number of reported incidents of bullying,
inciting a fight or fighting divided by the entire student population included in the
school’s report. 282 incidents reported/1263 students = 78% or 985 students did not
have a reported incident of bullying, inciting a fight or fighting in the first year of the
program.
Data to be included on 2012-2013 reports.
85% or 633 students in second
year
and 90% or 671 students by third
year.
4) 90% or 671 students who
complete a pre test will
successfully complete the class by
taking a post test.
1st year decrease in reports of 131 or 32%
2nd year decrease in reports of 105 or 37%
Overall decrease in reports since program started of 236 or 57%
The number of successful completions was 89.8% in the second year. The percentage of
successful completion was greatly impacted by the 93 students who were not present to
take the post test on the day it was administered. 817 of 910 students completed the post
test in the 2nd year of program.
First year results indicate a 96.9% successful completion rate.
35
ORGANIZATION CONSUMER BASED PLANNING AND ASSESSMENT TOOL
In addition to the Client Satisfaction Questionnaire, Okmulgee-Okfuskee County Youth
Services, Inc. recognizes the need to receive input and recommendations from
agencies with which we coordinate services. Each staff member distributed the
Organization Consumer Based Planning and Assessment Tool to those individuals he
or she worked with during the past year. There were 146 assessment tools distributed
to school administrators and classroom teachers, caseworkers, law enforcement
officers, judges and other community members and 140 returned. The response rate
was 96% in 2011-2012, a 50% increase from the previous year.
This assessment tool was completed in an effort to determine Okmulgee-Okfuskee
County Youth Services’ perceived areas of strengths and weaknesses. The following
results are the combined total for fiscal year 2011-2012. Of those agencies and
individuals responding, 88% stated that they were aware of the services that OOCYS
offers to the community. On the other hand, only 82% of the respondents believe the
public is aware of OOCYS’ services. Individual awareness decreased by 9% while
public awareness increased by 1%. Regardless of these results the area of public
awareness continues to be listed as a perceived weakness of the agency. During this
past year the agency promoted services through public presentations, newspaper
articles, community fairs as well as our web page. In addition the agency began to
provide each student involved in services an agency program fact sheet. A continued
emphasis will be placed on the distribution of the agency’s program fact sheet in FY
2013.
Of those responding, 100% agreed that the relationship between our agency and their
agency was positive. 100% of the respondents agreed that our coordinators /
counselors were knowledgeable and professional. 100% of the respondents agreed
that the services’ offered by OOCYS were an effective and necessary part of the
community. When asked, 100% of the respondents agreed that services were provided
in a timely manner and 100% agreed that their needs were met in a satisfactory and
courteous manner.
The majority (94%) of the respondents indicated agreement that coordinators /
counselors sought input from the respondent regarding services and programs. This
was an increase of 3% from the previous year. Contractual guidelines are followed first
and foremost but our coordinators/counselors will continue to seek input from others as
much as possible in 2012-2013.
In developing this Planning and Assessment Tool, Okmulgee-Okfuskee County Youth
Services, Inc. was interested in acquiring knowledge of our perceived strengths and
weaknesses. We view this tool as a vital part of our quality assurance process.
Okmulgee-Okfuskee County Youth Services, Inc. envisions the Organization Consumer
Based Planning & Assessment Tool as a means of promoting effective communication
between our organization and those we serve. The input received will be used to
improve services and affect decision- making. This year’s assessment tool indicated
36
both strengths and weaknesses of Okmulgee-Okfuskee County Youth Services, Inc.
The strengths identified were:
1. The employees – professional, caring, knowledgeable, positive, courteous,
willing to help, flexible, friendly, prepared
The weaknesses identified were:
1. The need for more counselors to ensure more counseling services
2. The need for more funding to be able to maintain and provide more services to
the community and schools – shelter, additional educational curriculums,
parenting, community youth activities, summer programs
3. The need for more public and professional awareness regarding agency
programs and services.
Okmulgee-Okfuskee County Youth Services, Inc. requested recommendations for
additional services that may benefit the community. Additional services most
mentioned were to provide more public awareness and more counselors to meet with
students on an individual basis. The recommendations from this year’s assessment tool
were reviewed and incorporated into our agency and financial program goals for 20122013.
COMMUNITY NEEDS ASSESSMENT
As is evidenced above in the Organization Consumer Based Planning & Assessment
Tool, Okmulgee-Okfuskee County Youth Services, Inc.’s Board of Directors and
management team recognize the importance of input from others to possibly help
improve and implement new services for the children and families of Okmulgee and
Okfuskee Counties. The agency distributed approximately 950 community needs
assessment surveys to first and third graders in both counties in September 2011. The
agency had 143 individuals who participated in the survey for a return rate of 15%. The
categories most often identified as identified needs for the respondents in
Okmulgee County were:
Okfuskee County were:
1. Child Behavior Problems
1. Financial Problems
2. Financial Problems
2. Child Behavior Problems
3. Drug / Alcohol Issues
3. Drug / Alcohol Issues
The above tools continue to assist Okmulgee-Okfuskee County Youth Services, Inc.’s
Board of Directors and management team in developing the agency’s strategic plan.
From the information gathered, we will be able to develop short term and long-term
goals to better serve the children and families of Okmulgee and Okfuskee County.
Plans to distribute the agency’s community needs assessment are scheduled for
September 2012.
37
CORPORATE COMPLIANCE
Okmulgee-Okfuskee County Youth Services, Inc. strives to demonstrate ethical, legal,
and solvent business practices in all their services. Okmulgee-Okfuskee County Youth
Services, Inc. has an active Corporate Responsibility Plan that is designed to prevent,
detect, report, and investigate all wrong doing, whether intentional or unintentional.
Okmulgee-Okfuskee County Youth Services, Inc. has a corporate compliance plan that
includes random verification of services related to financial practices, billing procedures,
vehicle usage, and consumer satisfaction. The following is a summary of the 2011-2012
Corporate Compliance Plan.
There were no issues or concerns associated with our financial compliance audits
throughout the year. This was validated by our external audit that was completed by
Saunders & Associates of Ada, Oklahoma in July 2012. The external audit reflected no
recommendations or concerns for fiscal year 2011-2012. Additionally, OJA, the Internal
Audit Division of the Oklahoma State Department of Health, Oklahoma Employment
Security Commission and CompSource Oklahoma also conducted financial audits and
there were no issues associated with these audits.
Okmulgee-Okfuskee County Youth Services, Inc.’s Corporate Compliance audit of the
agency vehicle reflected no areas of concern. The mileage readings, families visited,
trainings attended, and services completed as logged were verified by the Corporate
Compliance Officer. The agency’s Executive Director continues to approve the
utilization of the agency van for training opportunities and primarily home visitation and
transportation services for OCAP families. The agency vehicle continues to be utilized
as per agency policy and procedure.
Okmulgee-Okfuskee County Youth Services, Inc.’s Corporate Compliance Officers
attempted to contact 143 families throughout 2011-2012. The Corporate Compliance
Officers successfully conducted 86 consumer satisfaction surveys with consumers via
the telephone. Contacting consumers via the telephone proved difficult at times due to
misinformation and the lack of phone service at some residences. Our corporate
compliance plan for consumer satisfaction will remain the same for 2012-2013. If
contact cannot be made after three attempts via the telephone, a survey will be mailed
to the consumer. We will include a self addressed stamped return envelope. The
Corporate Compliance Officer records the results and determines the percentage of
participation.
This past year, the Corporate Compliance Officers successfully completed 60% of the
attempted consumer satisfaction surveys. This was an increase in our completion rate
of 22% from the previous year. Of those surveys completed, the Corporate Compliance
Officer reported a concern in the area of regular contact with families. This concern was
addressed and resolved by the Executive Director with said employee.
38
Okmulgee-Okfuskee County Youth Services, Inc. continues to complete its own
Behavioral Health Outpatient Services’ billing. Executive Director, Jackie Miller,
analyzed these billings throughout the year. This analysis was utilized with our
therapists and the billing clerk to reduce areas of concern that lead to denials. We
concentrated on reducing our denials in the following areas: the timely and accurate
completion of CDC’s, the monitoring of client’s approved service codes and the timely
completion of initial treatment plans and treatment reviews. If treatment plans and/or
treatment plan reviews are not completed in a timely manner and services continue to
be provided, a gap in service coverage will occur and said services are not
reimbursable. During the past fiscal year, services were not reimbursable when a
family was approved with an incompatible service code for agency services. Agency
staff promptly identified these code issues but only the family could make the change in
the system. No change or a delay in making the change resulted in non-reimbursable
services to the agency. This could not be remedied. There are multiple reasons as to
why Medicaid members become ineligible, we were able to reduce our denials
associated with this by having our billing clerk utilize the new on-line verification site and
our therapists verify Medicaid numbers monthly with the consumers’ legal guardian.
The following is a synopsis of the 2011-2012 billing reimbursement rate for our
Integrated Behavioral Health Outpatient Program. First quarter results were 96.6%,
second quarter results were 92.5%, third quarter results were 97.6% and fourth quarter
results were 96.3%. The average billing reimbursement rate for the year was 95.8%.
This was an increase of 2.3% from the previous year. The management team at
Okmulgee-Okfuskee County Youth Services, Inc. feels that though this is an excellent
reimbursement rate the agency needs to continue to be more proactive about verifying
eligibility and approved service codes with families to ensure that the agency’s services
will be reimbursed. They also feel that the efforts of the billing clerk and the therapists
to be conscious of deadlines and of family’s eligibility status have had definite results.
The management team of Okmulgee-Okfuskee County Youth Services, Inc. will
continue to bill our Behavioral Health Outpatient Services through the Oklahoma Health
Care Authority’s Secure Online Medicaid Management Information System.2012-2013.
There were no critical incident reports associated with the Okmulgee County Family
Resource and Support Program, the First Time Offender Program, the School Based
Outreach Program, nor the Integrated Behavioral Health Outpatient Program. The
Shelter Home Program did have one critical incident involving a fall of a small child in a
shelter home. The resulting injury was tended by the shelter home parent without need
of further medical attention.
Okmulgee-Okfuskee County Youth Services, Inc. did not receive any consumer
grievances in fiscal year 2011-2012. One employee complaint was translated to an
employee grievance by the Executive Director. Said complaint/grievance was
addressed and resolved by the Board Chairman and an Ad Hoc Committee.
Okmulgee-Okfuskee County Youth Services, Inc. has not been involved in any litigation
39
or malpractice suits for the past three years nor is there such a suit pending.
The Corporate Compliance Officer did not receive any allegations of wrongdoing or
allegations of a violation of the Code of Ethics in fiscal year 2011-2012.
Okmulgee-Okfuskee County Youth Services, Inc. did receive nine complaints during
2011-2012. Eight of these complaints were in the Integrated Behavioral Health
Outpatient Program. The Executive Director resolved each complaint individually with
the counselor involved. The majority of the complaints dealt with the lack of consistency
in contacting families. The ninth complaint was an employee complaint that the
Executive Director opted to translate to an employee grievance. That
complaint/grievance was addressed and resolved by the Board Chairman and an Ad
Hoc Committee of the Board.
Okmulgee-Okfuskee County Youth Services, Inc. received contractual reviews this year
from the Oklahoma State Department of Health, the Office of Juvenile Affairs and the
Oklahoma Association of Youth Services that reflected our programs were in
substantial compliance with their standards. The agency was in compliance with the
Department of Human Services Child Placing Agency Licensing division standards as
well.
Upon review of the year’s ethical, legal, and business practices, it was felt that
Okmulgee-Okfuskee County Youth Services, Inc. was in compliance with their
Corporate Compliance Plan for fiscal year 2011-2012.
RISK MANAGEMENT
Okmulgee-Okfuskee County Youth Services, Inc.’s Risk Management Plan assesses
potential and actual risks to the persons served, the public and staff as well as
reviewing the working and service delivery environment and facilities. It is the intent of
the Executive Director to conduct a mid-year review of the program goals and the
financial status of the agency in the event a loss may be identified. This past year, one
potential loss was identified. The agency’s five year contract with the Oklahoma State
Department of Health expired 6/30/12. The agency’s director completed the required
Request for Proposal on April 13, 2012. The request included the expansion of services
to Okfuskee County for the new five year contract. Notification was not received until
June 18, 2012 that the agency had been awarded this contract.
A previous potential loss area continues to be monitored closely. Okmulgee-Okfuskee
County Youth Services has experienced difficulty in the consistent completion of
therapist’s required billable hours for salary. The inconsistency results from multiple
issues. No show appointments, scheduling conflicts as well as therapist’s time
management skills contribute to the risk. Not all therapists have difficulties. Only those
therapists with a deficit in billable hours are placed on a Plan of Improvement. A Plan of
Improvement is individualized to meet the therapist’s and the agency’s needs. As of
6/30/12, the agency had no therapists on a Plan of Improvements.
40
Due to the emphasis that Okmulgee-Okfuskee County Youth Services, Inc and
contractors in the state of Oklahoma are placing on program accountability, OkmulgeeOkfuskee County Youth Services, Inc.’s Executive Director and Board of Directors will
continue to assess and evaluate our Risk Management Plan throughout fiscal year
2012-2013.
ACCESSIBILITY
Okmulgee-Okfuskee County Youth Services, Inc. strives to provide access to programs
and facilities that are available to any individual by maintaining an accessible, healthy,
and safe environment. The agency strives to eliminate any architectural, environmental,
attitudinal, financial, employment, communication, and/or transportation barrier. The
agency reviews and looks to eliminate any other barrier(s) that may be identified by the
persons served, by our agency employees, or by our referral resources.
The Health and Safety Officer has conducted emergency trainings, evacuations, and
drills throughout the year. Agency staff has also been trained in First Aid and CPR
skills. Okmulgee-Okfuskee County Youth Services was also able to have a staff
member as a certified MANDT Instructor and one MANDT training was provided to staff
this past year. In addition to the above trainings, regular building and vehicle
inspections have been performed.
Okmulgee-Okfuskee County Youth Services, Inc. did not identify any potential barriers
to services from their consumers’ satisfaction surveys this past fiscal year. OkmulgeeOkfuskee County Youth Services, Inc.’s satisfaction survey has a specific question
related to accessibility. If any barrier exists, the consumer will then be able to identify it
with the Corporate Compliance Officer during the satisfaction survey telephone
conference. The agency will be able to discuss ways to eliminate the identified
barrier(s).
The agency’s Executive Director utilized the agency’s accessibility survey tool on
February 21, 2012 and June 28, 2012. This survey tool was completed by the
accessibility team and a plan was developed for the upcoming year. The 2012–2013
Accessibility Plan was approved by the agency’s Board of Directors on June 28, 2012.
ACCESSIBILITY PLAN 2011-2012
The Board and staff of Okmulgee-Okfuskee County Youth Services, Inc. believe that all
youth and their families should have access to any of the agency’s programs and
activities that they would like. The Board and staff feel that there are many challenges
that face the youth and families with whom we work. As an agency we want to be
conscious of any barriers that might arise in the provision of our services. Our
consumers, referral sources and staff will be asked to help identify any barriers through
the agency satisfaction survey process. In addition to administering satisfaction
41
surveys, the agency’s management team will conduct an accessibility self-assessment
yearly in January and June. The results will be reviewed with the Board and staff and
this plan will be modified appropriately. Concentration was placed on attitudinal,
architectural, communication, employment, transportation, environmental and financial
barriers in 2011-2012.
ATTITUDINAL: Staff and board members will make themselves available for training
that relates to the abilities and limitations of persons with disabilities and the cultural
diversity of others. Our current Policy and Procedures on Client Rights, Code of Ethics,
program philosophies and cultural diversity will help to satisfy this barrier. Allowing
consumers to establish problem statements and goals in their own words will also help
satisfy this barrier. For the majority the above goals were accomplished in 2011 – 2012.
Cultural diversity training, an open house and problem statements and goals in
consumer’s words will continue to be the attitudinal accessibility goals for 2012 – 2013.
ARCHITECTURAL: The Health and Safety Officer has the primary responsibility and all
staff has the shared responsibility thereafter of ensuring that our consumers do not
experience any architectural barriers. The Health and Safety Officer will do a minimum
of four quarterly self-inspections each year. The inspections will include but not be
limited to the agency’s building, grounds and vehicle to ensure accessibility. The Health
and Safety Officer will provide a written report of any said barrier to the Executive
Director. A Plan of Action to remove any architectural barriers will be developed and
presented to the Board and necessary funds will be sought to remove said barrier. The
Health and Safety Coordinator completed all internal inspections and the agency
passed the external inspections by the fire marshals in both Okmulgee and Okfuskee
County. Agency staff requested additional lighting for the parking lot. PSO was
contacted and an auxiliary pole and outdoor light was erected on the northeast corner
of the property. Sufficient light is cast from this outdoor light to illuminate the driveway
and parking area. Funds were also expended to purchase a new lighting sensor for the
lights near the sidewalks. Outdoor lighting is no longer a concern for staff or program
participants. Cement paint was purchased to refresh the handicap parking area. Plans
to paint this area are set for 2012-2013.
COMMUNICATION: Communication is a key component of our provision of services.
The Health and Safety Coordinator will continue to provide training yearly on the TDD
device. Staff will be aware of agency’s memorandum of understandings to provide
interpreters for clients in the areas of Spanish, Creek or sign language. Any
communication barriers that may be identified by consumers or staff may be addressed
through community presentations (civic, religious or business) or through the agency
webpage. The Health and Safety Coordinator addressed the above areas in 2011 2012. The Agency will continue to provide TDD and Relay Oklahoma Training. The
agency has available a large print orientation packet for consumers. The agency
ensured that agency client’s rights and other signs are posted at the proper height in
2011-2012. TDD Training and necessary interpreters will again be the focus for 20122013.
42
EMPLOYMENT: Our agency is an equal opportunity employer and looks to hire
employees upon their educational and employment history regardless of a disability.
This barrier will be satisfied by administration following agency policy and procedures
regarding employment practices. Okmulgee-Okfuskee County Youth Services, Inc.
became an E-verify employer in 2011-2012.
TRANSPORTATION: The agency will continue to provide services in a manner that all
consumers may access the program of their choice without transportation barriers. The
agency currently provides more than 95% of its services in the schools and the home.
Transportation may be available to a consumer through the agency van. If the agency
van is not available program staff assists the consumer in contacting the two public
transportation options available in our area. The Health and Safety Officer will inspect
the agency vehicle quarterly to ensure that it is in proper running order. The agency will
strive to ensure that the agency vehicle will be accessible to any consumer regardless
of a disability. There was no transportation accessibility issues reported in 2011-2012.
The transportation accessibility plan remains the same for the upcoming year.
ENVIRONMENTAL: The Health and Safety Officer understands the importance of
ensuring that the agency’s buildings and grounds are free of any environmental
barriers. The Officer will complete a monthly inspection to ensure that there are no
barriers in regards to lighting, equipment, noise or odors. If a barrier is identified, the
Health and Safety Coordinator will submit a report to the Executive Director. A Plan of
Action to remove any environmental barriers will be developed and presented to the
Board and necessary funds will be sought to remove said barrier. The Health and
Safety Officer did complete all required inspections in 2011-2012. If funding is available
the agency intends to purchase handicap accessible signs for the two agency
bathrooms and additional flashing light alarms for the bathrooms and meeting areas in
2012-2013.
FINANCIAL: The Board and staff understand the impact finances have on agency
personnel, consumers and the community. The agency will strive to maintain sufficient
funds for each and every program of the agency. The agency will seek funding at the
local, state and federal levels through advocacy and or grant writing. The agency will
also participate in a yearly local fundraiser to directly raise funds for program expenses
that are not allowable through contracts. If a financial barrier is identified, the Executive
Director and the Board Chairman will develop a plan of action so the program can be
self sufficient again. The agency will continue the current financial accessibility plan into
2012-2013 while seeking additional federal reimbursement through current staff
members who are license eligible or certified Behavioral Health Rehabilitation
Specialists. The agency’s director completed all appropriate grant applications for the
current programs and the agency was awarded all funding requests submitted in 20112012. The agency’s Executive Director will continue to seek and complete any eligible
funding opportunities in 2012-2013.
43
TECHNOLOGY REPORT
2011-2012 PROGRAM YEAR
Okmulgee-Okfuskee County Youth Services, Inc. strives annually to improve their
technology program. Our program improvement depends upon financial resources and
personnel resources. Okmulgee-Okfuskee County Youth Services, Inc. was able to
purchase nine (9) new laptops in FY2012. These new laptops were able to replace six
old laptops in varying stages of operation. Currently the agency has ten desktops and
eleven laptops. The desktops include four refurbished Hewlett Packard, one refurbished
IBM, three E-machines, one HP Pavilion, and one state owned (Office of Juvenile
Affairs) Dell. The laptops include four Toshiba’s, five HP’s, two IBM ThinkPad
notebooks, three laser printers; two ink jet printers, two projectors and one Dell Small
Business Server. Each agency location has access to its own projector and laptop for
classroom instruction as well as community presentations.
Okmulgee-Okfuskee County Youth Services, Inc.’s software includes Microsoft Office
Professional Pro Plus 2010 and Windows 7 Professional. The agency has purchased
twenty-five individual user agreements and it is loaded on each staff’s desktop and/or
laptop. The above-mentioned software is monitored and updated through the agency’s
server. 2011.5 DacEasy Accounting and Payroll Version 15 is also utilized and only
exists on the Executive Director’s desktop.
The agency has high-speed Internet service and Netgear software that allows for the
internet to be wireless amongst nine desktops and eleven laptops. The tenth desktop is
located at the agency’s office in Okemah. The agency’s computers are networked to
the server for backup. The agency’s computers are not networked at the present time
for the exchange of program information between computers but are wirelessly
connected for internet access and print jobs to the agency copier. Agency staff are able
to send print jobs to the copier from their desks. All twenty-one devices utilize login and
password protection. Okmulgee-Okfuskee County Youth Services, Inc. has two
computers that electronically submit confidential data as a contractual requirement. In
addition, access to the login and password information has been limited to only select
personnel. With the assistance of our funding resources and our server, these
programs receive regular updates to guard against viruses and to ensure the
confidentiality of the information transmitted.
Rod Simmons, Tulsa Technology Center instructor, and his students have collaborated
with the agency on a technology student project for the last three years. Currently, the
office building at 1950 N Okmulgee Avenue has networks cables and a server in place.
In FY2012 the Tulsa Technology students built, installed and attempted to network all
agency computers to said server. The final product was installed in May 2012.
Operationally a few issues have arisen in regards to accessing the server. Plans are in
place for the project to continue in FY2013.The internet and all agency software with
the exception of the DacEasy programs will be accessible to staff through the network.
44
The agency will also run an internet security program through the server so that all
employees’ computers will be scanned daily and receive the latest available updates.
This opportunity is possible though the agency’s partnership with Tulsa Area United
Way and specifically through N-Tech Collaborative’s partnerships with community
vendors.
Okmulgee-Okfuskee County Youth Services, Inc.’s Executive Director worked with
Phillips360 to develop a new and updated website. Phillips360 in conjunction with the
Tulsa Area United Way chose our agency to receive this benefit at no cost. The staff of
Phillips360 provided expertise not only in the webpage design but also in training to the
Executive Director who is now able to update the webpage without outside assistance.
Currently, consumers can access our website to learn about our services, complete a
referral on-line, access a copy of either the Okmulgee or Okfuskee County Resource
Directory, access a copy of our latest annual report, access a copy of our latest 990
and view employment opportunities. They also have the ability to link to other available
resources through the Tulsa Area United Way, Oklahoma Association of Youth
Services, Oklahoma Department of Human Services, Oklahoma Institute for Child
Advocacy, Office of Juvenile Affairs, Oklahoma Commission on Children & Youth, and
the Okmulgee County Child Abuse Prevention Task Force.
Okmulgee-Okfuskee County Youth Services, Inc.’s management team realizes that
through technology many more opportunities to share information with our consumers
and stakeholders are available. In 2012-2013, Okmulgee-Okfuskee County Youth
Services, Inc. intends to enhance its current information technology through keeping
our web site fully accessible and free of barriers to our consumers. In addition, the
agency will develop a collaborative networking with all interested schools in Okmulgee
and Okfuskee Counties.
45
GOALS
&
OBJECTIVES
46
QUALITY IMPROVEMENT RESULTS
OKMULGEE-OKFUSKEE COUNTY YOUTH SERVICES, INC.
ANNE MORONEY YOUTH SERVICES CENTER & SHELTER
Our Quality Improvement Plan for this past year was developed and approved in
September 2011. The goals for each program area were developed after careful
consideration and review of the Client Satisfaction Surveys, the Organization Consumer
Based Planning and Assessment Tool, and the Community Needs Assessment. On
January 17, 2012 the Executive Director completed a mid-year evaluation. The
program goals remained the same. Depending upon contractual and program
requirements, the Executive Director continues to complete weekly and monthly audits
on progress notes and program files. This continues to be done in an effort to
accomplish the program goals and to increase each program staff’s accountability.
In 2012-2013, a quarterly JOLTS report will continue to be requested that indicates the
number of referrals for each program. Utilizing the quarterly JOLTS report in this past
fiscal year allowed the Executive Director and program staff the opportunity to evaluate
the progress of each program and make necessary adjustments throughout the
program year. The quarterly JOLTS report is instrumental in compiling the numbers for
the quarterly Program Outcomes that are presented to the Board of Directors as well.
The quarterly analysis of each program will continue to be completed in an effort to
meet our program goals. In the event, our quarterly numbers are below the needed
average to accomplish the yearly goals program staff will determine the reason for lack
of referrals. The staff will then determine how they can remedy the reason for the lack
of referrals and implement an action plan immediately.
The agency goal was to develop a public awareness program. The staff of OkmulgeeOkfuskee County Youth Services, Inc. provided community presentations, utilized the
local newspaper and radio station for coverage of activities and program descriptions,
updated agency individual program brochures, and had an agency web page. These
efforts have helped the public become more aware of our services according to our
Consumer Based Planning Tool that reflect a 1% increase in Public Awareness and a
9% decrease in awareness by those with whom we work. Staff need to remember that
those entities with whom we work have employee turnover and employee overload
requiring refresher information on the agency’s programs throughout the year. Public
Awareness efforts need to continue as this year’s respondents still felt that this is a
weakness for Okmulgee-Okfuskee County Youth Services. Our agency goal for 20122013 will be to continue public awareness of our mission and services.
The Shelter Program goal was to recruit and maintain five shelter homes in Okmulgee
and Okfuskee Counties. There were three certified shelter homes at the end of this
fiscal year. We maintained three certified shelter homes throughout this past year. We
did provide shelter care to 41 youth this past year. This number was lower than our goal
of 50 youth. The average length of stay was 3.6 days and the average age of the
residents was 8.3 years. Economic conditions required the agency to reduce the
maximum stay for out of county referrals to 48 hours and in county referrals to seven
days. Extensions were granted as needed on an individual basis. The 2012-2013 goals
for the Shelter Home Program will be to recruit and maintain five certified shelter homes
by June 30, 2013 and to provide shelter home placement for 50 youth. Shelter Home
47
Program staff will continue to have additional activities planned to recruit, certify and
help retain shelter home families. Program staff will also continue to work closely with
DHS Child Welfare regarding joint foster and shelter homes. The Shelter Home
Coordinator will complete five community speaking engagements to help make the
public aware of the program and to recruit new shelter home families.
The Outreach Program goal for the school year was achieved and the results listed on
pages 10-12 and 30–35 of this report indicate this program’s success.
The 1 Eighty Program did achieve its program goal of 75 youth in 2011-2012. This
program was able to provide services to 99 youth and their families. This is a decrease
in services of one (1) from the previous fiscal year. The Coordinators continued to
attend all municipal court sessions in Okmulgee County. Additional referrals were
sought and received from area schools, the Office of Juvenile Affairs and the agency’s
Graduated Sanctions Program. The 1 Eighty program will serve 75 youth in 2012-2013
with an 80% successful completion percentage. Coordinators intend to increase the
number of visits in Okfuskee County in hopes of increasing awareness and referrals in
that county in FY2013.
The Okmulgee County Family Resource and Support Program, which is funded by the
Office of Child Abuse Prevention (OCAP), achieved the following program results in
2011 -2012:
1.
2.
3.
4.
5.
6.
Home visitation services were provided to 49 families; requirement 41 families
818 home visits were completed, requirement 609 home visits
129 Ages and Stages were administered, requirement 102 Ages and Stages
140 screens were obtained, requirement 48 screens
33 assessments were completed, requirement 44 assessments
21 initial family support plans were completed, requirement 20 plans
The Okmulgee County Family Resource and Support Program’s goals for 2012-2013
will be aligned with the contractual requirements. The designated contract numbers for
SFY 2013 are as follows:
1. Home visitation services - requirement 50 families;
2. Home visits - requirement 700 home visits
The Community At-Risk Services (CARS) Program had seven certified Behavioral
Health Rehabilitation Specialists as of June 30, 2012. Throughout the fiscal year, the
agency had a total of ten BHRS staff and six of those staff members implemented the
Daniel Memorial Independent Living Skills curriculum. The agency continues to seek a
CADC, a CAADC certified employee or a candidate to obtain one or the other. The
agency has no current staff members certified or willing to apply for certification. The
agency will continue to maintain seven certified Behavioral Health Rehabilitation
Specialists who can implement the Daniel Memorial Independent Living Skills
curriculum.
The Graduated Sanctions Program did achieve its program goal of 50 participants. The
program provided services to 57 youth and their families throughout the year. The
program successfully graduate 84.1% of the participants. This percentage was a little
48
below the goal of 90% but remains an acceptable percentage due to the nature of the
referrals and the inability to enforce consequences if the program is not completed
successfully. The goal of 50 youth participating with a 90% successful completion rate
will continue as the program goal for 2012-2013.
To fulfill its purpose and maintain CARF accreditation, Okmulgee-Okfuskee County
Youth Services, Inc.’s Quality Improvement Program continues to have the same
effectiveness and efficiency goals for their Integrated Behavioral Health Outpatient
Program. The quarterly analyses of these goals are included on Okmulgee-Okfuskee
County Youth Services, Inc.’s Quality Assurance and Utilization Review Reports. (See
pages 66 to 77)
49
GOALS & OBJECTIVES
OKMULGEE-OKFUSKEE COUNTY YOUTH SERVICES, INC.
ANNE MORONEY YOUTH SERVICES CENTER & SHELTER
AGENCY GOALS 2012-2013
1.
Agency will maintain CARF Accreditation in FY2013
a. Executive Director will complete CARF Intent to Survey by
10/31/12
b. Executive Director and agency staff will prepare and successfully
complete CARF Survey by 4/30/13
2.
Agency will obtain four (4) additional shelter home beds in FY2013
a. Shelter Home Coordinator will recruit and certify two new shelter
homes for two beds by 3/31/13
b. Executive Director will develop a joint shelter home – foster home
protocol with Okmulgee County DHS Director to share two homes
for two beds by 12/31/12
3.
Agency personnel will increase public awareness by 5% in FY2013
a. Agency personnel will complete ten (10) teacher in service
trainings regarding agency programs by 6/30/13
b. Agency personnel will distribute 3000 Agency Fact Sheets to
program participants by 6/30/13
c. Agency personnel will complete six (6) program articles to be
published in the four local newspapers by 6/30/13
4.
Agency will increase overall agency revenue by 5% in FY2013
a. Two additional Sooner Care reimbursable therapists will be hired
by 3/31/13
b. Agency personnel will obtain 95% of Sooner Care reimbursable
services billed by 6/30/13
c. Agency personnel will increase Sooner Care revenue by 15% by
6/30/13
d. Agency personnel will host one Golf Tournament as a fundraiser
by 5/31/13
AGENCY AND PROGRAM GOALS 2012-2013
Okmulgee - Okfuskee County Youth Services, Inc. will continue to promote its agency
mission and program services through a public awareness program.
Input:
Okmulgee-Okfuskee County Youth Services, Inc. has many staff who will
participate at various times in presentations to inform the public of our
programs. These programs are supported by a volunteer Board of
Directors representing many professions, who may also participate in
public awareness programs.
50
Activities:
The agency will design brochures, public service announcements, a web
site, and presentation materials on agency programs. All agency materials
will have the new TAUW logo and will reflect that the agency is a Tulsa
Area United Way partner. The agency will distribute a summary of
program services to all students and families with whom they provide
services during the 2012–2013 program year.
Outputs:
Brochures will be distributed at community events, to school
administrators, pediatrician offices, health departments, childcare centers,
etc. and to all program recipients. Presentations will be made to
community civic groups, school administrators, collaborative agency
administrators, Tulsa Area United Way, by agency director, program staff,
and board members.
Outcomes: Initial: General public, educators, child care workers, medical
professionals, and other agency staff will have the opportunity to hear
and/or read information about existing programs.
Intermediate: Targeted audiences will become knowledgeable of
Okmulgee-Okfuskee County Youth Services, Inc. programs.
Long term: Targeted audiences will identify and make referrals to the
appropriate programs.
FINANCIAL GOALS 2012 - 2013
LONG-TERM FINANCIAL SOLVENCY AND CONTINUITY OF SERVICES:
It is through the on-going work of the Board of Directors and the Executive Director
working steadfastly on the state and local level; successfully implementing and
maintaining quality programs and services under established contracts and grants,
working vigorously to pursue new contracts and grants to supplement established
programs or to begin new programs and services in response to the needs of the
community; and to continue an on-going process of pursuing available funding that
supports the programs and services within the mission of the agency that long-term
financial solvency and continuity of services will be achieved. Furthermore, through the
process of regularly monitoring and analyzing the revenue and expenditures for new
and established programs; assuring that each program, contract and/or grant stays
within the existing approved budget; taking appropriate action when expenditures
exceed revenues; establishing programs and services that have the potential of
showing a net gain which can in turn help support the other programs and services of
the agencies; making fiscal decisions that help to build the cash flow capabilities of the
agency thereby allowing the agency to develop and implement new programs and
services; establishing new programs and services that are self-sustaining and
adequately funded thereby not draining the agency of existing resources; the financial
health and solvency of the agency will also be achieved.
51
FINANCIAL GOALS: Okmulgee-Okfuskee County Youth Services is approaching
the current financial environment with a cautious, but proactive process. The
corporation has developed several goals that will keep Okmulgee-Okfuskee
County Youth Services a viable organization in this ever-changing fiscal system.
Okmulgee-Okfuskee County Youth Services operates from a budget and receives
an independent review of its operations. Okmulgee-Okfuskee County Youth
Services, Inc. financial goals for 2012-2013 to help ensure financial security and
continuity of service delivery are:
1. Maintain CARF accreditation, which will enable the organization to continue to bill
Medicaid. Utilize all the RVU’s approved through the process in meeting the needs
of the person served.
2. Adhere to contractual guidelines and accurate documentation to maintain contracts
with the Office of Juvenile Affairs-Community Based Youth Services and CARS
contract, Office of Juvenile Affairs-JABG grant, Office of Juvenile Affairs – Formula
Grant, Oklahoma State Department of Health-Office of Child Abuse PreventionStart Right contract and Tulsa Area United Way funding
3. Seek new funding opportunities either independently or collaboratively to provide
additional youth services to the community.
4. Maintain certification of current staff that is eligible to be Behavioral Health
Rehabilitation Specialists (BHRS), have BHRS provide individual and group
sessions that will help augment services for clients and increase potential federal
and state reimbursement.
SHELTER HOME PROGRAM GOAL 2012-2013
Okmulgee-Okfuskee County Youth Services, Inc. will recruit and maintain five shelter
homes in Okmulgee and Okfuskee Counties providing quality services to a minimum of
50 youth by 6/30/13.
Input:
Okmulgee-Okfuskee County Youth Services, Inc. has a .20FTE with a
Master’s Degree to coordinate the program, complete shelter home
studies and certify shelter homes.
Activities
Shelter Homes will be recruited by the program in Okmulgee and
Okfuskee
to Recruit: County through newspaper articles, ongoing presentations at community
civic meetings, church activities, and/or school meetings, through the
agency’s brochures, website and employment advertisements. These
presentations will be made by the shelter home coordinator, other staff
members, and/or board members. The Shelter Home Coordinator will
complete five community speaking engagements to help make the public
aware of the program and to recruit new shelter home families.
Outputs:
Shelter Home Program presentations will be made, and applicants
screened for a possible home study.
52
Outcomes: Initial: Communities will become knowledgeable of shelter homes and
interested families will be screened for a home study.
Intermediate: Interested families will apply to become shelter homes and
home studies will be completed.
Long term: New shelter homes will be approved and training completed
resulting in additional shelter home placements being available in
Okmulgee and Okfuskee Counties.
Activities
To
Maintain:
Shelter Home staff will maintain daily contact, provide regular
training, and organize quarterly Shelter Home training sessions.
Outputs:
Shelter Home families will receive regular assistance, training, and
support.
Outcomes: Initial: Shelter Home families will receive more staff support and will
become acquainted with one another.
Intermediate: Shelter home families will begin to develop a support
system and will understand their part in the agency mission.
Long term: Shelter Home families will remain with the agency for an
extended period of time.
Activities
Shelter Home staff and Shelter Home parents will strive to provide
quality services to all youth and their guardians.
Outputs:
The Shelter Home Program will provide quality services by Shelter Home
staff maintaining regular contact with the youth in care and Shelter Home
staff will maintain regular communication with youth’s guardian. Shelter
Home staff and Shelter Home parents will provide appropriate supervision
and coordinate activities for youth in care.
Outcomes: Initial: As youth are placed in shelter homes, their basic needs will be
met.
Intermediate: Shelter Home staff and Shelter Home parents will provide support and
encouragement to each youth in care.
Long term: The Shelter Home Program will meet the individual needs of each youth
throughout their stay until alternative placement has been determined.
53
COMMUNITY SERVICES PROGRAMS
SCHOOL OUTREACH PROGRAM GOAL 2012-2013
Okmulgee-Okfuskee County Youth Services, Inc. outreach coordinators will utilize the
Character Counts!, PATHS, LifeSkills Training, Steps To Respect (bullying prevention)
and the Daniel Memorial Independent Living Skills curriculums in 100% of the eligible
school districts in Okmulgee and Okfuskee Counties. Eligible schools will be defined as
those schools that do not receive similar services from another entity. There are 15
school districts in the two counties. The Outreach Coordinators will continue to present
activities for youth during the summer. Individualized and group behavior rehabilitation
services will be offered to identified students throughout the school year and during the
summer.
Input:
Okmulgee-Okfuskee County Services, Inc. has 7.0 full-time outreach
coordinators that provide prevention programs to area schools during the
school year. Outreach coordinators are available during the summer
months to hold activities for the community youth.
Activities
For
Outreach:
The agency’s Outreach Coordinators will present the Character
Counts!, PATHS, LifeSkills Training, Steps To Respect and Daniel
Memorial Independent Living Skills curriculum to the designated school
officials in Okmulgee and Okfuskee Counties. The presentations will be
for a period of 14 weeks each semester. Class time for all curriculums
except Character Counts! is typically for a full class period of 45-55
minutes. Those Coordinators with the appropriate educational
requirements and experience will provide individualized behavior
rehabilitation services to identified students throughout the school year
and during the summer.
Outputs
For
Outreach:
The intent will be to implement the Character Counts!, PATHS, Life Skills
Training, Steps To Respect or Daniel Memorial Independent Living
Skills curriculum in designated grades as per the individual school’s
preferences. Okmulgee-Okfuskee County Youth Services, Inc. will not
implement this curriculum as a duplication of services of another agency.
The rehabilitation services will be implemented to augment the agency’s
Integrated Behavioral Health Outpatient and CARS programs.
Outcomes Initial: Students in Pre-K through 1st grade will participate in Character
For
Counts! activities related to the six pillars of character: respect,
Character responsibility, trustworthiness, fairness, caring, and citizenship.
Counts!,
Character Counts! And PATHS will be used in combination for 2nd
PATHS,
graders. Transitioning is of the upmost importance in the 2 nd grade due to
LifeSkiils
the content of the PATHS curriculum and the size of each classroom. The
Training,
PATHS curriculum will help elementary-aged students in the third grade
Steps To
increase self-control, choose effective conflict-resolution strategies, reject
Respect
aggressive responses to frustrating situations and improve their problem
And
solving skills. Steps to Respect, a bullying prevention curriculum, is
Daniel
designed to help students in the fourth thru sixth grades recognize, refuse
54
Memorial
and report bullying. The Steps to Respect lessons teach students to feel
Independentsafe and supported by adults which builds stronger bonds between the
Living Skills students and the school and allows the students to focus on academic
achievement The LifeSkills Training curriculum is designed to help middle
school students in the sixth, seventh and eighth grades to learn necessary
skills to resist social (peer, family and media) pressure to smoke, drink
and use drugs, to develop greater self-esteem, self-mastery and selfconfidence, to effectively cope with social anxiety and to increase their
knowledge of the immediate consequences of substance abuse.
Intermediate: Students will begin to practice the six pillars of character at
school with their peers and at home with their families and friends.
Students will also have a better understanding of why it is important to be
a person of character who has skills to make good choices. Students will
learn to recognize bullying behaviors and will learn appropriate bystander
and reporting techniques. Students will understand the effects of
substance abuse for themselves, their peers and family members.
Long term: Students will have improved behavior at school in regards to
improved peer relationships, responsibility towards self and others,
respect of teachers, peers, and self, etc. Students will experience
increased academic performance with improved social skills. Students
will also learn to make better choices at home and in the community with
their friends. More students will also demonstrate that a person of
character says no to bullying, drugs, alcohol and peer pressure.
Activities
For
Summer
Programs:
The agency’s Outreach Coordinators will collaborate with other community
agencies to provide activities for youth during the summer. Agency staff
will conduct or attend meetings to discuss proposed activities as well as
determine a response to the activities from the community. Group and/or
individual rehabilitation services will be provided throughout the
community or in the home throughout the summer.
Outputs
Summer activities will be scheduled and presented to target audiences
beginning
For
in March of each year, at all area schools, area daycares, through public
service
Summer
announcement, fliers and on the agency webpage. Group and individual
Programs: rehabilitation services will be written into a youth’s treatment plan as
needed.
Outcomes Initial: Interested youth will sign up for activities.
For
Summer
Intermediate: Youth will attend and participate in activities.
Programs:
Long term: The youth will have organized activities to participate in during
the summer. If successful, the agencies collaborating will increase
activities for the future. In addition, a successful activity may increase the
amount of agencies collaborating for annual events.
55
1 EIGHTY PROGRAM (AKA FIRST OFFENDER) GOAL 2012-2013
Okmulgee-Okfuskee County Youth Services, Inc. will maintain the 1 Eighty Program’s
awareness with school officials as well as all law enforcement agencies, courts, Child
Welfare and OJA agencies in Okmulgee and Okfuskee Counties. The 1 Eighty Coordinators
will actively seek 1 Eighty referrals, which will result in 75 youth and/or their families
participating in the program this year. The program desires an 80% successful completion
rate.
Input:
Okmulgee-Okfuskee County Youth Services, Inc. will have a minimum of
two certified 1 Eighty coordinators who are trained in the state approved
FTOP/PREP “It’s My Life” curriculum.
Recruitment
Activities:
Coordinators will make face-to-face contact with school officials as
well as all law enforcement, municipal courts, Child Welfare and OJA
agencies in both Okmulgee and Okfuskee Counties every month.
Coordinators will also publish newspaper articles and have regular web
announcements that will help educate the public about the 1 Eighty
Program.
Outputs:
Referrals will be received from school officials and parents as well as all
law enforcement, courts, DHS-Child Welfare and OJA agencies in both
Okmulgee and Okfuskee Counties. Educating the general public on the
program will increase parental referrals.
Outcomes:
Initial: Schools and parents as well as law enforcement, courts, Child
Welfare and OJA agencies will become more knowledgeable and aware
of the 1 Eighty program.
Intermediate: Schools and parents as well as law enforcement, courts,
Child Welfare and OJA agencies will begin to look to the 1 Eighty
Program as a referral resource for those youth they come in contact
with.
Long term: The 1 Eighty program will have an increase in referrals due to
community awareness. The 1 Eighty Program will provide services to 75
youth and their families.
Curriculum
Activities:
Coordinators will conduct regularly scheduled classes weekly
for 1 Eighty participants using the First Time Offender/PREP curriculum.
The coordinators will continue to supplement the core curriculum by
adding elements that will help the youth and his/her parent to grasp the
core concepts.
56
Outputs:
The 1 Eighty Program will provide a positive opportunity for all referrals
to successfully complete the program.
Outcomes:
Initial: Enroll appropriate referrals into the 1 Eighty Program. Enrollment
in the class will be the Monday of or the Monday following the date of the
completed assessment. Participants are enrolled into a rotating class
schedule versus waiting for a new group of participants.
Intermediate: Provide an interactive learning environment for both the
youth and his/her parent(s) by utilizing the FTOP/PREP curriculum.
Long term: The youth accepts responsibility for his/her actions and
successfully completes the program and does not reoffend.
OKMULGEE COUNTY GRADUATED SANCTIONS PROGRAM GOAL 2012-2013
Okmulgee-Okfuskee County Youth Services, Inc. will increase Okmulgee County Graduated
Sanctions awareness by 100% in all schools, law enforcement agencies, municipal courts,
and OJA in Okmulgee County. The 2012 -2013 program goal will be to have 50 participants
and to successfully graduate a minimum of 90% of those participants.
Input:
Okmulgee-Okfuskee County Youth Services, Inc. has a .50 full time
Graduated Sanctions Coordinator.
Recruitment
Activities:
The Coordinator will make monthly contact with schools, law
enforcement, municipal courts, and OJA in Okmulgee County to receive
referrals. Coordinator will also publish newspaper articles and have
regular web announcements that will help educate the public about the
Okmulgee County Graduated Sanctions Program.
Outputs:
Referrals will be received from school officials and parents as well as all
law enforcement, municipal courts, and OJA in Okmulgee County.
Educating the schools and the general public on the program will
increase referrals.
Outcomes:
Initial: Schools and parents as well as law enforcement, municipal courts
and OJA agencies will become more knowledgeable and aware of the
Okmulgee County Graduated Sanctions Program.
Intermediate: Schools and parents as well as law enforcement,
municipal courts and OJA agencies will begin to look to the Okmulgee
County Graduated Sanction Program as a referral resource for those
youth who have behavior problems or legal issues.
57
Long term: The Okmulgee County Graduated Sanctions Program will
receive referrals due to community awareness. The Okmulgee County
Graduated Sanctions Program will provide services to 50 youth and their
families.
Outputs:
The Okmulgee County Graduated Sanctions Program will provide a
positive opportunity for all referrals to successfully complete the
program.
Outcomes:
Initial: Receive appropriate referrals into the Okmulgee County
Graduated Sanctions Program.
Intermediate: Provide immediate intervention to youth and parents
who have behavior problems or legal issues.
Long term: The youth accepts responsibility for his/her actions, 90%
successfully complete the program and 100% do not reoffend within six
months to one year after program completion.
CARS PROGRAM GOAL 2012-2013
To maintain and certify a minimum of seven (7) staff members as Behavioral Health
Rehabilitation Specialists (BHRS) to implement the Daniel Memorial Independent Living
Skills curriculum individually and in a group setting. To continue to seek an individual with a
CADC or CAADC, if such an individual is employed to seek certification with the Oklahoma
State Department of Mental Health and Substance Abuse Services (DMHSAS) and to
develop additional outpatient education services for adolescent substance abusers.
Input:
The agency currently has seven staff members certified to provide
individual or group independent living skills to CARS clients. OkmulgeeOkfuskee County Youth Services, Inc. will seek to employ a CADC or
CAADC or a licensed therapist on staff, who can present educational
information and/or therapy on drugs and alcohol to adolescent
substance abusers. Referrals will be from OJA.
Activities:
CARS program will provide individual and/or group rehabilitation services
for identified CARS clients that need independent living skills or
mentoring. If able the CARS program will provide individual and family
outpatient services for identified CARS clients that may have drug and
alcohol issues.
Outputs:
CARS referrals will participate in all recommended services.
58
Outcomes:
Initial: Adolescent’s knowledge will increase in 14 categories of
independent living. Adolescent and parent’s knowledge about the effects
of substance abuse and addiction will increase.
Intermediate: Adolescents will be more prepared to live independent
from their parents. Adolescents and parents will change their attitude
toward substance abuse.
Long term: Adolescents will complete high school, seek and maintain
employment and locate individual housing. Adolescents will remain
substance abuse free for a period of three months or longer.
Tests:
SASSI, observation and self-reporting on three months follow up survey
in regards to substance abuse. Pre and Post Test results from the Daniel
Memorial Independent Living Skills Short Assessment form.
QUALITY IMPROVEMENT GOALS 2012-2013
To fulfill its purpose, Okmulgee-Okfuskee County Youth Services, Inc.’s QI Program holds
the following Goals and Objectives for fiscal year 2012-2013.
1.
Maintain CARF accreditation for the purpose of identifying to consumers, providers,
purchasers and the general public that Okmulgee-Okfuskee County Youth Services,
Inc. meets nationally recognized standards for mental health services.
a. Executive Director will assure that all program personnel are trained
on current CARF standards quarterly
b. Executive Director will review and revise agency policy and procedure
for standard compliance in each accreditation area as needed; to be
completed minimally once a year during the agency’s Annual Meeting
2.
Insure the continuing evaluation of all-important aspects of client care
a. Track reporting of client care monitoring and other pertinent
documentation monthly
b. Monitor and evaluate peer review activities and data on utilization
review related information quarterly
c. Identify and correct any situation in the agency, which may adversely
affect client, staff, or visitors as reflected through Critical Incident
Reporting within 30 days of reported incident
d. Receive a 70% satisfaction result rate on all consumer satisfaction
surveys returned
e. Achieve a minimum return rate of 10% on all consumer satisfaction
surveys distributed
59
PROGRAM AREA: COMMUNITY AT RISK SERVICES (CARS) 2012-2013
Effectiveness Goal:
Each consumer will improve their individual functioning (reduce involvement with the
Juvenile Justice System) through participation in the Outpatient program.
Desired Outcome Effectiveness Measures:
1. Each consumer will show progress toward their treatment objectives each quarter.
2. Each consumer will show an increase of at least 2 points in their GAF score each
quarter.
3. Each CARS consumer will demonstrate improved skills through a weekly involvement
with a positive role model such as a counselor, behavior rehabilitation specialist,
mentor or tutor. Better grades, more positive social interactions, good report from
school officials and/or employer, etc.
4. Each CARS consumer will demonstrate a decrease in negative activities such as
absence from school, curfew violations, further law violations, etc. through education
about their status and participation on the Integrated Behavioral Health Outpatient
Program.
Consumers Impacted:
CARS, Integrated Behavioral Health Outpatient Counseling and Outreach consumers
will be impacted by these measures.
Time of Measure:
This will be tracked monthly and reported quarterly to the Board of Directors and the
staff in the Quality Assurance and Utilization Review report.
Data Source:
This information will be recorded in the progress notes and included with the
Treatment Plan. This information will also be recorded in the monthly CARS report
that is given to the referring OJA caseworker.
Responsible Staff:
The outpatient counselor will be responsible to track the progress and assess the
latest GAF score and record that score at the time of each 90 day review. The
outpatient counselor will also provide a monthly CARS report to the Office of Juvenile
Affairs outlining the youth’s progress or lack thereof, the family’s progress or lack
thereof, as well as any concerns that have arisen. If a mentor or tutor is assigned to a
case, they will also be responsible to track the progress in a written report.
Outcome Expectancies:
1. It is expected that through evaluation of a representative sample each consumer
will show progress toward their treatment objectives each quarter.
2. It is also expected that there will be an increase in the GAF scores after
participation in the Outpatient Treatment Program.
60
3. Those consumers who may have a behavior rehabilitation specialist, mentor and/or
tutor will show more improvement than those consumers who do not have an extra
positive role model.
Results:
The organization will evaluate the percentage of progress that each consumer has
achieved, in the representative sample, which has received outpatient behavioral
health services using the minimal, average, and significant criteria.
The organization will administer the GAF after each quarter of services and determine
how much the GAF scores have been improved.
Continuous Improvement Analysis:
To be done after the effectiveness data has been collected and evaluated each
quarter. Results will be shared and analyzed in conjunction with the Board of Directors
and the staff on a quarterly basis through the Quality Assurance and Utilization
Review report.
PROGRAM AREA: Integrated Behavioral Health Outpatient Services 2012-2013
Effectiveness Goal:
Each consumer will improve their individual functioning and reduce their need for
outside intervention through participation in the Integrated Behavioral Health
Outpatient Program.
Desired Outcome Effectiveness Measures:
1. Each consumer will show progress toward their treatment objectives each quarter.
2. Each consumer will show an increase of at least 2 points in their GAF score each
quarter.
Consumers Impacted:
Integrated Behavioral Health Outpatient Counseling and Outreach consumers will be
impacted by these measures.
Time of Measure:
This will be tracked monthly and reported quarterly to the Board of Directors and the
staff in the Quality Assurance and Utilization Review report.
Data Source:
This information will be recorded in the progress notes and included with the
Treatment Plan.
Responsible Staff:
The outpatient counselor will be responsible to track the progress and assess the
latest GAF score and record that score at the time of each 90 day review.
61
Outcome Expectancies:
1. It is expected that through evaluation of a representative sample each consumer will
show progress toward their treatment objectives each quarter.
2. It is also expected that there will be an increase in the GAF scores after participation
in the Outpatient Treatment Program.
3. Those consumers who have mentors and/or tutors will show more improvement than
those consumers who do not have an extra positive role model.
Results:
The organization will evaluate the percentage of progress that each consumer has
achieved, in the representative sample, which has received outpatient behavioral
health services using the minimal, average, and significant criteria.
The organization will administer the GAF after each quarter of services and determine
how much the GAF scores have been improved.
Continuous Improvement Analysis:
To be done after the effectiveness data has been collected and evaluated each
quarter. Results will be shared and analyzed in conjunction with the Board of Directors
and the staff on a quarterly basis through the Quality Assurance and Utilization
Review report.
PROGRAM AREA: Integrated Behavioral Health Outpatient Services 2012-2013
Efficiency Goal:
Each consumer will receive Outpatient Services in a manner that will be timely and
reduce no shows.
Desired Outcome Efficiency Measures:
1. Each consumer will receive in a timely manner; an assessment and treatment plan
within the lesser of 5 visits or 30 days. CARS clients will have an Initial Referral
Conference within 10 business days of the requested implementation date.
2. Each program will reduce no shows and encourage participation in treatment through
sending appointment letters, reminders, and/or calling prior to each appointment.
3. The waiting list will be kept to a minimum by making appropriate assessments and
timely referrals (within 2 weeks). This will facilitate the development of a treatment
plan that is appropriate.
Consumers Impacted:
This will impact CARS, Integrated Behavioral Health Outpatient Treatment and
Outreach consumers.
Time of Measure:
1. This will be tracked each quarter in the Quality Assurance and Utilization Review
Report through the signatures and dates on the assessment data.
62
2. This will be reported to the Board of Directors and staff quarterly and will be tracked by
the manager of the appointment book.
Data Source:
1. This data will be found in the Treatment Plan and case record.
2. This data will be found on the referral tracking sheet and the appointment book.
Responsible Staff:
1. Staff will verify this data through the audit process.
2. The counselor will report this data. In addition, the manager of the referral log will also
report this data.
3. The OJA worker will be involved in a timelier manner.
Outcome Expectancies:
1. It is expected that each consumer will receive an assessment within the first five visits
2. The goal is to reduce the no show rate on an ongoing basis through various
interventions.
3. The waiting list will be reduced as the assessment and treatment plan process is
completed within two weeks.
Results:
The results will be evaluated and if there is a drop in the timeliness of the assessment
an immediate intervention will be instituted. If the no show rate does not get better with
reminders it may be time to have the OJA caseworker impose sanctions on their
consumers.
Continuous Improvement Analysis:
To be done after the effectiveness data has been collected and evaluated each
quarter. Results will be shared and analyzed in conjunction with the Board of Directors
and the staff on a quarterly basis through the Quality Assurance and Utilization
Review report.
PROGRAM AREA: Integrated Behavioral Health Outpatient Billing 2012-2013
Efficiency Goal:
To decrease the number of Integrated Behavioral Health Outpatient Billing denials on
a quarterly basis and attain an average collection rate of 95% or higher.
Desired Outcome Efficiency Measures:
Each Integrated Behavioral Health Outpatient Therapist and the Billing Clerk will be
advised quarterly of common occurring errors that are leading to denials. The Billing
Clerk and Therapists will then be able to correct these errors for future billings. The
Quarterly Report will be completed by the Executive Director in conjunction with the
billing reimbursements from the Oklahoma Health Care Authority.
Consumers Impacted:
Okmulgee-Okfuskee County Youth Services, Inc. does not receive reimbursement on
63
certain billing denials. This may impact consumers from the CARS and Integrated
Behavioral Health Outpatient Programs at some time.
Time of Measure:
A quarterly report will be completed by the Executive Director after receiving the billing
reimbursement from the Oklahoma Health Care Authority. Once this report is
completed, it will be discussed at the next monthly meeting of the Integrated
Behavioral Health Outpatient Program.
Data Sources:
Data will be collected from the agency’s weekly billing statements. The agency’s
weekly billing statements will be cross referenced with the Oklahoma Health Care
Authority’s reimbursement claim. This data will be recorded in Okmulgee-Okfuskee
County Youth Services, Inc.’s Quality Assurance and Utilization Review file.
Responsible Staff:
1. The Billing Clerk and Executive Director will verify this data.
2. The Executive Director and/or the management team will report this data to the
Integrated Behavioral Health Outpatient Program staff.
Outcome Expectancies:
1. It is expected that each Integrated Behavioral Health Outpatient staff and the
Billing Clerk will attempt to reduce the number of billing errors that they may be
responsible for incurring.
2. The goal is to reduce the denial rate to as low as possible, 0% being
optimum but not likely. Attaining a collection rate of 90% or higher will
be the weekly goal thus ensuring that the yearly goal will be obtained.
Continuous Improvement Analysis:
To be done after the effectiveness data has been collected and evaluated each
quarter. Results will be shared and analyzed in conjunction with the Board of Directors
and the staff on a quarterly basis through the Quality Assurance and Utilization
Review report.
OKMULGEE OKFUSKEE CHILDREN AND PARENTS PROGRAM GOAL 2012-2013
Contractual requirements mandate this program’s goals. The goal will be to provide a
minimum of 700 home visits to 50 families in Okmulgee and Okfuskee Counties.
Input:
Okmulgee-Okfuskee County Youth Services, Inc. has 2.5 full-time staff
that provides family assessments, Ages and Stages Questionnaires,
family home visits, Parents as Teachers curriculum, videos, and parentchild interactive activities.
64
Activities:
Two full-time Family Support Workers provide home visitation services,
transportation, and linkage to community resources for a total of fifty-four
families throughout the year. One part-time Assessment Worker
completes family assessments, actively participates in community
outreach, and conducts Denver Developmental Screenings as needed.
Outputs:
Pregnant (after 29 weeks of pregnancy on first birth or subsequent
births) and parenting participants (prior to child’s first birthday) are
enrolled in the program.
Outcomes:
Initial: Parents become more knowledgeable of parenting skills,
developmental milestones, and parent-child interactive activities.
Through community presentations and involvement there will be a 50%
increase in community awareness of this program’s services.
Intermediate: Parents will learn to follow through with guidelines and
activities and they will provide and practice what they learned through
the Parents as Teachers curriculum. Community agencies will become
educated as to the program’s services.
Long term: Parents will become their children’s best teacher. Children
will achieve appropriate milestones for their age and their abilities with
the help of their parents. Community agencies will refer all potential
families to program. 100% of the participating families will successfully
parent without any referrals to DHS Child Welfare.
65
QUALITY
ASSURANCE
AND
UTILIZATION
REVIEW
REPORT
66
October 24, 2011
The Integrated Behavioral Health Outpatient staff met in July, August, and September during
this last quarter. We covered the following areas for training: Person-centered therapy,
ADHD and agency policy and procedures regarding mission, organizational chart, client
rights, code of ethics, abuse and neglect reporting, grievances, complaints, record keeping,
confidentiality, consent for release, HIPAA, critical incident, drug free workplace, tobacco free
workplace, transportation, non-violent practices, infection control, health and safety,
emergency evacuation, hazardous and bio-hazardous materials, corporate compliance and
fire drill.
In July 2011, we conducted a professional review of 9 open and 16 closed cases. In
September 2011, we conducted a professional review of 30 open cases and 13 closed
cases. The charts were examined to ensure that the assessments were thorough, complete,
and timely. We also examined the goals and objectives on the treatment plan to see if they
were based on the assessment. We checked to see if the services being provided were the
same as the services specified in the treatment plan, and if they matched. We also ensured
that the person served was involved in choosing said service(s). We further checked to see
if the documented date(s) of service coincided with the billed date and that the services
reflected were those actually provided.
The total cases reviewed for this quarter was 39 open and 29 closed cases. We found no
faults in 57 cases that were reviewed and minor errors in 11 cases.
Areas of concern include the following:
1. Staff signatures needed
2. Professional Disclosures needed for transfer cases
3. Transition Plan/Discharge Summary in need of more details in the area of the
presenting problem
4. Case notes needed for missed appointments and further correspondence
During this quarter the progress notes for 111 clients were reviewed for compliance. The
reading of the progress notes is completed on a monthly basis. The progress notes are
reviewed to ensure that the correct problem statements are recorded and that the methods,
progress and responses correlate to the problem statements. The type of service is also
reviewed to ensure that the note reflects an individual, family or treatment planning.
The majority of the notes for this quarter were in compliance. The following is a listing of the
documentation errors that occurred most often:
1. Double check dates, times and lengths of services as well as Problem Statements
Addressed for accuracy. Initial and date all changes.
2. Client response section should describe client’s verbal and nonverbal response to said
session and the content of said session.
3. Case notes or No Show progress notes, which are required for Medicaid reimbursed
clients, are required to explain any gaps in service.
67
4. Family response required for assessment, initial treatment plan,
treatment plan
review and family sessions
5. Time of service must match the signature verification sheet and employee time sheet
6. Progress made in session must be documented
The staff of Okmulgee-Okfuskee County Youth Services Inc. completes its own weekly billing
with EDS. We continue to use our billing tracking system in house to analyze the
reimbursement rate of our billing services. Our reimbursement rate for initial billing continues
to be in the 90th percentile. The following are the percentages by month for this quarter –
July – 94.5%, August – 95.75%, and September – 99.67%. The average for the quarter was
96.6%. Often times, we are able to correct a billing error and collect further reimbursement
for services.
Therapists continue to be encouraged to complete treatment plan reviews by the due dates.
This will continue to keep a low denial rate associated with gaps in coverage. Therapists
were encouraged to regularly (once monthly) ask the client’s legal guardian if their Medicaid
eligibility is current. Our billing collection rate showed an increase of 2.2% from the previous
quarter.
Two different satisfaction surveys are administered quarterly by two different means in an
effort to allow consumers to express their satisfaction or dissatisfaction with our services.
Satisfaction Surveys are hand delivered with an envelope for confidentiality. During this
quarter 35 such surveys were distributed. Consumers returned 28 for an 80% return rate.
The following list relates the question and the average score from these surveys.
1.
2.
3.
4.
5.
My counselor was on time and kept my scheduled appointment.
I was involved in my treatment plan.
I feel my concerns were handled in a confidential way.
I have benefited from the services received.
I would refer other to this agency.
4.93
4.89
4.89
4.82
4.85
1=Strongly Disagree; 2=Disagree; 3=Somewhat Agree; 4= Agree; 5=Strongly Agree
The second survey is administered by telephone by the Corporate Compliance Officer. The
Corporate Compliance Officer attempted to contact 49 clients this quarter. A total of 47% or
23 clients could be reached. The Corporate Compliance Officer reported one communication
concern between parent and counselor this quarter. This concern was shared with the
appropriate counselor. This satisfaction survey requests input from the consumer on
accessibility, quality of services and quality of staff’s responsiveness to the family’s needs.
In this quarter, the agency continued to experience an increase in clients that did not qualify
for Medicaid. The agency policy allows for all clients to be seen regardless of their ability to
pay for services. These clients are seen through the agency’s Community Based Youth
Services Contract with the Office of Juvenile Affairs.
The agency has a procedure for placing referrals on a waiting list if needed. During the first
quarter of 2011-2012, no referrals were placed on the waiting list.
68
Outcomes Measurement Report:
The following chart is a reflection of our first quarter 2011/2012 fiscal year results. We had
an average of 84% of our consumers meeting their GAF score goal. This was a 1%
decrease from the previous quarter. Our consumers’ progress toward reaching their
treatment goals showed a 1% increase from the previous quarter. The progress made
toward treatment goals shows an average of 1.74. This average shows on the scale
between minimal and average progress. The average no show rate for this quarter was 16%.
This was the same no show rate as the previous quarter.
MONTHLY OUTCOME DATA AND QUARTERLY SUMMARY
GAF
Scores
Progress
Toward
Treatme
nt Goals
No
Shows/
Clients
July
96% met goal
August
63% met goal
September
93% met goal
Current Qtr.
84% avg for qtr
Previous Qtr.
1% decrease from the
previous qtr
50/50, 100%
made progress
for an average of
2.14 on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
18%
20/24, 83%
made progress
for an average of
1.47 on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
19%
14/15, 93%
made progress
for an average of
1.62 on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
10%
92% avg for qtr,
1.74 avg for qtr
on a scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
1% increase from
previous qtr,
.23 decrease in progress
from previous qtr
16%
No change in the no show
rate from previous qtr
February 9, 2012
The Integrated Behavioral Health Outpatient staff met in October, November and December
during this last quarter. We covered the following areas for training: Confidentiality, Code of
Ethics, Child Abuse and Neglect Reporting, Client Rights, Employee Safety, Internet Policy,
Agency Mission, Philosophy and Organizational Chart, Grievance Procedures,
Confidentiality, HIPPA, Record Keeping, Drug Free Workplace, Tobacco Policy, Nonviolent
Practices, Critical Incident Reporting, Corporate Compliance, Out of Office Services, Client
and Family Centered Services – Assessing and Gathering Information, GAF scores, CARS
descriptors, Interpretive summaries, suicide interventions and MANDT .
In October 2011, we did no conduct a professional review of any cases. In November 2011,
we conducted a professional review of 21 open cases and 19 closed cases. In December
2011, we did not conduct a professional review of any cases. The charts were examined to
ensure that the assessments were thorough, complete, and timely. We also examined the
goals and objectives on the treatment plan to see if they were based on the assessment.
We checked to see if the services being provided were the same as the services specified in
the treatment plan, and if they matched. We also ensured that the person served was
involved in choosing said service(s). We further checked to see if the documented date(s) of
69
service coincided with the billed date and that the services reflected were those actually
provided.
The total cases reviewed for this quarter was 21 open and 19 closed cases. We found no
faults in any of the 40 cases that were reviewed.
During this quarter the progress notes for 101 clients were reviewed for compliance. The
reading of the progress notes is completed on a monthly basis. The progress notes are
reviewed to ensure that the correct problem statements are recorded and that the methods,
progress and responses correlate to the problem statements. The type of service is also
reviewed to ensure that the note reflects an individual, family or treatment planning.
The majority of the notes for this quarter were in compliance. The following is a listing of the
documentation errors that occurred most often:
1. Progress made is based upon each individual session
2. Double check dates, times and lengths of services as well as Problem Statements
Addressed for accuracy. Initial and date all changes.
3. Check progress made toward objectives for each session completed
4. Treatment Plan Reviews must be completed every 90 days regardless if full or one
page is due.
The staff of Okmulgee-Okfuskee County Youth Services Inc. completes its own weekly billing
with EDS. We continue to use our billing tracking system in house to analyze the
reimbursement rate of our billing services. Our reimbursement rate for initial billing continues
to be in the 90th percentile. The following are the percentages by month for this quarter –
October – 87.5%, November – 93.0%, and December – 97.0%. The average for the quarter
was 92.5%. Often times, we are able to correct a billing error and collect further
reimbursement for services.
October proved to be a very difficult for reimbursement due to the change to Optum Health.
As OHCA discontinued Optum’s contract late November 2011 and made adjustments, our
billing reimbursement rate was able to improve. The majority of October’s denials were able
to be resubmitted and reimbursed in December 2011.
Therapists continue to be encouraged to complete treatment plan reviews by the due dates.
This will continue to keep a low denial rate associated with gaps in coverage. Therapists
were encouraged to regularly (once monthly) ask the client’s legal guardian if their Medicaid
eligibility is current. Our billing collection rate showed a decrease of 4.1% from the previous
quarter mainly due to external billing issues that were rectified by the OHCA in December
2011.
Typically the agency administers two different satisfaction surveys quarterly by two different
means in an effort to allow consumers to express their satisfaction or dissatisfaction with our
services. The agency administered the Satisfaction Survey that is typically hand delivered
with an envelope for confidentiality. During this quarter 25 such surveys were distributed.
70
Consumers returned 17 for a 68% return rate. The following list relates the question and the
average score from these surveys.
1.
2.
3.
4.
5.
My counselor was on time and kept my scheduled appointment. 4.94
I was involved in my treatment plan.
4.94
I feel my concerns were handled in a confidential way.
4.76
I have benefited from the services received.
5.00
I would refer other to this agency.
5.00
1=Strongly Disagree; 2=Disagree; 3=Somewhat Agree; 4= Agree; 5=Strongly Agree
The second survey is administered by telephone by the Corporate Compliance Officers. The
Corporate Compliance Officers made contact with 15 clients out of 26 attempted contacts.
This is a response rate of 57.7%. There was one area of concern relating to a counselor’s
response time but that concern was resolved immediately by the Counselor and Executive
Director.
In this quarter, the agency continued to experience an increase in clients that did not qualify
for Medicaid. The agency policy allows for all clients to be seen regardless of their inability to
pay for services. These clients are seen through the agency’s Community Based Youth
Services Contract with the Office of Juvenile Affairs.
The agency placed 8 referrals on the waiting list during this quarter. The average length of
time on the referral list was 34.0 days. As of 12/31/11, there were five (5) referrals on the
waiting list.
Outcomes Measurement Report:
The following chart is a reflection of our second quarter 2011/2012 fiscal year results. We
had an average of 89% of our consumers meeting their GAF score goal. This was an
increase of 5% from our previous quarter. Our consumers’ progress toward reaching their
treatment goals showed a 2% increase from the previous quarter as 94% made progress
toward their treatment goals. The progress made toward treatment goals shows an average
of 1.97. This average score almost coincides with the average progress score. The average
no show rate for this quarter was 10%. This was a 6% decrease from the previous quarter.
MONTHLY OUTCOME DATA AND QUARTERLY SUMMARY
GAF
Scores
October
88% met goal
November
88% met goal
December
90% met goal
71
Current Qtr.
89% avg for
qtr
Previous Qtr.
5% increase from last
qtr
Progres
s
Toward
Treatm
ent
Goals
No
Shows/
Clients
16/16, 100%
made
progress for
an average of
1.92 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
10%
14/16, 88%
made
progress for
an average of
1.66 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
7%
18/18, 100%
made
progress for
an average of
2.34 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
13%
94% avg for
qtr,
1.97 avg for
qtr on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
2% increase from
previous qtr,
.23 increase in
progress from
previous qtr
10%
6% decrease in the
no show rate from
previous qtr
May 23, 2012
The Integrated Behavioral Health Outpatient staff met in January, February and March during
this last quarter. We covered the following areas for training: Confidentiality, Code of Ethics,
Child Abuse and Neglect Reporting, Client Rights, Employee Safety, Internet Policy, Agency
Mission, Philosophy and Organizational Chart, Grievance Procedures, Confidentiality,
HIPPA, Record Keeping, Drug Free Workplace, Tobacco Policy, Seclusion and Restraint,
Critical Incident Reporting, Corporate Compliance, Out of Office Services and Cultural
Diversity, Play Therapy Techniques. Interpretive Summaries, Trauma Informed Services,
Smoking – Dangers of 2nd hand smoking and assessing risk of harm.
In January 2012, we conducted a professional review of 40 open cases and 23 closed cases.
In February 2012, we conducted a professional review of 21 open cases and 2 closed case.
In March 2012, we did not conduct a professional review of case files. The charts were
examined to ensure that the assessments were thorough, complete, and timely. The goals
and objectives on the treatment plan are reviewed by the agency’s Clinical Coordinator
before client signature and submission for approval. We checked to see if the services being
provided were the same as the services specified in the treatment plan, and if they matched.
We also ensured that the person served was involved in choosing said service(s). We
further checked to see if the documented date(s) of service coincided with the billed date and
that the services reflected were those actually provided.
The total cases reviewed for this quarter was 61 open and 25 closed cases. We found no
faults in 71 cases that were reviewed and minor errors in 15 cases.
The case audits reflected the following documentation errors:
1. Need to include a copy of Professional Disclosure in each file
2. Need for missing case notes
3. Need to ensure that all appropriate signatures are obtained
During this quarter the progress notes for 177 clients were reviewed for compliance. The
reading of the progress notes is completed on a monthly basis. The progress notes are
72
reviewed to ensure that the correct problem statements are recorded and that the methods,
progress and responses correlate to the problem statements. The type of service is also
reviewed to ensure that the note reflects an individual, family or treatment planning.
The majority of the notes for this quarter were in compliance. The following is a listing of the
documentation errors that occurred most often:
1. Case note for missed appointments or change in appointment time
2. Progress made selection is often overlooked
3. Double check all progress notes. Each section must be written to ensure the integrity
of each session’s content.
4. Appropriate documentation for family without client present
5. Always insure that therapeutic approach and activities are documented
6. Any information obtained from a source other than the client in an individual sessions
or client and family in family should be documented in a case note, not in the
progress note for or near the date of session
7. Client response to session should document client’s response to content of that
particular session only
The staff of Okmulgee-Okfuskee County Youth Services Inc. completes its own weekly billing
with EDS. We continue to use our billing tracking system in house to analyze the
reimbursement rate of our billing services. Our reimbursement rate for initial billing continues
to be in the 90th percentile. The following are the percentages by month for this quarter –
January – 99.0%, February – 97.5%, and March – 96.3%. The average for the quarter was
97.6%. Often times, we are able to correct a billing error and collect further reimbursement
for services.
Therapists continue to be encouraged to complete treatment plan reviews by the due dates.
This will continue to keep a low denial rate associated with gaps in coverage. Therapists
were encouraged to regularly (once monthly) ask the client’s legal guardian if their Medicaid
eligibility is current. The agency’s billing collection rate increased by 5.1% this quarter largely
due to the correction of CDC’s.
Typically the agency administers two different satisfaction surveys quarterly by two different
means in an effort to allow consumers to express their satisfaction or dissatisfaction with our
services. Satisfaction Surveys are hand delivered with an envelope for confidentiality. During
this quarter 35 such surveys were distributed. Consumers returned 26 for a 74% return rate.
The following list relates the question and the average score from these surveys.
1.
2.
3.
4.
5.
My counselor was on time and kept my scheduled appointment. 5.00
I was involved in my treatment plan.
4.88
I feel my concerns were handled in a confidential way.
4.88
I have benefited from the services received.
4.73
I would refer other to this agency.
4.81
1=Strongly Disagree; 2=Disagree; 3=Somewhat Agree; 4= Agree; 5=Strongly Agree
73
The second survey is administered by telephone by the Corporate Compliance Officers. This
satisfaction survey requests input from the consumer on accessibility, quality of services and
quality of staff’s responsiveness to the family’s needs. The Corporate Compliance Officers
attempted to contact 36 families by telephone. A total of 34 clients were reached by
telephone and participated in the satisfaction survey. The participation rate for this quarter
was 94%. 32 of the 34 clients who participated in the survey indicated that they were
satisfied with services. The two who were dissatisfied indicated that their counselor was not
seeing the client regularly. Both cases were addressed with their respective counselor and
resolved.
In this quarter, the agency continued to experience an increase in clients that did not qualify
for Medicaid. The agency policy allows for all clients to be seen regardless of their ability to
pay for services. These clients are seen through the agency’s Community Based Youth
Services Contract with the Office of Juvenile Affairs.
The agency placed 19 referrals on the waiting list during this quarter. The average length of
time on the referral list was 29.6 days. As of 3/31/12, there were five (5) referrals on the
waiting list. The addition of another licensed counselor in Okmulgee County and a BHRS to
assist the licensed counselor in Okfuskee County should help to decrease or eliminate the
waiting list by June 30, 2012.
Outcomes Measurement Report:
The following chart is a reflection of our third quarter 2011/2012 fiscal year results. We had
an average of 93% of our consumers meeting their GAF score goal. This was an increase of
4% from our previous quarter. 98% of our consumers made progress toward reaching their
treatment goals for a 4% increase from the previous quarter. The progress made toward
treatment goals shows an average of 1.98. This average shows on the scale between
minimal and average progress. The average no show rate for this quarter was 12%. This
was a 2% increase from the previous quarter.
MONTHLY OUTCOME DATA AND QUARTERLY SUMMARY
GAF
Scores
Progress
Toward
Treatme
nt Goals
January
79% met goal
February
100% met
goal
March
100% met
goal
Current Qtr.
93% avg for
qtr
Previous Qtr.
4% increase from last
qtr
18/19, 95%
made
progress for
an average of
1.81 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
8/8, 100%
made
progress for
an average of
2.25 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
20/20, 100%
made
progress for
an average of
1.87 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
98% avg for
qtr,
1.98 avg for
qtr on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
4% increase from
previous qtr,
.01 increase in
progress from
previous qtr
74
No
Shows/
Clients
6%
10%
20%
12%
2% increase in the no
show rate from
previous qtr
August 23, 2012
The Integrated Behavioral Health Outpatient staff met in April, May and June during the 4 th
quarter of FY2012. We covered the following areas for training: Confidentiality, Code of
Ethics, Child Abuse and Neglect Reporting, Client Rights, Employee Safety, Internet Policy,
Agency Mission, Philosophy and Organizational Chart, Grievance Procedures,
Confidentiality, HIPPA, Record Keeping, Drug Free Workplace, Tobacco Policy, Seclusion
and Restraint, Critical Incident Reporting, Corporate Compliance, Out of Office Services,
Customer Service,, Interviewing Skills, Wellness, Person-Centered Services, FamilyCentered Services, Solution Focused Therapy, Eye Movement Desensitization and
Responding.
In April 2012, we conducted a professional review of 3 open cases and 1 closed cases. In
May 2012, we conducted a professional review of 44 open cases and 47 closed cases. In
June 2012, we conducted a professional review of 24 open cases and 7 closed cases. The
charts were examined to ensure that the assessments were thorough, complete, and timely.
We also examined the goals and objectives on the treatment plan to see if they were based
on the assessment. We checked to see if the services being provided were the same as the
services specified in the treatment plan, and if they matched. We also ensured that the
person served was involved in choosing said service(s). We further checked to see if the
documented date(s) of service coincided with the billed date and that the services reflected
were those actually provided.
The total cases reviewed for this quarter was 71 open and 55 closed cases. We found no
faults in 95 cases that were reviewed and minor errors in 31 cases.
The case audits reflected the following documentation errors:
1. Need for missing case notes
2. Need to ensure that all appropriate signatures are obtained
3. Discharge CDC’s need to be completed
4. Timeliness of one page reviews
During this quarter the progress notes for 212 clients were reviewed for compliance. The
reading of the progress notes is completed on a monthly basis. The progress notes are
reviewed to ensure that the correct problem statements are recorded and that the methods,
progress and responses correlate to the problem statements. The type of service is also
reviewed to ensure that the note reflects an individual, family or treatment planning.
The majority of the notes for this quarter were in compliance. The following is a listing of the
documentation errors that occurred most often:
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1.
2.
3.
4.
5.
6.
Recording and giving client next appointment date and time
Case note for missed appointments or change in appointment time
Progress made selection is often overlooked
Double check all progress notes. Each section must be written to ensure the
integrity of each session’s content.
Approach or method used during session needs to be specified
Discharges need to be completed within 10 calendar days of known discharge
The staff of Okmulgee-Okfuskee County Youth Services Inc. completes its own weekly billing
with EDS. We continue to use our billing tracking system in house to analyze the
reimbursement rate of our billing services. Our reimbursement rate for initial billing continues
to be in the 90th percentile. The following are the percentages by month for this quarter –
April – 95.0 %, May – 97.0%, and June – 97.0%. The average for the quarter was 96.3%.
Often times, we are able to correct a billing error and collect further reimbursement for
services.
Therapists continue to be encouraged to complete treatment plan reviews by the due dates.
This will continue to keep a low denial rate associated with gaps in coverage. Therapists
were encouraged to regularly (once monthly) ask the client’s legal guardian if their Medicaid
eligibility is current. Our billing collection rate was the same as the previous quarter.
Typically the agency administers two different satisfaction surveys quarterly by two different
means in an effort to allow consumers to express their satisfaction or dissatisfaction with our
services. Satisfaction Surveys are hand delivered with an envelope for confidentiality. During
this quarter 30 such surveys were distributed. Consumers returned 20 for a 67% return rate.
The following list relates the question and the average score from these surveys.
1.
2.
3.
4.
5.
My counselor was on time and kept my scheduled appointment. 4.90
I was involved in my treatment plan.
4.80
I feel my concerns were handled in a confidential way.
4.85
I have benefited from the services received.
4.75
I would refer other to this agency.
4.70
1=Strongly Disagree; 2=Disagree; 3=Somewhat Agree; 4= Agree; 5=Strongly Agree
The second survey is administered by telephone by the Corporate Compliance Officer. This
satisfaction survey requests input from the consumer on accessibility, quality of services and
quality of staff’s responsiveness to the family’s needs. The Corporate Compliance Officer
attempted to contact 32 families by telephone. A total of 14 clients were reached by
telephone and participated in the satisfaction survey. Two clients indicated that they had not
had recent or regular contact with their counselor. This issue was addressed individually with
one counselor and resolved.
In this quarter, the agency continued to experience an increase in clients that did not qualify
for Medicaid. The agency policy allows for all clients to be seen regardless of their ability to
pay for services. These clients are seen through the agency’s Community Based Youth
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Services Contract with the Office of Juvenile Affairs.
The agency did not place any referrals on the waiting list during this quarter. As of 6/30/12,
there were no referrals on the waiting list.
Outcomes Measurement Report:
The following chart is a reflection of our fourth quarter 2011/2012 fiscal year results. We had
an average of 81% of our consumers meeting their GAF score goal. This was a decrease of
12% from our previous quarter. During this quarter 92% of our consumers made progress
toward reaching their treatment goals, a 6% decrease from the previous quarter. The
progress made toward treatment goals shows an average of 1.97. This average shows on
the scale between minimal and average progress. The average no show rate for this quarter
was 16%. This was a 4% increase from the previous quarter.
MONTHLY OUTCOME DATA AND QUARTERLY SUMMARY
GAF
Scores
Progres
s
Toward
Treatm
ent
Goals
No
Shows/
Clients
April
88% met goal
May
86% met goal
June
70% met goal
Current Qtr.
81% avg for
qtr
Previous Qtr.
12% decrease from
last qtr
14/15, 93%
made
progress for
an average of
2.20 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
17%
34/39, 97%
made
progress for
an average of
2.21 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
19%
25/29, 86%
made
progress for
an average of
1.50 on a
scale of:
None-0,
Minimal-1,
Average-2,
Significant-3
15%
92% avg for
qtr,
1.97 avg for
qtr on a scale
of: None-0,
Minimal-1,
Average-2,
Significant-3
6% decrease from
previous qtr,
.01 decrease in
progress from
previous qtr
18%
6% increase in the no
show rate from
previous qtr
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TREASURER’S
REPORT
78
79
80
81
82
83
84
85
FINAL
AGENCY
BUDGET
86
87
PROPOSED
OFFICERS
&
BOARD OF
DIRECTORS
88
PROPOSED OFFICERS
2012-2013
CHAIRPERSON OF THE BOARD
MELINDA MOUDY
VICE-CHAIRPERSON OF THE BOARD
JANNA DUGGAN
TREASURER
RAE ANN WILSON
SECRETARY
RON SAWYER
EXECUTIVE COMMITTEE
CHRIS DIXON
89
PROPOSED
BOARD OF DIRECTORS
2012-2013
MELINDA MOUDY
HENRYETTA, OKLAHOMA
JANNA DUGGAN
HENRYETTA, OKLAHOMA
RAE ANN WILSON
OKMULGEE, OKLAHOMA
RON SAWYER
OKMULGEE, OKLAHOMA
CHRIS DIXON
OKEMAH, OKLAHOMA
BENITA CASSELMAN
OKMULGEE, OKLAHOMA
LEONA McDOWELL
OKMULGEE, OKLAHOMA
DENISE ROBISON
MORRIS, OKLAHOMA
CAROL SMITH
OKMULGEE, OKLAHOMA
90