EI Therapists:  Please add this to your notes as requested:

The State people also like to see if child is less than or greater than 25% delayed in the area and the age equivalency that corresponds with that percentage.

Thanks, Kay

This means you will need to do a standardized assessment upon eval and re-eval. 

The Case Mgrs are also asking that we not put our frequency recommendations on the eval.  My compromise is to use a phrase like this:  “I am recommending that physical therapy see the child/family twice per month; however, the IFSP team will determine and adjust the frequency as PT fits into the overall plan.”

EI is now using the phrase “family training” program, or “family support.”  Jessica said she heard in a recent meeting that “if a child needs therapy once a week, he needs to be seen in a clinic;” EI is just for family training, and therefore doesn’t need to be so frequent.  (I have spoken with Jessica and Kay recently to see if they are letting the families know that they can use their own insurance or Medicaid to get traditional, clinical services, and I feel like they are.)  We need to start using terminology that more fits into the “family training” and the home environment, just like we do when we are assessing kids in the school environment.  Start moving away from strictly “clinical” evaluations and treatment plans and begin incorporating more home training.

Stop recommending weekly services in the home.  Focus on family training and support during your visits, targeting your specialty areas.  You can do this once or twice per month.

You may explain to the family the benefits of adding regular, frequent, clinical therapy in addition to the home-based family training that they will receive from EI.  EI services and clinic services are not the same thing.  Reinforce that when we come to the house we are helping the family learn what to do to help their child on all the days we aren’t there.  In many cases EI may serve as just one helpful service in a myriad of others; it is not meant to replace all other services and providers found in the community. 

08/27/2010

Following is an example of an EI note sent from the state.  Please read and follow these guidelines.  Any additional info not appropriate for this note may be written on your Therapy Note.

FAMILY SUPPORT PROGRESS NOTE (sample of how to write one)

Child’s name: _______ _________   Date of this service:    __(monitors look at the date of each progress note to  (1) determine if a service was delivered within 30 days of being added to IFSP and

(2) determine that services were delivered per stated Frequency on IFSP (2x month, 1x month, quarterly)

Service provided per the IFSP:  ___indicate here which service you provide (Speech, OT, PT, etc.)     

IFSP Outcome(s):   Indicate the outcome(s) as  written on the IFSP (you were assigned to work).  Keep in mind, you can put more than one outcome here but you should be able to show  over a period of time that you worked on ALL of the outcomes indicated.    For instance (and I made these up):

Outcome #1   R. will be able to use the names of familiar people and things in his environment.   

Outcome #2   R. will be able to express his wants and needs.

Summary:   You describe specifically activities you participated in, demonstrated 

            or presented to parent and/or child on this date.  Keep in mind that these activities should be directly related to the functional outcome(s).  We frequently see summaries of how well the child has been doing with no mention of what the child, caregiver and service provider did together for 30 minutes or 1 hour.  Instead, we suggest complete sentences that lead with action words in family-friendly language.   Notice this is written in complete sentences and family-friendly language since you will leave a copy with a plan for in-between visit activities for parents/caregivers. 

Example of what we want (I know you have seen one before, but it is basic to say what happened):  Today, in the home, R. and I reviewed (with mother) several picture books, naming objects (book, shoe, house, etc.) and animals (cat, ant, pig, and dog-we worked on saying “Buster”- family dog) and encouraged R to repeat.   We moved onto four favorite family photographs; R. named each family member at least once; he repeated “Daddy” and “Mommy” at each presentation.   He was unable to say Sara (sister), but showed interest in passing the photo back and forth.   *(This paragraph was about naming familiar people and things)

We also reviewed picture books with food items and I demonstrated for Mom how to present “cereal”, “milk” and “crackers” to begin working on wants and needs.   Mother demonstrated effectively how to do this when paired with words and how to encourage a response.   R.  has done well during the last few sessions and is making excellent progress saying at least 20 new words in the last few weeks (mother confirms).  He has begun using two-three word phrases.  *(Reviewers considering appropriate reimbursement for services require this kind of detail.)   (Express Wants/Needs)

Example of what we do not want:  Mom said R. had not been sleeping well and was cranky today.  He talks a little sometimes but it is hard to understand him because of articulation problems.  He has improved though over the last few weeks.  He can spontaneously say names and objects in books.    He loves puzzles.   (This is not a good note because it tells us the child is cranky today but making progress and loves puzzles. The note does not describe what occurred during 30 minutes to help meet outcomes)

Parent/Caregiver Plan:   This is where you specify exactly what you want the parent to work on with the child during those everyday routines.  Suggestions are not meaningful if they are not based on routines. 

Example:   I asked Mother to work with R. at breakfast and lunch on repeating words paired with food presentation.   I also asked her to read the books shared today at bedtime or regular reading time, while taking the opportunity to name objects at Wal-mart, the park, in the car.   I encouraged Mother (and subsequently Father) to encourage phrasing (two words).  

 Time Arrived/Departed:    per IFSP Intensity         Provider Signature: __must be signed____

 Parent/Caregiver Signature:  _________      Date:  ____________

08/19/2010

RECRUITING THERAPISTS FOR ALL THREE DISCIPLINES 

$1,000 referral bonus to STS employees for referring a new PT, OT, or SLP. 

We are interested in hiring one full-time PT,

Two full-time OT’s, and one full-time SLP.

As part of our recruiting plan, we have decided to rent and furnish an apartment as temporary housing for interns and new employees.  Hosting more clinical interns is a great way to improve ourselves as therapists, and increase our recruiting pool.  I have my eye on one apartment in Ozark, but if you have any ideas or alternatives, please let me know!

08/19/2010

In appreciation of the great work our therapists perform, Sumlar Therapy will be starting a new

CEU Reimbursement Program for part-time and full-time therapists, beginning September 4^th, 2010. 

·         Start date:  September 4^th, 2010 (beginning of pay period)

·         Rate of credit received:  $0.15 for every hour worked (equivalent to $300 per year for employees working 40 hours per week, 50 weeks a year; in essence, a 1.5% raise)

·         Eligibility:  Hourly employees will begin to receive credit beginning the first day of employment, but employees cannot access the funds until their 1^st anniversary with the company

·         Expenses eligible for reimbursement: airline/mileage, hotel costs, daily meal per diem of $25, and/or the cost of the on-site or online course, up to but not exceeding employee’s CEU “bank” balance

·         Method of Reimbursement:  Employees must turn in the course certificate of completion with all receipts or documentation of course-related expenses, including mileage, which will be paid at current established rate for mileage

·         Use of CEU “bank” balance:  employees cannot draw from the bank until after completion of 12 months with the company in either a full-time or part-time capacity; there is no maximum or minimum limit to the number of times an employee can draw from their bank; employees can allow “bank” balances to build up; “bank” balance is forfeited when an employee resigns or is terminated

The company reserves the right to modify or discontinue the plan at any time.

08/17/2010

Andrea Bergman, OT, is moving to Panama City to be with her family as her husband begins his education in the engineering program at the university.  Her last day will be September 30^th (Thursday).  Andrea wrote “. . . this is the best job that I have had as an Occupational Therapist. . . this time has surely blessed me, so thank you. . .”  Andrea’s presence and friendship has been a blessing to us all as well, and we will miss her so much!  We wish you the best, Andrea, for you and for you family!

_______________________________________________________________________

Brittany Simmons, OT Student from the University of South Alabama (Mobile), will be here August 30^th for her very last clinical of her educational process.  She graduates in December.  She lives in Enterprise, and will be working with a variety of our OT’s in the schools, homes, and clinic.  Please make her feel welcome!

_____________________________________________________________________________________________________

I hope that your documentation efforts are coming along smoothly.  If you have any questions, please don’t hesitate to call me for support.  Please remember that although it is difficult to get started with new documentation, it will get easier and quicker as time goes on.

It was definitely time to address our documentation in general.  I got a complaint today from a school special ed director (email with the progress notes in question scanned/attached) about a progress note that a therapist wrote indicating that “very little progress was made due to the therapist being out.”  The therapist did not sign her name, only initialed the progress note.  Another note bore no signature at all, nor an initial.  Another progress note was brought to my attention as well, this one being written by a therapist assistant.  Again, no signature, only initials, and only two sentences long—only one sentence of which addressed the current level of function! 

Initialing a therapy note is never acceptable—a signature with your designation of degree is required.  The only place on our documentation for an initial is on the goal page, at the bottom of which is a place for you to provide a “key” by initialing and signing with your full designation. 

A progress note should address the following: 

• Date—MUST INCLUDE THE Month, Day, and YEAR!!!
• Cancellations/no shows
• Treatment info re: current status of child
• Update of the baseline info provided at the initial eval/re-evals
• Extent of progress (or lack thereof) between the patient’s current functioning/disability and that of the previous progress report/eval
• Factors that modify frequency or intensity of intervention and progression toward anticipated goals, including patient adherence to patient instructions
• Communication/consultation with providers/patient/family; education
• Documentation of any modifications in the plan of care (i.e., goals, interventions, prognosis)
• Signature, title

Please make sure that your documentation reflects your level of professionalism.  Your notes represent YOU in your absence.  

This information bulletin was sent to Federal Affairs Liaisons and Members of the Section on Pediatrics, and distributed by the APTA on 8/10/10.

House Passes Legislation to Provide Federal Funding for Medicaid and Education Jobs

Earlier this afternoon, the U.S. House of Representatives passed legislation, by a vote of 247 to 161, which would provide $26 billion in federal funding for states.  $16 billion is directed for the Federal Medical Assistance Percentages (FMAP) program, which will enhance federal Medicaid funding to states.  The remaining $10 billion of the bill is to be used as an Education Jobs Fund to assist states and local education agencies who are facing tough budget constraints and prevent job cuts to teachers and specialized instructional support personnel, such as school-based physical therapists. 

The House, which had adjourned for its month-long August recess a week prior, returned today to pass this crucial state funding legislation after it had been passed by the Senate last week.  President Obama urged Congress to pass this legislation, and the bill will now be sent to him to be signed into law.

08/11/2010

Mr. and Mrs. Joe Paul Stewart

request the honour of your presence

at the marriage of their daughter

Tara Alanna

to

Mr. Dustin Judd Fowler

on Saturday, the 21st of August

at five o'clock in the evening

First Baptist Church

Enterprise, Alabama

Reception following ceremony

Enterprise Civic Center

08/09/2010

The fall clinic schedule starts Monday, August 9^th.  Please note that for everyone’s safety, HIPPOTHERAPY is not to take place if the Heat Index is greater than 99 degrees.  Heat Index is not just temperature, but a combination of temperature and humidity.  This info can be obtained on the internet.  Please ask Judy or Freta if you need assistance to pull up this info quickly. 

For the most part, we will not be able to do HPOT in the afternoons in August, so be prepared to do your therapy inside.  Please explain this to the parents.  We have the rule posted on the board to the left of the sign-in window as well. 

If you would like to continue using the pool, and can work it into your schedule, you may do so.  Please inform the parents so they can dress their kids appropriately. 

08/09/2010

Therapists’ Licenses: Please make sure you send a copy of your new therapy license

to the office as soon as you receive it. We have to post your licenses in our office, as

well as share them as requested by EI programs and schools. It is your responsibility to

make sure we have a copy of your current state (and ASHA) license. Those of you who

have not done this need to respond immediately. Questions: contact

judy@sumlartherapy.com.

08/09/2010

Physical Therapists and Assistants:  Time to Renew your AL License! 

When:   August 1—September 30

Where:  www.pt.alabama.gov

Your license expires at midnight Sept 30^th. 

You MUST NOT work with an expired license.

08/09/2010

Forms posted on website have been changed.  Please note that the new forms (Therapy Notes, Progress Notes, Goals, and Treatment Plans) have replaced the obsolete forms.  Forms for employee usage (i.e., PTO Request, BCBS) have been moved from the third column of forms to their own section below the documentation forms, and entitled “Employee Forms.”

07/29/200

KK Free, SLP, has accepted a job at CRS (state program) in Dothan.  She will be taking Ann Weed’s position there.  KK’s last day with us will be Friday, August 27^th.  We wish her the best, and will continue to be in contact about our shared children in CRS’s feeding clinic and for augmentative communication needs.

We will be interviewing SLP’s to fill this vacated speech position, so please call your colleagues and help us advertise this opening!

&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&

Holly Corbitt Palmer (our former OT) is pregnant!!!  The new baby will be joining two siblings—one cat named Madison and one dog named Stormy!

07/29/2010

Fall Meetings have been scheduled.  We will not have the staff meet together in its entirety, but will instead meet as discipline-specific teams as follows:

ST:      Friday, July 30^th, 8AM

PT:      Friday, July 30^th, 10AM

OT:      Monday, Aug 2^nd, 10AM

Allow two hours for the meeting. 

07/16/2010

Therapists:  The Annual EI-Preschool Conference is November 17^th, 18^th, and 19^th, in Montgomery.  Below is the 2-page brochure attachment if you are interested in attending.   CEUs? 
EI Conf Nov 2010

07/16/2010

THERAPISTS:   If a case manager calls you to talk about scheduling a patient prior to the time you’ve rec’d a referral (meaning:  you’ve not been assigned the patient), defer the conversation, and refer the case manager to Freta.   Although we will always try to accommodate scheduling for our patient’s benefit, we will not guarantee specific time slots.

07/15/2010

EI THERAPISTS:   If you are making up a missed appointment and the make-up appointment is not in the same month as the regularly scheduled visit, you must let Freta know.

In addition, make sure your documentation states clearly that it is a make-up and for what date.

Failure to do so may result in Sumlar forfeiting payment from the EI organization.

07/15/2010

ERROR on Paychecks regarding health insurance deductions:  Our payroll department failed to increase the deduction for health insurance on the most recent paycheck.  To make up the difference on the next paycheck you will see the new deduction of $93.46 and then a second health deduction with an asterisk by it for the difference of $6.92.  (I am so into clipart today.  Sorry.)

$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$

Financial Peace University begins in the Sumlar Therapy breakroom this Thursday night, July 15^th!

07/15/2010

Remember to be working on the fall clinic schedule.

Good preparation is key to putting together a great schedule!

07/15/2010

Tera Andrew, OT, is pregnant! 

Congratulations!

07/13/10

Haley Farmer, OT, is leaving soon  (July 30^th) to move back to Ohio, start a new job, and get married!  Other than that she has nothing going on. . .  We will miss her dearly, as she has done a fabulous job as a member of the Sumlar Therapy team.  We’ll be holding a luncheon in her honor on Monday, July 26^th, at the clinic.  Please join us in wishing Haley a fond farewell.

Kylie Morgan, SLP, has decided to decrease her hours with Sumlar Therapy to PRN as of August 6^th, and will begin working as Henry County’s employee in Headland Elementary School, so Meredith and Brooke will get to see her frequently.  Kylie lives in Headland and understandably couldn’t pass up a job 2 miles from her house and 2 blocks from her daycare.  She will continue to help after school and during the holidays as she is able. At this time, due to the EI programs decreasing their visits, we will not be looking for a full-time replacement for Kylie, but may use some PRN help if needed.

Darci Elson, PT, has scheduled her departure for September 24^th.  Her fiancé will be back from Korea this fall, and they will be moving to Ft. Hood in Texas.  They will also be getting married in October.  I can’t even begin to tell you what a blessing Darci has been.  She started at a difficult time (I was diagnosed with breast cancer about three weeks before her arrival, and then was out for almost four months) and I swear she never missed a beat.  She just stepped in and did her job and mine.    I don’t know what we would have done without her these last two years.

Nicole Wenzel, OT, who started PRN with us this summer and is now working full-time, will be leaving also at the end of September, when her fiancé is finished training at Ft. Rucker.  Nicole has proven to be a very good pediatric therapist, and a hard worker.  She has added a lot to the team this summer, and will help carry us into the fall as school starts, covering for Kari Behrens and Haley, who will both be gone by August.   I will absolutely miss her, and wish I could persuade her to stay here in South Alabama forever, but alas. . . duty calls.

For those of you that remain, and what the heck—for those of you that are leaving!—there will be a $1,000 employee bonus for any employee (including those departing) who successfully refers a full-time therapist for our open positions ($500 for part-timer).  So call and email your friends and neighbors.  Encourage OTs & PTs to send in their resume and mention YOUR NAME (or you email me with THEIR NAME), and let them know that the full-time PT and OTs hired this fall will also receive a $1,000 sign-on bonus ($500 for part-timer). 

***************************************************************************************** 

FALL SCHEDULE is fast approaching!  In the clinic, all parent requests for scheduling are due by July 22^nd (Thursday), and therapists are required to REVIEW AND COMMENT on every schedule with your requests by Monday, July 26^th.  We can’t start scheduling successfully until we know what you want to recommend in the way of HPOT or frequency or order of therapies.  PLEASE talk to your parents and help them fill out the Fall Schedule Requests.  We don’t so much want to know WHEN THEY WANT TO COME, but we really want to know WHEN THEY ABSOLUTELY CAN’T BE HERE.   We need to have as much flexibility as possible to make the schedule work the best for everyone involved.  DO NOT GUARANTEE ANY PARENT A THERAPY TIME/DAY.  Remind them that there are over 80 kids who need to be scheduled each week.  Some of the youngest kids or children not involved in academics might be scheduled during or at the end of the school day, and we’ll try to get the academic kids the after-school spots.  We will need to have the schedule completed by July 29^th, Thursday, so please consider any rescheduling you might want to do so you can help with this project on the 26^th, 27^th, 28^th, and 29^th.  

******************************************************************************************

We will not be having a full staff meeting before school starts this year.  Instead we will meet as discipline (OT, PT, SLP) groups to cover specific information/education and scheduling plans.  You will receive an email soon with the suggested date and time.

********************************************************************************

On July 26^th we will have a PTA student from Wallace College, Amanda Dejesus, joining us for a  two-week clinical.  She will be working with Michele Mayo Mon—Thurs and will be with Mallory on both Fridays.  (Clinic and EI)

On August 30^th, Brittany Simmons (OT student) will be joining us from the University of South Alabama (Mobile) for her pediatric rotation.  She will be with us through November 19^th.   When we reach mid-August we may have a better idea of our staffing in the OT department and will be selecting her CI(s) then.  Brittany is originally from Enterprise. 

07/01/2010 

06/21/2010

Our deepest fear is not that we are inadequate.

Our deepest fear is that we are powerful beyond measure.

It is our light, not our darkness that most frightens us.

We ask ourselves, Who am I to be brilliant, gorgeous, talented, fabulous?

Actually, who are you not to be?

You are a child of God. Your playing small does not serve the world.

There is nothing enlightened about shrinking so that other people won't feel insecure around you.

We are all meant to shine, as children do.

We were born to make manifest the glory of God that is within us.

It's not just in some of us; it's in everyone.

And as we let our own light shine, we unconsciously give other people permission to do the same.

As we are liberated from our own fear, our presence automatically liberates others.

—Marianne Williamson, A Return to Love

06/18/2010

Therapists:  New Employee List and EI contact List have been posted on our website, dated 061610.

Everyone needs to check their caseload and notify Freta of any errors.  These lists represent active caseloads; therefore, if you see a name of a child that has been discharged, Freta needs to be notified with a Change of Status form.  If the list does not contain the name of a child you are seeing, notify Freta immediately.

Also, there has been some confusion about the patient contact lists and I continue to get request for phone numbers.  Please remind everyone that the Patient Contact List at the top of the page is a listing of ALL current patients with phone numbers.  The lists under “Our Patients” further down the page are divided by location and discipline with no phone numbers.

06/18/2010

Would you like to make more money?  Would you like to save more money?  Sumlar Therapy wants to support employees in their quest for financial and spiritual growth.  Therefore, we are offering a $200 bonus for employees that complete a Dave Ramsey course in Financial Peace University.  You may take the course locally for about $100 (details below) or sign up for an on-line course (about $175)—your choice!  When you’re finished, bring your completed worksheets as proof of attendance, and collect your $200!   Below is information about one local course, starting in August.  There may be others, so ask at your church or churches in your community, or check the website at www.daveramsey.com.   

·         First Baptist Church

302 North Main Street, Enterprise, AL 36330

Preview: July 25, 2010 at 5:30 PM
Preview: August 1, 2010 at 5:30 PM
Class Begins: August 15, 2010
Class Meets: Sunday 5:30 PM

o    Coordinator:
Virginia Stephenson
Ask Virginia a question

Special Notes:
SAVE BIG MONEY by purchasing your FPU membership through the church. Your FPU materials will be provided with your membership. Childcare will be provided for Nursery age through 6th grade. Contact Virginia for details at 334-347-5090.

Schedule:

05/14/2010

Amanda Wagner is having a moving sale on the 23^rd and 24^th.  She is a speech therapist at Ft. Rucker Schools that I have known for several years.  She is moving into a much smaller home, and I know she has beautiful taste, so for those of you in need of some home furnishings, this will be a great opportunity! 

SALE!

2186 Windmill Road (off Judge Logue)

 Wickburg, AL

*Furniture (sofa, dining table/6 chairs (formal), butcher block tables / chairs,  side / bedside tables, sofa tables, chair/ ottoman, rocker, recliner, stools etc)

*Lamps

*Wall Décor

*Bedding/ comforter sets

*Curtains

*Accessories (various)

*Various kitchen needs (greenery, bowls, glasses, flatware, trays, pitchers, etc)

*Mirrors

*Southern Living at Home items

*Gail Pittman Pottery / * Polish Pottery

*TOYS

*Children’s clothing (girls sizes NB-6)

*Baby items (high chair, swing, pack n’play, etc)

*Junior (girls/women) clothing (sizes 0-5/6)

*Shoes

*Antique buffet

*Rugs

*Christmas items

*Larger equipment

*MUCH, MUCH MORE!

Held indoors….

SUNDAY May 23^rd, ’10 2:00 pm-5:00 pm

MONDAY MAY 24^th, ‘10 4:30 pm- 7:30 pm

CALL 334-701-9091 or email to amanda.wagner100@yahoo.com

05/07/2010

Bethanny, the Rehab Director at Enterprise Nursing Home, said she needed PT, OT, and COTA PRN help.  If you are interested in being on their PRN call list, please call her at 347-9541.

05/07/2010

Feeding Aversion "Conference" planned

Speech and Occupational Therapists:

Sumlar Therapy recently purchased a 12-hour DVD series addressing feeding aversion.  We will be viewing the videos each of the next four Fridays from Noon—3PM.  Your time is billable to STS.  Please respond to Patty so she can get a headcount.  This will be mandatory education for all speech therapists, optional for OTs.  If you are unable to attend at this time, we will also schedule an alternate series in the summer.  You may also check out the videos and watch them at home when they are not being used by a group. 

05/05/2010

For Therapists: 

Freta and Judy noted several improvements this month regarding EI notes.  Thank you for your increased promptness, organization, legibility, sorting, and identifying each EI Record with an EI program. 

Focusing on Content this month:  some recommendations following Kristin’s EI Documentation Review:

·         Improve “defensible” documentation.  Don’t write “worked on ball skills. . . “  DO document her level for ball skills, i.e., “catches ball 50% of trials from 2 feet, max verbal cues. . . “

·         Goals must be written on every EI Record.

·         DO NOT carry over goals on a new EI Record that were MET.

·         Write new STG’s so that you always have at least 3-4 STG’s you’re working towards at any one session.  STG’s cannot surpass the LTG.

·         Parent or caregiver must SIGN every note.

·         Every block on the EI note must be completed.  This includes EI Program, place of service, IFSP outcomes, Please work on . . ., Time, Next Session.  Do not leave any item blank.

·         Do not leave blank lines on pre-lined paper, such as the EI record.

·         Use only black ink.

·         If your documentation cannot be read by a member of the general public, then you have failed to document.  Legibility counts.

·         Your initials do not take the place of your signature.  All notes regarding any treatment or aspect of treatment must be signed using your professional signature and credentials.  You may initial comments on EI Record regarding a CX or a phone call, but any other notes involving an aspect of treatment you must SIGN.  Always sign using your professional signature and credentials.

·         Therapists must sign all notes that therapist assistants write.  ASSISTANTS:  leave room for your supervisor to sign!  Co-signing should not be done in the margin.  Leave room on the same line or the next line for the co-signature. 

·         Do not document in margins! 

·         You do not need to write a note on the EI Record each visit.  Use the EI Record to note cancellations, phone calls, attempts to visit/NS’s, new goals written and dated, or any specific incident that cannot be included in the parent note—perhaps specific med terminology, or concerns of neglect/DHR communications.

·         On EI Record, BOLD boxes at bottom of each column are to record MINUTES of treatment

·         Indicate EI program (i.e., BBEI, or VBCEI) on top of every EI Record (when notes are sorted in the office and mailed we need to know which envelope to put the note in)

·         If you note a problem (i.e., “braces are slipping”) note your recommendation to the parent (i.e., “advised parent to call orthotist and provided the phone number to call”)

·         If you left equipment for the parent to borrow, document it.

·         Please work on. . . section must contain specific ideas for activities, not “Keep up the good work.”  Don’t stop there.  It’s fine to praise, but add something to the extent, “continue to work on two-word phrases” etc. 

·         On EI Record, address each goal as outlined in the Key:  +, -, or 0, not “see notes,” not blank

·         “Next Session” box should include not only the date but an approximate time.  It is fine to write a time range (i.e., 1PM –2PM), or “will call Monday to schedule time,” or say “approx. 1:30PM.”

·         “Horse” is a red-flag to some payor sources who claim they don’t pay for “horseback riding lessons.”  Don’t use the word.  It is a “dynamic moveable surface” or DMS.  (Also along those same lines, we do not teach kids to “swim” during aquatic therapy.)

·         Place of service:  home, clinic, or daycare are the usual choices.

Individual emails were sent to therapists regarding specific deficits found on this review.  Please pay special note to those items that were emailed to you.  Everyone, please review the above list, print if needed for your review. 

05/05/2010

THERAPISTS: 

• When you are with a patient, do not answer your phone.
• Do not have a “push-to-talk” walkie-talkie function on during your treatment day. 
• Do not make or accept anything but the minimum in personal calls during your billable work time.  Return or make vital phone calls between patients. 
• Please note if you receive a phone call from the office it is important that you listen to the message or return the phone call ASAP, but again—DO NOT talk on the phone while you have a student/patient with you.  As soon as you are finished with the patient, make the call or check your messages.