North Carolina Division of Mental Health, Developmental Disabilities and Substance Abuse Services
Providers of MH/DD/SA Services
Provider Monitoring
Statewide implementation of the Provider Monitoring Tool begins January 1, 2009.
The Guide to Standardized Administration of the DMH/DD/SAS Provider Monitoring Tool has been developed to assist lead monitors in training staff in the LMEs to use this tool for local monitoring. A PowerPoint presentation that gives an overview of the tool and the process, citations of the rules, regulations and policies that undergird the key elements assessed by the tool, instructions and tips for using the automated rating, scoring and report system, and survey forms to be completed by the LMEs and providers to report on their experience with the tool have also been included. The template for the tool and report, form letters to schedule the on-site visit and to accompany the report of the results to the provider, and the survey forms can be downloaded directly from this web page.
Please send all questions to the Provider Monitoring Tool mailbox at: provider.monitoring@dhhs.nc.gov.
Standardization of Local Provider Monitoring
Guide to Standardized Administration of the DMH/DD/SAS Provider Monitoring Tool for LMEs
Appendix A: Provider Monitoring Training Guide
Appendix B: Provider Monitoring Train-The-Trainers Workshop (Powerpoint Presentation)
Appendix C: Key Elements Citation Table
Appendix D: CAP-MR/DD Waiver Service Groupings/Clusters
Appendix E: Crosswalk of Domains and Key Elements to the FEM
Appendix F: Notification to Provider Agency of On-Site Visit
Appendix G: Rating Choices
Appendix H: Instructions and Tips for using the Provider Monitoring Report Excel Files
Appendix I: Sample Monitoring Report
Appendix J: Template for the Provider Monitoring Tool and Report
Appendix K: Maximum Resource Intensity of the Provider Monitoring Tool
Appendix L: Ratings and Required Actions
Appendix M: Plan of Correction Policy
Appendix N: Cover Letter for Provider Monitoring Report
Appendix O: Survey Feedback from LMEs-- LME Link
Appendix P: Survey Feedback from Providers-- Provider Link
Appendix Q: Instructions for completing Provider Monitoring Surveys
FREQUENCY AND EXTENT OF MONITORING TOOL
Cover Letter for Results of the FEM (2/3/09)
Please find here the recently completed Frequency and Extent of Monitoring (FEM) Tool (Instructions). This instrument is a companion to the requirement in the current 163 Monitoring rules. The full set of rules are found in Administrative Rule, 10A NCAC 27G .0601 -- .0610. The requirement for LMEs to determine Frequency and Extent of Monitoring for all providers within the LME catchment area is found in 10A NCAC 27G .0608 (1) (A-J). The use of this tool is not mandated by these current rules. However, revisions of the 163 monitoring rules are currently in process, and when those rules go into effect, the use of this tool will be required in establishing levels of Frequency and Extent of Monitoring. Also, the current Performance Contract between DHHS and the LMEs requires the use of this tool in Section 5.5: "The LME shall monitor providers in accordance with DHHS policy and applicable statutes. ... Once published, the LME shall use a standard DHHS risk assessment protocol to determine the intensity of monitoring providers."
A stakeholder group composed of Division staff, providers, LME representatives and representatives of consumers and families participated in the revision and refinement of this tool. That workgroup will review and revise the tool as necessary, as implementation by LMEs offers suggestions for refinement. Should you have questions about the use of the tool, please contact Julia Sinclair, at Julia.Sinclair@dhhs.nc.gov, or Adolph Simmons, at Adolph.Simmons@dhhs.nc.gov.
Updated February 13, 2009
