Elements of monitoring requirements Types of Monitoring Visits Frequency Announced amp Unannounced Reviews Timing Scheduling Followup Monitoring 2 Monitoring visits Preapproval Visit includes training ensuring ability of VCA prior to claiming ID: 702577
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Slide1
Monitoring &
The Corrective Action ProcessSlide2
Elements of monitoring requirements:
Types of Monitoring Visits FrequencyAnnounced & Unannounced ReviewsTimingScheduling Follow-up
Monitoring
2Slide3
Monitoring visits
Pre-approvalVisit includes training, ensuring ability of VCA, prior to claimingNew facilities/homes
Visit within first four weeks of operations
Annual reviews
Three times per yearTwo unannouncedAt least one unannounced meal observationTimingIrregularity Fiscal year or calendar year (specify)
Monitoring Types: Frequency & Timing
3Slide4
4
Review Averaging A tool to assist struggling facilities/homes
Visit high-need facilities/homes more than three times a yearFully compliant facilities/homes visited reviewed less than three times
All visits are still less than six months apart
Must still conduct average of three visits of all facilities/homes in a review yearMust still conduct average of two unannounced reviews of all facilities/homes that yearMust receive approved justification for review averagingSubmit monitoring scheduleSubmit justification for using review averaging Monitoring: High-Need Facilities/HomesSlide5
5
Total operations overview Record Maintenance/Recordkeeping
Financial ManagementHealth & SafetyCivil Rights
Monitoring Form ElementsSlide6
Five-Day ReconciliationSlide7
7
Five-day ReconciliationUSDA allows for aggregate reconciliation
If need to determine a source of error, use by-name reconciliationMonitor
may choose to reconcile meal counts with:
AttendanceSign-in sheetsEnrollment forms - Top portion of IES Using enrollment forms to collect weekdays children are present can be arduous; therefore the SA advises sponsors to use this method for by-name reconciliationFor sponsors of facilities:Number of children reviewedAt least 10 percent of enrolled children per facilityMinimum 5 children (facilities with 50 or less children)
Random Sample
Five-Day ReconciliationSlide8
Reviewing a center that operates M – F and captures children by attendance/sign-in sheets
Five-Day Reconciliation
Attendance/Sign-In/
Enrollment Totals
Meal Count Totals
Date (m/d/yr)
Breakfast
AM Snack
Lunch
PM Snack
Supper
Evening Snack
Day 1
5/1/18
5
4
64Day 2 4/30/186666Day 3 4/27/185555Day 4 4/26/18 6666Day 5 4/25/18 4444
What are two problems you see here? (1) 5/1/18: Lunch count higher than attendance total Attendance could’ve been taken inaccurately or meal count done incorrectly (2) The subsequent four days show the exact same count across all meal types and attendance. Block claiming?
8Slide9
9
Five-day Reconciliation
Child’s Name
Enrollment
Attendance
Day(s)
Time
Day 1
Day 2
Day 3
Day 4
Day 5
Taylor
M-F
8 am – 5 pm
x
x
xKamilahM-F8 am – 5 pmxxxxxJesusM-F8 am – 5 pmxxxxxJoshM-F8 am – 5 pmxxxxxAniyahM-F8 am – 5 pm xx Enrollment Totals34
544
Date
Breakfast
AM Snack
Lunch
PM SnackSupper Evening SnackDay 1333000Day 2444000Day 3555000Day 4555000Day 5344000
Five-Day ReconciliationSlide10
10
Corrective Action ProcessSlide11
11
Summary of Technical Assistance or FindingsList any problems that were noted during the visit and any related technical assistance or corrective actions that were initiated to correct the problems.
Corrective Action:
A training tool
Review Item
Brief Description
Corrective Action
CA Due Date
Meal service/ observation
James
was given water at
lunch and no milk.
McKenzie
drank almond milk from home with lunch.
Both
children were counted on the lunch meal count.
The facility/home
has no Medical Substitution forms on file.
Which ones can be corrected on-site with TA? Staff could’ve been instructed to give James milk (if no allergy). McKenzie could have been removed from the lunch meal count and not claimed.Slide12
12
Summary of Technical AssistanceList the problem and what technical assistance was given on-site
Have the individual receiving technical assistance sign and put their job titleMake sure that the area which TA was given is emphasized in the next monitoring visit
Best practice: collect follow-up documentation if needed
Summary of Corrective Action - Address issues early before the problem grows - Collect follow-up documentation or schedule a follow-up visit to ensure implementation of CAP done
Corrective Action:
A training toolSlide13
Questions to ask
Is it systemic?Was it a one-time occurrence?Can it be fixed on-site?Is there reason to collect follow-up documentation for the issue?
Small groups:What would make these technical assistance or findings? What TA training or corrective action would be given?
Incorrect milk being served
Delivery tickets not being signedFood temperatures not taken upon arrival on day of visitSubstitution not recorded on menu for entire daySponsors with cash agreements: facilities are not tracking surplus of reimbursementWhat’s Technical Assistance vs Corrective Action
13Slide14
Thank you !