Prior to the review

Day of the review

Following the review

60 � 45 days

45 � 30 days

14 � 7 days

30 � 60 days

v      Contact agency

�       notify of review date -or- negotiate alternate date

v      Contact IPI

�       coordinate with Medicaid review

v      Contact Licensing

�       coordinate with annual review

v      Select team members with RPM Mgr.

v      Send letter to agency

�       see form letter

�       confirm review date

�       request QA information

v      Select, notify peer

�       agency chooses 3 from peer list

�       monitor, RPM Mgr pick 1 of 3

�       if no peer response in 3 days, select another

v      Notify team members

�       date/time of review, assignments

�       notify RPM Mgr. if member unavailable

v      QA Mgr receives QA information from agency

v      Clarify expectations with agency

�       adequate space for file reviews

�       agency coverage for staff during interviews

�       private space for interviews

v      Email reminder to team

�       give review date, time, directions, other relevant information

v      Obtain UIR information from QA

v      Select youth for review

�       15% of all youth, or minimum of 4

v      Develop schedule for day of review

v      Copy documents for team members for day of review

�       P384

�       P384 file review tool

�       P384 questionnaires for clients, direct service staff

v      Finalize review day schedule

�       identify scheduled staff for interviews

�       notify agency of youth for review (NOTE: no youth to be removed from school)

v      Facilitate introductory meeting

�       keep it brief!

�       introduce participants

�       distribute review schedule

�       answer agency questions

v      Receive file orientation

�       keep it brief!

v      Receive facility tour

�       keep it brief!

v      Complete file reviews/interviews

v      Process preliminary findings with team members

v      Present preliminary findings to agency administration

�       Lead Monitor, RPM Mgr., QA Mgr. only

v      Complete draft review report with recommendations

�       send draft interview section to interviewers (give 1 week for feedback)

�       send draft file review section to file reviewers (give 1 week for feedback)

�       send draft report to L. Karfs by 30th day after review

v      QA completes draft QA portion of review report with recommendations

v      Review draft reports with L. Karfs, QA Mgr.

v      Consolidate QA portion into overall report

v      L. Karfs approves, forwards completed P384 report to N. Brown and agency