POLICIES AND PROCEDURES

CONTACT INFORMATION:

  • Office Hours:  Monday through Friday 8:30am – 5:00pm
  • Mail: 1467 Hark A Way Rd, Chester Springs, PA 19425
  • Phone: 610-453-5005
  • Email: cathy@hcbsprovider.com
  • Fax #: 610-827-7923
  • Web site: www.hcbsprovider.com
  • Emergency Line 610-453-5005   Or 911
  • For emergencies (during business hours) call 610-453-5005 or 911
  • Client health and safety comes first. Do not hesitate to call 911.

For true emergencies (after business hours) call 911. If you are unable to provide services to your client (for emergency situations or the next day) please call 610-453-5005 or 911. Please be courteous and call at reasonable times. No calls between 11pm and 5:45 am, unless it is a true emergency.

BEHAVIORAL SERVICES

Our Behavioral Specialist Consultants (BSCs) do not provide emergency services. BSCs do make every effort to respond to crisis situations as soon as possible. Refer to the client’s ISP and contact the Supports Coordinator.  Utilize county crisis mental health resources.

CRISIS MENTAL HEALTH RESOURCES

CHESTER COUNTY: Telephone Crisis Counseling, Mobile Outreach Services, Available 24/7

Valley Creek Crisis Center 610-280-3270 or 610-918-2100  Toll free 1-877-918-2100

Chester County Consumer-run Warm Line  866-846-2722

Offers peer support or information about mental health services. Staffed by trained, paid mental health peer specialists. Toll-free. Monday-Friday from 2-8 pm, Sat-Sunday from noon – 6 pm.

  • MONTGOMERY COUNTY: 24 hour/7 Day a Week Hotline 610-279-6100
  • DELAWARE COUNTY: mobile crisis team 1.855.889.7827
  • BERKS COUNTY: immediate crisis intervention services 610-236-0530
  • PHILADELPHIA COUNTY: 24 hour Mental Health Delegate Line  215-685-6440

ABOUT

We are an approved Provider by the Department of Human Services (DHS) in the Commonwealth of Pennsylvania, qualified by the Office of Developmental Programs (ODP). We are subject to 55 PA Code 51 and 52 rules and regulations. Provider Qualifications and Verification Requirements are continuously updated. We also are governed by Federal, State and Local requirements. HCBSP must meet applicable waiver amendments, have valid MA provider agreements and be monitored by Departments on a regular basis but guaranteed every 2 years.   HCBSP is a referral agency providing Home & Community Services including: In-Home & Community Supports (regular and enhanced), Community Participation Supports, Companion, Behavioral Services, Respite (short-term and overnight) and Supported Employment services. Our licensure and certification is integral to our success.

WELCOME DIRECT SUPPORT PROFESSIONALS (DSPs)

Welcome to the Home Community Base Services Provider (HCBSP) family! We are delighted that you have decided to register and join our team!  Direct Support Professionals (DSPs) work directly with people who have Developmental or Intellectual Disabilities (IDD). DSPs aim to assist individuals in discovering their full potential. Through their services, they help others become engaged and integrated into their communities, helping them learn how to maneuver through the world. The job for a DSP can be filled with long hours and challenging responsibilities, but the work you perform is crucial to the individuals you serve on a daily basis.

DSP CODE OF ETHICS

National Alliance for Direct Support Professionals Foundation, Inc.

Person-Centered Supports: As a DSP, my first allegiance is to the person I support; all other activities and functions I perform flow from this allegiance.

Promoting Physical and Emotional Well-Being: As a DSP, I will commit to promote the emotional, physical, and personal well-being of the people I support. I will encourage growth and recognize the autonomy of those receiving support while being attentive and energetic in reducing the risk of harm.

Integrity and Responsibility: As a DSP, I will support the mission and vitality of my profession to assist people in leading self-directed lives and to foster a spirit of partnership with the people I support, other professionals, and the community.

Confidentiality: As a DSP, I will safeguard and respect the confidentiality and privacy of the people I support.

Justice, Fairness and Equity: As a DSP, I will affirm the human rights as well as the civil rights and responsibilities of the people I support. I will promote and practice justice, fairness, and equity for the people I support and the community as a whole.

Respect: As a DSP, I will respect the human dignity and uniqueness of the people I support. I will recognize each person who I support as valuable and promote their value to our communities.

Relationships: As a DSP, I will assist the people I support to develop and maintain relationships.

Self-Determination: As a DSP, I will assist the people I support to direct the course of their own lives.

Advocacy: As a DSP, I will advocate with the people I support for justice, inclusion, and full community participation.

CONDUCT OF DSPs and BSCs

HCBSP expects DSPs and BSCs to follow rules of conduct that will protect the interest and safety of everyone involved and the company. It is not possible to list all the forms of behavior that are considered unacceptable in providing services. The following are examples of infractions of rules of conduct that are unacceptable:

  • Theft or inappropriate removal or possession of property
  • Falsification of timekeeping records
  • Working under the influence of alcohol or illegal drugs
  • Possession, distribution, sale, transfer, or use of alcohol or illegal drugs while providing services or while operating employer-owned vehicles or equipment.
  • Fighting or threatening violence while providing services
  • Boisterous or disruptive activity while providing services
  • Negligence or improper conduct, leading to damage of client or company property
  • Insubordination or other disrespectful conduct
  • Violation of safety or health rules
  • Smoking in prohibited areas
  • Sexual or other unlawful or unwelcome harassment
  • Possession of dangerous or unauthorized materials, such as explosives or firearms while providing services
  • Excessive pattern of not being able to provide services that you have agreed to or any absence without notice
  • Expired or suspended driver’s license
  • Unauthorized use of telephones, mail system, or other company-owned equipment
  • Unauthorized disclosure of business “secrets” or confidential information
  • Unsatisfactory conduct

Registration with Home Community Base Services Provider, Inc. is at the mutual consent of HCBSP and the DSP or BSC, and either party may terminate that engagement at any time, with or without cause, and with or without advance notice.

OUR MODEL

HCBSP is a referral provider. Registering with HCBSP is not a guarantee that opportunities to serve clients will be available and/or located. All professionals contracting through HCBSP are classified and compensated as self-employed independent contractors.

You are an independent contractor meaning that you are self-employed and not an employee of HCBSP. Being a 1099 independent contractor means that you are self-employed and will receive 1099 compensation for your services. As an independent contractor, it is your decision to accept, decline, or resign a position offered to you. You are responsible for your own tax deductions and benefits. HCBSP will not deduct any payroll taxes such as those for Social Security, FICA, FUTA, SDI, Medicare, etc. As an independent contractor, HCBSP does not provide any benefits such as healthcare insurance, tuition reimbursement, paid vacation days or paid sick leave. For detailed information on how to file taxes as an independent contractor, please speak with a qualified tax accountant, tax attorney or visit the Internal Revenue Service at: www.irs.gov/Individuals/Self-Employed. If you still have materials to submit, please note that we cannot refer you to a client until those documents have been received by HCBSP.  You can locate the necessary documents on our website www.hcbsprovider.com.

ORGANIZATION DESCRIPTION -WHAT WE DO:

We specialize in providing professional in-home and community care for individuals with special needs who are not ready to leave their home for an assisted living facility, nursing home, or other living situations. We provide our clients with In-Home & Community Supports (regular and enhanced), Community Participation Supports, Companion, Behavioral Services, Respite (short-term and overnight) and Supported Employment. Services may include assistance with Activities of Daily Living: personal grooming and hygiene, dressing, making meals, maintaining a clean living environment, laundry. Healthy Lifestyle services may include assistance with nutritious meal planning, regular exercise, working on prescribed therapies/exercises, medical care, mental health care, communication/social skills. Financial Management services may include assistance with managing personal resources, general banking, balancing accounts, recordkeeping. Community Living services may include assistance with safely accessing community settings, developing personal interests. These services provide social interaction to reduce isolation and improve the quality of their life. HCBS will take an active role in promoting and tracking an individual’s health care appointments, screenings, and follow-up are completed as prescribed.

Our Behavioral Services unit is directed by a certified behavioral analyst (BCBA) who supervises our Behavioral Specialist Consultants. This service enhances the development, abilities and choices for individuals with different kinds of disabilities. Service includes a comprehensive assessment, the development of strategies based upon the assessment, and the provision of interventions and training to individual, staff, parents and caregivers. Dual Diagnosis: If a MH diagnosis is listed in the ISP for the individual, HCBS will support the team to ensure all the needs of the individual are being met as specified in the ISP.  We will collaborate with the assigned Supports Coordinator to obtain appropriate MH service(s) for the individual that we serve.

WHO NEEDS OUR SERVICES?

As the population begins to age out of school and get older, there are more and more people who can benefit from our services. Many people don’t understand that there is an alternative to moving out of their home into an assisted living facility, nursing home or some other living situation. In fact, most people want to remain at home for as long as possible. We can help!

Services for Deaf Individuals

In accordance with the ODP bulletin 00-14-04, DSPs and BSCs are required to provide any communication assistance deemed necessary in the ISP for a client who is deaf.  If HCBS has difficulty fulfilling this need, they may contact the ODP Deaf Services Coordinator. If there are any other communication needs deemed necessary that are not identified in the ISP, HCBS will contact the client’s supports coordinator.

HCBS administrative staff will complete ODP’s required training. Administrative Staff is defined as any person in a management, directorial, or executive role who will have contact with deaf participants or be involved in the provision of services to deaf participants.Required trainings are:

Department’s training on deaf culture

  • the unique needs of this population
  • Department’s expectations of the Provider with respect to the provision of effective communication
  • How to document the signing skills of staff and/or other components of service related to effective communication identified in a class member’s ISP
  • When and how to contact the Deaf Services Coordinator

A certificate of completion for the ODP Training entitled “ODP Deaf Services for Provider Administrators and Agencies” can substitute the required trainings listed above.

VISION

HCBSP believes that every individual has a right to choose their own path and goals to achieve a meaningful life. We promise to provide professional and dedicated support so individuals can make their dreams and hopes become realities. This might include getting a job, living more independently, learning new skills or developing positive relationships within their community. We are committed to promoting physical and mental health wellness by identifying wellness resources and sharing the information with individuals and families via our website. individual’s health care appointments, screenings, and follow-up are completed as prescribed.

We are guided by the principles detailed in ODP’s initiative:

EVERYDAY LIVES – VALUES IN ACTION

  1. We value what is important to people with disabilities and their families who are striving for an everyday life. An everyday life is about opportunities, relationships, rights and responsibilities. It is about being a member of the community, having a valued role, making a contribution to society, and having one’s rights as a citizen fully respected. It is a vision that we should all be working toward together.
  2. People with disabilities have a right to an everyday life that is no different than that of all other citizens.

MISSION

Our mission is to ensure a better quality of life for our clients and their families by providing dependable and responsive care. We are a trusted and respected organization that takes a responsible role in supporting our clients, their families, our Direct Support Professionals, and our community. Our unique model as a referral resource enhances our ability to offer exceptional in-home and community services.

CLIENT BILL OF RIGHTS

As a client of Home Community Base Services Provider (HCBSP), you have the right to:

  • Be fully informed of all your rights and responsibilities.
  • Be informed about the plan for services and be involved in the development of your plan.
  • Be advised of any change in the services before the change is made.
  • Accept or refuse services.
  • Be fully informed of company policies and changes for services, including eligibility for third party reimbursements.
  • Be informed of the contact numbers of supervisory personnel.
  • Be informed of complaint procedures.
  • Privacy, including confidential treatment of records and to refuse release of records to any individual outside the company except in the case of the client’s transfer to be a healthcare facility, or as required by law or third party payment contracts.
  • Have property and residence treated with respect.
  • Receive a timely response from the company to your request for service.
  • Written notice of the contact information for the state licensing authority.
  • Voice grievances and suggest changes in service or staff without fear of recrimination or discrimination.
  • Be informed of what to do in the event of an emergency.
  • Pursue personal relationships and your sexuality and experience a life that is no different than that of individuals without disabilities, without being neglected, exploited, or abused.
  • Be actively supported with transition to competitive, integrated employment if you chose to pursue this.
  • Access to food while receiving our services, in accordance with any prescribed dietary or health recommendations.
  • Update your choices about activities that become important to you.
  • Receive services in a variety of integrated service locations.
  • Receive information about victim’s assistance services and support to access those services.

CLIENT RESPONSIBILITIES

  • Inform the office of any major changes in your health status or condition.
  • Cooperate with personnel without discrimination, as to color, religion, sex, national or ethnic origin.
  • Make a family member or substitute available, who will assume a primary caregiver role when staff is not in your home.
  • Give relevant information to Home Community Based Services about your care needs.
  • Build mutual trust and cooperation with your Direct Support Professional and/or Behavioral Specialist Consultant.

Discrimination Policy

We do not discriminate on the basis of race, color, national origin, religious creed, ancestry, sex, age or disability, as used in Title VI and Title VII of the Civil rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, The Age of Discrimination Act of 1975, Americans With Disabilities Act of 1990 and/or the Pennsylvania Human Relations Act of 1955, as amended. Reasonable accommodations will be provided for handicapped employees. Complaints can be written and filed with the Office of Equal Opportunity www.eeoc.gov  phone #: 1800-669-4000, Pennsylvania Department of Health 717-783-1379, and/or the Pennsylvania Human Relations Commission 717-787-4410 717-787-4087 TTY .

BUSINESS ETHICS & CONDUCT

HCBSP’s reputation is built upon the principles of fair dealing and ethical conduct of our DSPs and BSCs. Our reputation for providing excellent customer experience requires stringent adherence to federal, local and state laws, as well as the ethical conduct of our administrative staff and DSPs. The continued success of HCBSP is dependent upon our clients’ trust. We are dedicated to preserving that trust. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor and, if necessary, with the owner for advice and consultation.  Compliance with this policy of business ethics and conduct is the responsibility of every Direct Support Professional, Behavioral Specialist Consultant and administrative staff.

RECORD ACCESS and RETENTION

Our provider records for home and community based services are retained pertaining to and in accordance with the Government Auditing Standards (GAGAS), also known as the Yellow Book. In our instance we are subject to OMB Circular A-133 (Single Audit); Title 45, CFR 74.26 (federal guidance regarding audit requirements of for-profit entities) and any other federal requirements. Therefore, we have electronic records and paper records which are kept for 7 years per United States Internal Revenue requirements. Records documenting claims, payment and delivery of services must be true, accurate and complete pursuant to Chapter 51.15. The use or disclosure of records outside of the implementation of the client’s ISP is prohibited. DSPs and BSCs must receive permission to view any documents or reports that pertain to the client.

IMMIGRATION LAW COMPLIANCE

Home Community Base Services Provider is committed to working exclusively with United States citizens and resident aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, each new DSP and BSC, as a condition of their registration with HCBSP, must present documentation establishing identity and U.S. citizenship or resident alien status. Former DSPs and BSCs who are rehired must also provide this documentation.

CONFLICTS OF INTEREST

The purpose of these guidelines is to provide general direction such that DSPs and BSCs can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the office for more information or questions about conflicts of interest. A conflict of interest can occur when a DSP or BSC is in a position to influence a decision that may result in a personal gain for that DSP or BSC or for a relative as a result of HCBSP business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the DSP or BSC is similar to that of persons who are related by blood or marriage. No “presumption of guilt” is created by the mere existence of a relationship with outside clients or care firms. However, if DSPs or BSCs have any influence on transactions involving care agreements, it is imperative that they disclose to the office as soon as possible. Any and all time worked for the client must be put on time sheet. DSPs and BSCs must notify the office if the client offers them gifts-monetary or otherwise. DSPs and BSCs are specifically prohibited from making private arrangements with or provide care independently to any client during their engagement with HCBSP and for one year thereafter when engagement ends. Any violation of this policy will result in the DSP and/or BSC financial liability to Home Community Base Services Provider in accordance with non-competition agreement signed at the commencement of their registration.. Minimum penalty is $1,000. The protocol to take when a provider meets a conflict of interest addresses: unbiased decision making by administration and staff, no involvement of board members with other provider agencies that are not in accordance with ethical standards of financial and professional conduct, documented procedures to determine whether a conflict of interest exists within the organization. The procedure to take includes: reviewing of the conflict by administration, interview of members of the conflict, and take steps relevant to the issue in order to resolve conflict, whether it be retraining, redirecting a DSP or BSC to another client, or redirecting a client to another provider.

NON-DISCLOSURE

The protection of confidential business information and trade secrets is vital to the interest and the success of Home Community Base Services Provider, Inc. Such confidential information includes, but is not limited to, the following examples:

  • Pending services and proposals
  • Referral source list
  • Compensation data
  • Computer processes
  • Computer programs and codes
  • Client list
  • Client preferences
  • Financial information
  • Labor relations strategies
  • Marketing strategies

All DSPs and BSCs are required to sign a non-disclosure agreement as a condition of their registration. DSPs or BSCs who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of their registration and legal action, even if they do not actually benefit from the disclosed information.

DISABILITY ACCOMMODATIONS

HCBSP, Inc. is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in registering qualified persons with disabilities. All registration practices and activities are conducted on a non-discriminatory basis. Registration procedures have been reviewed and provide persons with disabilities meaningful opportunities to provide services. Registration inquiries are made only regarding an applicant’s ability to perform the services they will be required to perform for clients. . Reasonable accommodations will be made for all disabled DSPs and BSCs in accordance with the law.  Qualified individuals with disabilities are entitled to equal opportunity for referral of clients. HCBSP, Inc. is also committed to not discriminating against any qualified DSPs or BSCs because they are related to or associated with a person with a disability. HCBSP, Inc. will follow any state or local law that provides individuals with disabilities greater protection than the ADA. This policy is neither exhaustive nor exclusive. HCBSP, Inc. is committed to taking all other actions necessary to ensure equal opportunities for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.

DAMAGED PROPERTY PROCEDURE

In the event that an individual’s property is lost or damaged, the provider shall either replace property that was lost or damaged, or pay the participant the replacement value for the lost or damaged item if confirmed by the provider. There will be a review of circumstances that took place when the property was damaged or lost.

PERSONAL DATA CHANGES

It is the responsibility of each DSP and BSC to promptly notify HCBSP of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personal data has changed, notify the office.

DRUG TESTING

HCBSP is committed to providing a safe, efficient, and productive environment for all clients, DSPs, BSCs.. Using or being under the influence of drugs or alcohol while performing services for a client or while travelling to or from a client’s location, or while at a client’s location may pose serious safety and health risks. DSPs and BSCs who violate this policy will be subject to termination of their relationship with HCBSP.

TRAINING

Qualified, well trained DSPs and BSCs are critical for the success of the company and the provision of ethical services to the individuals in our care. Therefore we offer annual training mandated by the Department of Human Services and required for DSPs and BSCs to provide services for clients. Training will be offered approximately four times during the fiscal year.

Currently, DHS and ODP mandate annual training in: incident management training on preventing, recognizing, reporting and responding to incidents and assuring a participant is safe, pursuant to 55 Pa Code Chapter 51 Section 51.17 (k).   In addition, we offer training on:

  • Policy on intellectual disability principles and values
  • Training to meet the needs of a participant as identified in the ISP
  • QM plan
  • Identification and prevention of abuse, neglect and exploitation of a participant
  • Recognizing, reporting and investigating an incident
  • Participant grievance resolution
  • Accurate billing and documentation of HCBS delivery.
  • training on the Provider’s Emergency Disaster Response plan that addresses individual’s safety and protection, communication and/or operational procedures.
  • Consumer control and the independent living philosophy.
  • Instrumental activities of daily living.
  • Recognizing changes in the consumer that need to be addressed.
  • Basic infection control.
  • Universal precautions.
  • Dealing with difficult behaviors.
  • Back up plans for individuals, based on their ISP

Certain topics can be fulfilled by other agencies, but proof of training is required by the state.  A certificate is required with participant’s name, topic, dates of training and agency that provided the training.

BACK UP PLAN

While Home Community Base Services Provider Inc., will make every effort to locate a back-up staff member in the event the primary staff member cannot fulfill their shift, this cannot be guaranteed. HCBS Provider asks all staff members to provide the family, consumer and agency with a minimum 24 hours’ notice unless there is an extreme emergency prior to canceling services. However, HCBS Provider cannot guarantee replacement staff even with ample notice. Additionally, HCBS Provider will only provide back-up staff when doing so will be clinically beneficial. For example, a staff member who is not trained on a consumer’s support plan will not be used as a back-up staff for that consumer, regardless of his/her availability. In cases where a clinical specialist is assigned to the consumer, the clinical specialist may serve as primary back-up. In the event he/she is not available, any other staff member trained on the support plan will be asked to provide services. If no one appropriate is available, staff will arrange to reschedule services with the family/consumer if the family/consumer chooses.  HCBS Provider, Inc.   610-453-5005 Main Contact: Administrative Director Jennifer Shaffer jennifer@hcbsprovider.com

Alcohol/Smoking

No alcoholic beverages are allowed at any HCBS training or client assignments. Additionally, no smoking is allowed at any client’s venue or inside the Office.  Everyone’s cooperation with these important health and safety requirements is greatly appreciated.

Dating

It is HCBS’ policy that the relationship between DSPs and BSCs and clients be professional at all times for the safety of all participants and that dating or having a sexual relationship with any client presents the appearance of impropriety. If a DSP or BSC desires to have a personal relationship with a client or a member of a client’s household, the DSP or BSC should immediately disclose this to HCBS. At that point, HCBS shall determine if it is appropriate to terminate the relationship between HCBS and the DSP or BSC. Similarly, In the event that HCPS learns of any dating or sexual relationship, HCBS shall determine if it is appropriate to terminate the relationship between HCBS and the DSP or BSC.

HCBS respects the rights of clients to have the full range of human relationships available to other human beings. This policy shall not be interpreted as a limitation on the rights of clients.

TRANSPORTING INJURED/SICK PERSONS

If an injured or sick client needs medical treatment as a result of an injury sustained or becoming sick while a DSP or BSC is providing services, it is the recommendation of HCBS that transportation of the injured or sick person be handled by a professional ambulance service.  Do not attempt to move or treat the client. Top priority is to ensure the health and safety of the client. Contact the nearest medical personnel immediately. Contact 9-1-1 for emergency medical services. Inform the HCBS administrative staff and client family/SC/team as soon as possible.

Reporting Incidents

DSPs and BSCs shall be familiar with how to handle incidents involving clients that are required to be reported under applicable Commonwealth of Pennsylvania regulations for the Department of Human Services. After ensuring the client’s health and safety, immediately report all incidents to HCBS administrative staff. Blank copies of incident reporting forms are available on the HCBS web site.