Bees Knees, LLC

1. Bees Knees, LLC Respite, Habilitation, and Attendant Care “Bee Exceptional”

2. Bees Knees, LLC Respite, Habilitation, and Attendant Care Training

3. Forms, Policies, and Procedures As a respite, habilitation, and attendant care provider, you will provide in-home services working with clients. Your responsibilities will vary based on your position and the individual needs of your clients. This portion of the training will familiarize you with the process of working as a provider and the Bees Knees forms, policies, and procedures that you will be responsible for using. There are many links to various forms throughout this portion of the training. You can click on the link for a quick reference to the form. You can also access all forms on our website at www.beeskneesaz.com. This presentation is also available on the website: • Getting Started • Working With Clients • Timesheets • Timesheet Worksheet • Gaps • Incidents • Important Points • Part II Test Estimated Completion Time: 3 hours

4. You Are An Important Part Of Your Client’s Life You are a role model and a companion for your clients. They will look forward to seeing you. Ideally, you will become a very important person in their lives. The more you get to know them, the more you will bond with them. Use the time you have to truly get to know them and build the groundwork for a life-long relationship. Do not take your position lightly. You are providing a very meaningful service for your clients and their families.

5. What Is My Job As A Respite Provider? Respite Providers: As a Respite Provider, you will be supervising and caring for a person in order to relieve caregivers/parents so they can go to a movie, out to dinner, take a vacation, or even take a nap. Respite may be provided overnight. If parents request that you stay with the client overnight, please notify me in advance, as this does require additional authorization.

6. Consecutive Hours for Respite If you are planning on working for 13 or more consecutive hours, you need to let me know in advance. This falls under a different rate and is paid as “Respite Daily” rather than “Respite Hourly.”

7. What Should I Do During Respite Sessions With My Client? As a Respite Provider, you are NOT a babysitter. Although you are providing all basic caregiving needs, Bees Knees prides itself on providing quality care, above and beyond. You will need to tend to all basic needs of the client. For example, feeding, changing diapers, brushing teeth, etc. When you have spare time to spend with your client, try to engage them in activities that spark their imagination and appeal to their personal interests. You are not just there to “watch” them. Use the time to truly engage them as an individual. For example, rather than watching television- read a book with them, or play a game.

8. Here are some ideas… Some suggested activities you might do with your client as a respite provider: • Play a board game • Puzzles or card games • Read a book • Play catch or sports • Actively participate in playing with toys • Crafts • Community activities (with proper authorization) • Other activities of interest specific to your client Some activities to try to avoid as a respite provider: • Watching television • Playing video games

9. Habilitation Providers: As a habilitation provider, you will be working on specific goals which are outlined in a client’s ISP. This service uses a variety of methods designed to maximize the person’s abilities, such as habilitative therapies, special developmental skill instruction, behavior intervention, and sensory-motor development. Habilitation teaches clients communication, social, life, motor, and cognitive skills. Habilitation providers are required to take a Skill Building/ISP training course, which explains the above information in greater detail. You will also learn more about habilitation in the Habilitation portion of the training presentations. As a habilitation provider, you are qualified to also provide respite and attendant care. Keep in mind that the pay rate for these service differs from your habilitation pay rate. What is My Job as a Habilitation Provider?

10. Attendant Care Providers: Attendant Care providers will supply the needed services to an individual in order for them to remain in their home and participate in work or community activities. Providers will assist the individual with maintaining a safe and sanitary living environment, personal cleanliness, and activities of daily living as indicated in the Attendant Care Assessment of the ISP. What is My Job as an Attendant Care Provider?

11. Some duties of the provider may include: Bathing Dressing Feeding and meal preparation Shopping Cleaning Assistance in participation in community activities What is My Job as an Attendant Care Provider?

12. So How Do You Get Started? After you have turned in all your employee paperwork and completed all required training, Mickey and I will assist you in setting up interviews with clients in the geographical area that you would like to work. You must have ALL employee paperwork turned in and ALL training completed before we can begin setting up your interviews! We receive referrals/service inquiries from DDD for various services. We then contact the parents on the referral and inquire if they are still in need of respite, habilitation, and/or attendant care services. If so, we will discuss the specific scheduling needs and client needs with the parents and determine potential providers to match their needs. First… You will need clients.

13. Interviews There are 2 different ways that interview scheduling may occur. This is based on parent preference. More than likely, you will do one of the following: • You contact the parent directly to set up an interview: Once we have established that the parent would like to have potential providers contact them by phone, we will provide you with their contact information so that you can call them and set up a time to meet. This gives parents a chance to speak with you on the phone before meeting in person- almost like a preliminary interview for both of you. They can get a feel for your personality and you can get a feel for their personality as well. This gives both of you an opportunity to ask any “make or break” questions prior to meeting as well as just gain some basic knowledge about each other and the situation. **Once you have scheduled any interviews, please let us know.

14. Or… • We will set up the interview time for you: Some parents are not comfortable having providers contact them directly. They may prefer that Mickey or I be the representative from Bees Knees for all interview scheduling and your liaison with them during this period. In this case, it is imperative that you communicate your schedule and needs with us in order to have a successful interview process. Based on your interview availability, we will schedule the interview for you and confirm the time with you.

15. Remember… • When you interview with parents, you are representing Bees Knees. Please remember to present yourself in a professional and honest manner. • The parents are not only interviewing you. This is also your chance to see if you are comfortable with the situation and make sure that you are a good match for each other. • If you have set up the interview yourself, please be sure to contact the parents the day prior to the interview to confirm. If we have scheduled the interview for you, we will contact parents to confirm. • If you need to reschedule for any reason, please contact the parents as soon as possible with schedule changes. Please let us know about these changes as well. • This is your first impression with parents. Make sure to be punctual and professional.

16. Are You Paid For Interviews? Yes. You will be paid for ½ hour at minimum wage for interviews. (Up to 4 interviews for full-time providers and up to 3 interviews for part-time providers.) Make sure to list all interviews on a timesheet. These can be listed on a regular timesheet. You will just write in “I” in the “Service” column. Please specify which client each interview was for. Do NOT include this in your total hours at the top of the timesheet.

17. How Long Does It Take To Get Clients? The amount of time this interview process will take and the time it takes to fill your schedule with your desired amount of clients and hours can vary. There are several factors that can effect the amount of time this will take: • The amount of clients available at that time- Client needs vary from day to day. Sometimes there may be several clients in your area, sometimes there may not be. Also, are the clients available at that time, the right clients for you? • How well you interview • How flexible you are • Areas you want to work in • Families and clients you want to work with • Availability for interviews and schedule availability • Your experience level (more experience is often more desirable to parents) • How reliable, aggressive, and committed you are to the interview process

18. We will always do our best to fill your schedule as quickly as possible. Please feel confident that we will do everything we can to assist you in this process and find families for you. We cannot guarantee the amount of time this will take. For some, it could take a week, for some a month. Every situation is different. We may have better insight regarding your specific situation. Our goal is to find great matches for you and our clients and create a long-term match that works for everyone involved.

19. Timing is Everything! If we give you a potential client to contact, CALL THEM RIGHT AWAY!!! Remember, we are not the only agency trying to provide services for these clients. If you wait even a short amount of time to call, it may be too late. They may find another provider and you will have lost the chance to meet with them. Remember that you need to be aggressive in this process in order to fill your schedule as quickly as possible. We will work hard to find you clients, but ultimately it is up to you as to whether or not those clients work out.

20. How Many Clients Do I Need? The amount of clients you will need depends on: • The amount of hours you want to work per week • The amount of service hours each of your clients have For example, if you are hoping to work 40 hours a week, you might have one client with 10 hours a week and two clients with 15 hours a week each. This would be 3 clients to equal 40 hours. Maybe you have clients with less hours per week. In this case, you would need more clients. Maybe you have clients with more hours per week. In this case, you would need less clients. You can have as many or as few clients as you need to fill your schedule. This is a puzzle that we will work out during the scheduling and interview process to create the best schedule for you.

21. What Do I Do If My Interview Goes Well And They Want Me To Start Working With Them? If after an interview, you and the family feel that it is a good match, you will need to let us know right away. We will contact the family and make sure that we get authorization through DDD to provide services for them. We cannot begin providing services for them until we have authorization through DDD. We will speak with them about orientation information and we will schedule an orientation session. This session involves you, the parents, and one of the owners.

22. Orientation With Your Client Once you have found a good match with a client and their family, we will set up a time to have an orientation meeting with them. This will be an orientation to services with the parents. When Mickey or I speak with the parents, we will let them know that for this visit, they need to fill out paperwork and have an orientation of services. After this first visit, they do not need to be present during your sessions. It is important that parents know they will be participating in an orientation session so that they can make sure they are present and able to focus on the information. We will let them know in advance, so that they can make necessary arrangements. This is an extremely important meeting! Having a successful orientation session with the parents, will give you a much better chance of working successfully with them in the future. The more information they understand up front, the smoother things will go.

23. Orientation Scheduling Mickey our I will be scheduling the orientation meeting. In order to do this, we will need to know your schedule as well. YOU MUST BE PRESENT AT THE ORIENTATION MEETING. Please make sure to communicate your schedule with us so that we can successfully schedule this meeting.

24. Getting To Know the Parents and the Client Orientation will give you a great deal of insight on the client’s needs as well as the parent’s needs. This will help you provide services tailored to these individual needs. Orientation gives you a chance to discuss the client and their ISP. This will help you get to know important information that will help you when working with your client. You will be spending a good amount of time with the parents and the client in the future. Get to know them as people and use this as a chance to develop a relationship with them.

25. Orientation Folders At the orientation meeting, parents will receive a Parent and Client Orientation Folder with all the necessary orientation forms and information. The orientation folder is for the parents to keep. They will keep some of the documents inside the folder and we will collect some of the documents from them after they are filled out or signed. These forms are available to you on the website and within this presentation for your reference.

26. Each Folder Is Tailored To Your Client’s Needs Each folder will contain forms relating to all services that we will be providing for them. They will also contain personal information for the client regarding their authorized hours and personalized contact information for the parents.

27. Mickey or I Will Lead the Orientation You will not be responsible for running the orientation meeting. Either Mickey or I will do that. For attendant care as a sole service, Cal will conduct the orientation meeting. You do, however, need to be present at the meeting and be familiar with the orientation information.

28. Orientation Forms We will be going over the following forms at the orientation meeting: • Orientation Checksheet • Important Contact Information • Parent Contact Information • Photo Consent Form • DDD Authorized Hours • Parent Welcome Letter • Definition of Services Form • Important Points for Parents Form • Agreement for Services • HIPAA Form • “The Buzz About Me” packet • Calendar • Consumer Rights and Responsibilities Packet • ISP • Timesheet

29. Orientation Forms The following slides contain links that will take you to the corresponding documents. All of the links from this training are also available on the website at www.beeskneesaz.com.

30. Orientation Checksheet This form will walk you through all the documents that we will go over during orientation. We will initial next to each item after we go over that item. The checksheet lists the items in a logical order for presentation. This should help us stay organized and ensure that we do not accidentally overlook anything. We will take this form with us after the orientation meeting and place it in the client file.

31. Important Contact Information Quick reference contact info for parents.

32. Parent Contact Info for Providers Quick reference of parents’ contact info for you.

33. Photo Consent Form Allows us to post pictures on the website.

34. DDD Authorized Hours Amount of service hours available to client and date of renewal.

35. Parent Welcome Letter Welcomes parents to Bees Knees. This sample shows you a welcome letter for all three services. Each welcome letter will only show the services we are providing for that client.

36. Definition of Services Form Defines the services we will be providing. This sample shows definitions for all three services. Only the services that we will be providing for the client will be listed.

37. Important Points for Parents Form This form briefly explains important policies and information that parents need to know.

38. Agreement for Services We will take this with us for the client file and make a copy for you and for the parents.

39. Notice of Privacy Practice(HIPAA) We will take this signed acknowledgement form with us for the client file.

40. “The Buzz About Me” Packet This packet is EXTREMELY important. This provides us will all pertinent information regarding the client and their needs. This includes contact information, medical information, daily routines, etc. This will help you get to know your client and better understand their needs. We will take this form with us for the client file and we will provide you with a copy as well. Remember that we have a responsibility to our clients to keep all information confidential.

41. Calendar You will need to develop a calendar/scheduling system that works for you and the family. For example, this could be a traditional calendar, the calendar in your smart phone, or a day planner. Just make sure that you and the family are coordinating your schedules and that you are keeping track of your schedule.

42. Consumer Rights and Responsibilities This is a State issued packet for the parents’ reference which provides information regarding changing qualified vendors. (Bees Knees is a qualified vendor.)

43. Copy of the Client’s ISP We will request this from the client’s support coordinator prior to orientation. Ideally, we will have this for orientation, but sometimes it takes time for the support coordinator to fax a copy to us. The ISP will give you extreme insight into the needs, goals, and history of your client. It will also give you the client’s support coordinator’s name and contact information. If you are providing habilitation, you will be going over the outcomes established in the ISP in order to establish your goals. For respite and attendant care, you will want to check for any specific guidelines for these services in the ISP. If we do not have the ISP at the time of orientation, we will have to review this information at a later time.

44. Timesheet So You Can Be Paid!!!

45. Remember that we have a responsibility to our clients to keep all information confidential.

46. Don’t Forget To Fill Out the Timesheet at Orientation! Remember to fill out the timesheet at your orientation, so that you can document your orientation session and have the parents initial the timesheet. On your timesheet for this client, just label this as “O” for “orientation” in the “Service” column. Do NOT include this in your total hours at the top of the timesheet. This will not count against the client’s hours.

47. What Am I Paid For Orientation? You will be paid for 1 hour at minimum wage for orientation with your client. This is a chance to go over paperwork and information with parents regarding services. This is not a time when you are actually working with the client. Therefore, this cannot count against their hours.

48. Where Do I Find Copies of These Forms? • Our website at www.beeskneesaz.com. You can print these forms from the website or download and save them to your computer. • Through this presentation • From the owners- You can request any of these forms at any time from us.

49. Know The Forms It is extremely important that you not only have the forms, but that you also fully understand the information in the forms. You should be well versed in the event that parents ask you questions regarding these forms or the policies within them. Please take time to thoroughly read through all the forms so that you have a strong understanding of all information in the forms. If you have any questions, please contact me. Some of the questions on your training test will be about the material included in these forms.

50. What Copies of Forms Should You Have After Orientation for your own Client File? • Agreement for Services • “The Buzz About Me”- Client Information Packet • Calendar with tentative schedule • Copy of the client’s ISP (as soon as available) • Any notes you may have taken • Habilitation Objectives Page (Habilitation Only- explained in Habilitation section of training) • Timesheet- To continue adding to until timesheets are due (addressed later in this training).