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New Hire Onboarding

New Hire Onboarding

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New Hire Onboarding

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  1. 10176 Corporate Square Dr. Suite 220 Creve Coeur, MO 63132 (p)314-395-9375 (f)314-395-9381 Hours of Operation 8am-6pm New Hire Onboarding Welcome to BIS!

  2. Agenda for the day! JOE DOUGLAS 9-9:10am -Collect the rest of paperwork & introductions LYNN BROOK 9:10-10:30am -First section of Orientation packet BERLY FORSYTHE 10:30-12:30pm -Policy & Procedure LUNCH 12:30-1:30pm -Food LYNN BROOK 1:30-2:00pm -Double check all paperwork & collect MELISSA HUTSON 2:00-3:45pm -ISL Orientation JAMIE KLAMERT 3:45-5:00pm -Therap Training -WhenToWork Training HERE WE GO!

  3. Intro The Mission Our mission is to help each individual we serve reach their highest potential in life by overcoming barriers and promoting independence, achievement, and inclusion.  We utilize proven and positive behavior change strategies to reach this goal, while including all team members, friends, and family in the process. Defy Limits, Exceed Expectations…

  4. What are the three most popular services at BIS? • Individualized Supported Living (ISL) • Natural Home Personal Care Assistance • Other Services - • Health and Wellness Classes – For Clients and Staff • Yoga, Cooking, Fun with Fitness • Social Skills Opportunities • Person Centered Strategies Consultant (PCSC) • Counseling and Support Groups • Applied Behavior Analysis (ABA) • Behavior Analysis via our BCBA, BCaBA

  5. 2004 NOW • BIS was founded in 2004 • We have experienced substantial growth since its beginning and have changed locations three times • We currently hover around 130 PCA/Direct Care Staff and 190 total employees • We are one of the largest providers of Behavior Therapy in the state of Missouri!

  6. BIS Directors • Bachelor in Psychology from St. Louis University • Masters in Applied Behavior Analysis from University of Nevada, Reno • Received her BCBA in 2004 • Started Behavior Intervention Services • We now have approximately 160 employees & 200 clients • Started in ABA in 2004 • Came to Behavior Intervention Services in 2006 as an ABA Implementer • Promoted to Public Relations and Human Resources in 2008 • Promoted to Director of Administration in 2011 • Overseas office business, plans functions, & manages recruitment • Supervises FCAs • Assigns FCAs to client • caseloads • Performs phone • screenings and forwards • Applicants to FCAs • Bachelor in Psychology & in Political Science from Johnson State College in Vermont • Masters in Behavior Analysis from Southern Illinois University • Received her BCBA in 2004 • Specifically focused in Discrete Trial Training and severe challenging behavior • BA in Education,  Lindenwood University 1994 • Classroom Special Education Teacher, 1994-2000 • QDDP and Respite Coordinator, Residential Facility for Medically Fragile MRDD, 2008-2011 • Intake Specialist & Placement Coordinator in host home model agency funded through DMH, 2011-2013 • Started as a full time PCA in 2006 • Promoted to Staffing Coordinator and Human Resources in 2008 • Been in the field of developmental disabilities since1993 & HR since 1996 • Promoted to Human Resource Director in 2011

  7. Board Certified behavior analysts Kyler Hasl-Wright BCaBA Sherrie Shannon BCBA, LBA Laura Western BCBA, LBA Maija Graudins BCBA, LBA Beth Munkwitz BCBA, LBA Melissa Atis BCBA, LBA

  8. Board Certified Behavior Analyst • Requires a minimum of a Bachelors degree in a human services field and a masters in Applied Behavioral Analysis as well as Board Certification • Makes initial contact with all potential clients • Completes interviews with client and family and completes assessments to determine the needs of the client • Develops a behavior plan to address all applicable behavioral needs • Provides initial and ongoing training of all staff on client specific behavior plan

  9. Therapy Support Staff BCBA – Board Certified Behavior Analyst BCaBA – Board Certified Assoc. Behavior Analyst PCSC – Person Centered Strategies Consultant PCA Trainer – Personal Care Assistant Trainer . Lindsay Brefeld PCSC Andrea Mazo BCaBA, PCSC Shannon Riemersma PCSC, PCA Trainer Gina Noble PCSC, PCA Trainer

  10. ISL Leads Crystal Frost, QDDP *St. Charles ISL *Hazelwood Amy Gaultney, QDDP *Hedge ISL *Rock Hill ISL *Turf ISL Dana Allen, QDDP *Low ISL *Fenton ISL *Wise ISL Beth Pinkley, QDDP *Crestwood ISL *Mehlville ISL *Redbird ISL Coming soon! Jessica Barfield, QDDP *O’Fallon ISL *Ridge ISL Coming soon!

  11. FCATeam • Supervises FCAs • Assigns FCAs to client • caseloads • Performs phone • screenings and forwards • Applicants to FCAs South County, West County North County, Illinois, West County St. Charles County, North County, Central, South County Central and West County St. Charles County, South County, Central Jefferson County, St. Charles County, Central Central, South County, West County, Jefferson County

  12. Family Care Advocates • Meet with all Natural Home Families on their caseload to discuss services and to create a schedule within allotted funding • Meet will all Natural Home PCAs to discuss client specific training and schedules • Ensure all allotted funding is used appropriately • Work 20 hours per week of direct care or supervision shifts within their caseload • Available for emergency coverage when necessary • Collect Daily Progress Notes from each household within their caseload and compile these notes into summaries for DMH • Create time sheets for PCAs based on time in/time out on Daily Progress Notes • Provide positive and constructive feedback to PCAs working within their caseload • Work with PCAs and Families ongoing to ensure proper services are being rendered • Help families receive additional resources for services when necessary

  13. Office Support Team

  14. Personal Care Assistant • …will be contacted by the FCA to discuss scheduling, initial training dates, and shadowing of current PCA staff • …are responsible for carrying out activities or programs set forth by the client-specific behavior plan, treatment plan, or individual support plan. Programs and activities differ depending on your clients ability level and living situation but may include living skills, personal hygiene, socialization etc.. • …attend scheduled team meetings and required trainings to maintain current agency and state certifications • …are responsible for taking data per BIS and state guidelines, communicating with the family and team in a communication log, and reporting any incidents to supervisory staff (FCA or behavior support professional) • …will report directly to their client’s BT and FCA • …will be scheduled for hours based on the availability provided upon hire and client needs, and must provide two weeks’ notice for change in availability

  15. Direct Care Staff • …will be contacted by the ISL Staffing Coordinator to discuss training shift. • …will be contacted by their supervising QDDP or BCBA for BSP and PCP training before initial worked shift. • …are responsible for carrying out activities or programs set forth by the client-specific Behavior Support Plan (BSP). • …will attend monthly team meetings as planned by the QDDP. • …will keep all clients within line of sight unless otherwise dictated in the client’s BSP. • …will maintain required trainings to satisfy current agency and state certifications. • …are responsible for taking data per BIS and state guidelines, communicating with team in the house communication log, and reporting any incidents to the QDDP. • …will be scheduled within the availability they provided upon hire and must provide two weeks notice to change that availability • …will report directly to Lead Staff and QDDP. • …will treat their clients with respect. • …will nominate their coworkers for Employee of the Week to recognize a job well done!

  16. NH Tier 2 First Steps, ABA Implementer, or Tier 2 PCA - Natural Home • …must have a Bachelor's degree or 60 credit hours in a Human Services Field • …must attend Discreet Trial Training (DTT) • …will be responsible for working under the assigned ABA consultant to implement discreet trial programs as well as any other programming set forth by the consultant • …must pass an FBI fingerprint background check • Please speak with Family Care Advocates about possible openings

  17. From the Desk of Human Resources… Policy and Procedures overview Kim “Berly” Forsythe

  18. Where do I fit in?

  19. Funding Sources How they effect YOU

  20. New Hire Probationary Period • Every employee’s first 90 days is considered a probationary period during which at any time BIS can retract it’s original offer of employment. • Part time employees will be scheduled between 10-29 hours per week on average. • Full time employees must meet comply with all requirements to set a full time start date. Employees may at times be asked to work over the 29 hour per week part time maximum but that does not make them full time staff. You must submit your intent to move to a full time position in order to start the process of moving to a full time position if you were not hired in at full time.

  21. Trainings Pre-Hire Requirements – Congratulations! - Unpaid Prerequisites • CPR/First Aid – Two year certification if taken at BIS • Mandt – Annual certification • Annual training forms: A & N, BBP, Confidentiality, HIPAA, ORR, Seizure training Orientation – Day 1 typically 9a-5p -Paid on first paycheck, min. wage • Agency Policy and Procedure • ISL Policy and Procedure training Orientation – Day 2 typically 9a-5p- Paid on first paycheck at min. wage • Behavior Management #1 & #2 • Orientation Wrap-Up Must complete within 30 days of hire date • Medication Administration Level 1 - 2-day course, 9a-5p each day, paid at minimum wage • Not required for all employees • Please make sure to turn in a timesheet for this class in order to be compensated! Must complete within 60 days of hire date • Behavior Management #3 & #4 - typically 9a-4:30p, paid at minimum wage Mandatory For Tier 2 PCAs Only, But Open To All • Discreet Trial Training (DTT) – typically 9a-5p, unpaid training

  22. Required every June of employment Required each January of employment

  23. All BIS Employees areMandated ReportersThis will be covered more thoroughly in Abuse and Neglect • Anyone holding any of these positions is considered by the state of Missouri to be a Mandated Reporter. As a Mandated Reporter it is your responsibility, in good faith, to report any allegation of abuse or neglect of a client to an immediate supervisor who will in turn report this allegation to the Department of Mental Health. • As a Mandated Reporter, if you negligently or intentionally fail to report you could be found guilty of a misdemeanor and be liable for damages caused by your failure to report. • As a Mandated Reporter, if you intentionally file a false report you could be liable in a civil suit for any damages suffered by the accused or the report facility • No BIS employee will be retaliated against for submitting a good faith report.

  24. Full-Time Employee Benefits • Must work at least 37-40 hours per week • Accrued paid vacation accrued after one year of full-time employment • After one year of full-time employment, 5 days of vacation are available • After two years of full-time employment, 10 days of vacation are available • Retirement Plan (available to all employees) which matches up to 3% of employee contribution after 90 days from full time start date • Vision and dentalinsurance 30 days after full time start date at a premium of $4.00 per pay period or $8 per month. • Healthcare benefits90 days after full time start date at a premium of $60 per pay period or $120 per month

  25. Steps to move to a full-time position: Full time positions are offered based on merit, performance and agency need.  If there is a need for additional full time staff, employees may apply for a position by following these steps (in the order listed): • Submit a letter of intent to move to full time stating why you would be a good candidate for full time. • Have a current BIS supervisor write a letter of recommendation for you, supporting your request for full time • Secure a work schedule that is conducive to maintaining a minimum work week of 37 hours. • Schedule a meeting time with HR to set a full time start date, discuss and sign up for any full time benefits, sign a change in status form and discuss any additional questions at that time.  (This will be scheduled after the first 3 items have been completed).

  26. Failure to maintain a minimum of 37 hours for each ongoing work week will result in the following: • Immediate demotion to a part time status • Decrease in pay rate • Limitation on hours to no more than 29 per week • Loss of all accrued PTO time • Loss of all benefits (if applicable) after last paid through date • Inability to seek a full time position for a minimum of six months

  27. Sexual Harassment • Rate of pay • Med Administration • Client’s Siblings / own children • Name Badge • Client Transportation • Seatbelt • Class E • Insurance • Agitated State • NO TEXTING/TALKING on phone WHILE DRIVING Professionalism • Relationship with Families • Smoking • Cell phone use • Dress code • Drug and alcohol use • Confidentiality/HIPAA • Respect • Line of Sight • Arms length • Supporting a client vs. the appearance of Sleep

  28. How do I request time off? (RTO requests) • Make sure you are not scheduled for any shifts for the day you wish to take off • Log into the W2W system • Click on “Request Time Off (Full or Partial day) • Choose either full day or Partial Day or Repeating Days off • Comment as necessary • Receive approved or rejected based on previous stipulations/requirements • If you know of any days that you need off currently (within the next 4 months), please enter them into W2W as soon as you receive your log in information!

  29. Timesheets, W2W, DPN’s and Pay: • Please clock in and out on the master timesheet located in the client binder in each home. Do not clock in before your scheduled shift time and do not clock out on the sheet until you leave your shift. • Time in and out must match your client’s Daily Progress Note (DPN) as well as your W2W shift assigned to you. • Any deviations or problems with any forms may result in a lack of pay for the shift. • DPN’s (in home only) are used as your weekly timesheets. • 2ways to receive pay: • Via mail or direct deposit – individual issues will be handled on a case by case basis. • Time must be reported in 15 min increments – do not clock into shift before your scheduled time! • DO NOT FALSIFY A TIME SHEET or a DPN – Medicaid/Insurance Fraud • Mileage logs are to be turned in at the same time as your timesheets

  30. Mileage logs and guidelines To claim mileage with a Natural Home client, you must do the following: *Have a shift that is at least 3.5 hours long *Travel a minimum of 20 miles with that client within that shift *Complete mileage logs with starting and ending mileage and destinations *Mileage logs must be turned in according to pay cycle. Please refer to Pay Cycle doc for dates** *Failure to turn in mileage logs on time, will result in non-payment. *receive $4 per shift as a mileage stipend

  31. CLIENTS DEPEND ON US!! If you are going to miss a shift with a client in the natural home setting you must….

  32. Natural Home:

  33. Attendance and Punctuality Policy Call in/shift coverage To maintain a safe and productive work environment, BIS expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on BIS and will not be tolerated. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence and their start time should reflect the late start time as discussed in the Time Keeping and Mileage Log policy (401). Changes to the scheduled start and/or end time of any publish schedule must be submitted to the Staffing Coordinator of that client within 24 hours of the changes so that it may be reflected in the employee's published schedule. Unreported and undocumented changes to a published schedule will result in disciplinary action. Failure to follow the agency's call off/shift coverage policies will subject the employee to disciplinary action. • Employees that call off to a scheduled shift during the hours of Friday at 3pm to Monday at 8am will receive a first and final disciplinary action (DAF). • Employees that call off to a second shift during the hours of Friday at 3pm to Monday at 8am during a six month period will be terminated. • Employees that have three call offs of any nature during a six-month period (unless excused by a physician's note) will be terminated. • Employees that are late to three scheduled shifts in a 6 month period will receive a first and final disciplinary action (DAF). Employees that are late to an additional shift in a 6 month period and have already received a first and final warning regarding tardiness will be subject to termination. Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.

  34. Any BIS employee found to be in violation of these or any policies/ procedures will be subject to disciplinary action up to and including termination. Progressive Disciplinary Action: • Verbal Feedback • Written Feedback • Action plan/suspension (Final notice for improvement) *disqualified for annual increase or pay rate for that calendar year • Termination – • Training repayment policy enforced • Recovery of any agency/client items • HIPAA and confidentiality agreements invoked

  35. BIS Grievance Procedure

  36. Workers Compensation All employees will sign a copy of the Workers Compensation policy stating that they understand it’s contents • If you are injured during billable time with a client you must call your immediate supervisor to start the Workers Comp process. You will be asked a series of questions and a treatment determination will be made • All Workers Compensation claims will begin with a drug test • This test must be completed within 24 hours of the incident. Workers Compensation will not cover an injury if the drug test is outside of these parameters. Should you decline to take a drug test, you must sign a waiver form or your refusal will be deemed a positive drug test and you will be terminated. • We ask that all employees visit a Walgreen’s Take Care clinic or Urgent Care facility when possible. Emergency rooms will only be approved when the injury is classified as a catastrophic event: broken bone, large laceration to a vital area, etc. • All paperwork acquired must be presented to BIS for submission to the Insurance company • An injured employee will not be permitted to return to active duty until a letter from a health care professional has been received permitting the individual to return to work

  37. Community Event Report Forms (CERF) & Medical Event Report Forms (MERF) What is considered a “Community Event” for one client may be a daily occurrence for another. Please make sure to speak with your clients Behavior Analyst or PCA Trainer to better understand your particular clients and when a CERF may be necessary. • Forms will be located in your clients home in the data binder • All CERFs must be turned in within 24 hours of the event • All CERFS must be legible and precise • If you are uncertain as to whether an CERF should be completed, please call your Supervisor for clarification

  38. HR Wrap-Up Questions?

  39. ISL ISL Policy & Procedures With Assistant ISL Director Melissa Hutson Assistant ISL Director Jamie Klamert ISL Support Kyle Swendig

  40. What is an ISL? -Individualized Supported Living -Requires staff to be committed, reliable, and enthusiastic about the Direct Support Professional Position -Residential living with around the clock support staff -able to provide safe environment for our consumers -provide 24 hours behavior intervention -promotes independence and a quality lifestyle for individuals -There are specific policy and procedures of Direct Care Support Staff within the ISL Department.

  41. Medication Administration • Must be Med Certified to pass any medication to a consumer (this includes creams and treatments) • Must complete DMH Med Level 1 Certification Class before passing meds • Must have Supervised Medication Administration Sign-off Signed before passing meds at any ISL • Label and Storage of medications • Controlled Substances must be double locked! • All staff (med certified or not) must count controlled substances every shift • If you are not med certified: • It is Direct Care Staff’s responsibility to ensure that a consumer receives their medication • Always check the MAR when entering the ISL. • This will inform you what time the consumer takes their medication • You must notify your QDDP that you will need someone to pass meds for your consumer

  42. Medication Administration Continued… • Medication Errors • The importance of the “Triple Check” • Reporting a Medication Error: 1) Inform the QDDP immediately 2) Leave medication in the bubble pack 3) Fill out specific Med Error ERF

  43. Restraints & Time Outs • MANDT • Last Resort • Keeping you and your client safe • Cannot be used as a punishment • Must be the choice of the consumer • Time out =No Break = Yes

  44. Consumer Rights • ERF and State Documentation language: • The importance of positive language on state documents • Eliminating the words “must” “have” “don’t” “can’t” “no” “stop” from your vocabulary • Treatment of Client: • Do not say “NO!”—The use of positive talk • Consumer Rights • Consumer Rights/ Limitations • HIPPA • Role of Parents/Guardians • Rights of Parents/guardians

  45. What’s Wrong with this Report?! Please find your Report Worksheet! At 5:50pm I prompted SP that she needed to take one bite of food in the next five minutes or she would not have her snack tonight. I prompted SP every minute explaining how many minutes she had left to take one bite. SP refused to take any bites. After the five minutes were over I explained to SP that we would sit at the table until it was time to take her bath and go to bed. SP continued to sit and look. SP began to rest her head on her hand as if she was going to sleep. At 7:00pm, her room mate began to eat her dinner, Subway. SP began pointing to her roommate's plate saying she was hungry. I gave SP her meds and prompted her to eat her food. SP responded by scratching staff, ripping her shirt and punching her body. She was prompted to have nice hands. At 7:15 SP threw her spoon at roommate and was removed to her bedroom where she sat with nice hands. At 7:30, SP chose her clothes for the next day, her night clothes and began her bath routine. She required help washing her hair and verbal prompts to wash her body. SP independently dressed herself, brushed her teeth and went to bed at 8:30pm. Overall SP had an okay day with the exception of several target behaviors and refusals.

  46. Consumer Funds • Chaperone Funds • These funds are for staff to use when doing activities in the community • These funds are tracked on a financial tracking sheet in the ISL • The set monthly amount for each consumer is $30. • These funds can ONLY be used with Personal Funds • Must have a personal fund receipt to match chaperone receipt • Household funds • All consumers receive a set $30 monthly allowance for household items • Includes all cleaning products • Paper towels, toilet paper, hand soap, laundry detergent • These funds are tracked by the QDDP • Must use these items sparingly • Once the house hold is out of money, THAT’s IT! • MUST KEEP ALL RECEIPTS NO MATTER WHAT FUND IS USED!! • Each consumer within an ISL receives funding from the state. Some consumers may receive additional funding from additional sources At the start and end of each shift, you will be responsible for checking and recording consumer funds • Personal Funds • Each consumer receives a set allowance from the state each month. • These funds are used for activities in the community, as well as, personalized items (i.e. hair products, soap, OTC medications, hygiene products) • These funds are tracked on a financial tracking sheet in the ISL • Set monthly amount varies per consumer • Pocket Money • This funding comes from parents, guardians, family members • Can be spent on activities in the community, personal items, food, whatever the client might want or need • Amount varies per consumer • These funds are tracked on a financial tracking sheet in the ISL

  47. Consumer Funds Continued… Buying consumers gifts • Any additional purchase made outside of the provided consumer funding, must be approved by the QDDP for each consumer • This is to prevent perceived gift/purchase entitlement of the consumer • Set-up expectations that all staff should buy them something • Staff cannot bribe clients… • If you do/stop that…then I will buy you… • “Be a good girl today, and I will take you to McDonald’s”

  48. Behavioral Crisis Procedure • In the event that a behavioral crisis or injury to staff occurs at the time of a shift change or while on shift that places the safety of our consumers and/or staff at risk, it is expected that staff is not to leave the ISL prior to the following procedure: • the QDDP and/or Behavior Analyst for the team has been contacted • The Event Report Form has been filled out and faxed to the BIS office • the staff relieving you on shift has arrived • the situation has deescalated • a supervisor (QDDP, BT, ISL director) gives permission to leave Failing to remain with the consumer before these steps have been taken will constitute consumer neglect and job abandonment, and employment with BIS will be terminated. The situation will also be submitted to the state for investigation.