1	"Vendor Conference for the" Vendor Conference for the Western District of Missouri Probation and Pretrial Services Office
2	"Presented by" Presented by Dana Chance & Stephanie Wiley Drug and Alcohol Treatment Specialist
3	"Springfield" Springfield U.S. Courthouse 222 N. John Q. Hammons Parkway, Room 1500 Springfield, MO 65806 Jefferson City U.S. Courthouse 80 Lafayette Jefferson City, MO 65101
4	"The Pretrial Office wrote 808..." The Pretrial Office wrote 808 Bond Reports. Supervised 435 defendants who were on bond. Supervise defendants through sentencing and/or voluntary surrender to the Bureau of Prisons to begin service of sentence. Presumed innocent Least restrictive bond conditions Goal is to keep individuals on bond…not revoke.
5	"772 Presentence Investigation Reports were..." 772 Presentence Investigation Reports were written, district wide 1777 Offenders are being supervised per year district wide. Supervise defendants through the term of supervised release (TSR) or Probation Length of supervision can be between 1 year and life depending upon the conviction
6	"Overview" Overview www.bop.gov
7	"The Federal Bureau of Prisons..." The Federal Bureau of Prisons protects society by confining offenders in the controlled environments of prisons and community-based facilities that are safe, humane, cost-efficient, and appropriately secure, and that provide work and other self-improvement opportunities to assist offenders in becoming law-abiding citizens
8	"Total Number – 207,982" Total Number – 207,982 14,005 Offenders were in Community Corrections Centers or on Home Confinement. In 2007… 22,105 Inmates participated in Drug Abuse Education Courses. 18,278 Inmates participate in Residential Drug Abuse Programs. 13,014 Inmates received nonresidential treatment. 16,517 Inmates participated in transitional drug abuse treatment at Community Corrections Centers.
9	"Average Age – 38" Average Age – 38 Male - 93.4% Female - 6.6% White – 57.3% Black - 39.2% Hispanic – 32.4% Education – High School - 37.5% Education – Some College – 30.2%
10	"Drug Offenses" Drug Offenses: 100,352 (51.9 %) Weapons, Explosives, Arson: 29,120 (15.1 %) Immigration: 21,689 (11.2 %) Robbery: 8,838 (4.6 %) Burglary, Larceny, Property Offenses: 6,811 (3.5 %) Extortion, Fraud, Bribery: 9,504 (4.9 %) Homicide, Aggravated Assault, and Kidnapping Offenses: 5,490 (2.8 %) Sex Offenses: 7,276 (3.8 %) Banking and Insurance, Counterfeit, Embezzlement: 849 (0.4 %) Courts or Corrections: 662 (0.3 %) Continuing Criminal Enterprise: 537 (0.3 %) National Security: 98 (0.1 %)
11	"Less than 1 year" Less than 1 year: 3,588 (1.9 %) 1-3 years: 23,822 (12.3 %) 3-5 years: 28,371 (14.7 %) 5-10 years: 57,755 (29.9 %) 10-15 years: 38,541 (19.9 %) 15-20 years: 16,726 (8.6 %) More than 20 years: 18,532 (9.6 %) Life: 6,007 (3.1 %) Death: 51
12	"Mid-Atlantic Region – Maryland" Mid-Atlantic Region – Maryland North Central Region – Kansas Northeast Region – Pennsylvania South Central Region – Texas Southeast Region – Georgia Western Region - California
13	"Drug Education" Drug Education Non-residential Drug Abuse Treatment Residential Drug Abuse Treatment Transitional Drug Abuse Treatment
14	"Available at every Bureau Institution" Available at every Bureau Institution Educated on Biological, Social, and Psychological costs of alcohol and drug use on their lives, the lives of their family, and their community
15	"What does this have to..." What does this have to do with me? This gives you a pretty good idea of the clients you will be treating. 96% of them will be released into the community at some point. Maybe not in our lifetime… but theirs.
16	"Case staffing with the supervising..." Case staffing with the supervising officer, DATS and treatment provider Assessed to determine the needs/frequency of substance abuse treatment Financial status is evaluated for defendant co-payment participation
17	"E-mail will contain the Prob..." E-mail will contain the Prob 45 PSI Release of Information Documents will be password protected
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22	"In client’s file signed by..." In client’s file signed by client and USPO Allows for free communication between client and treatment provider Authorization may be revoked by client at any time
23	"Service Project Codes" Service Project Codes Co-Pay Substance abuse/Mental Health/Sex Offender Treatment Goals UA/Sweat Patch Collection Amended Plans Length and frequency of Treatment
24	"See Section G.3i of BPA" See Section G.3i of BPA 0-15 minutes of treatment = .5 unit 16-30 minutes of treatment = 1unit 31-45 minutes of treatment = 1.5 units 46 to 60 minutes of treatment = 2 units
25	"When you staff the case..." When you staff the case with the officer and it is determined that a change in treatment is warranted, wait for the amended 45 before you make any changes.
26	"Counselor will address the stress..." Counselor will address the stress related to pending Court hearings. Other stressors, waiting for the PSI and receiving the PSI. Do not discuss the instant offense itself. Be aware of the peeks and valleys throughout the Pretrial Supervision. It is the fear of the unknown. Immediate needs and keeping people stable.
27	"Initial case staffing conference with..." Initial case staffing conference with probation officer to develop program plan Meet at least every 30 days (in person, by telephone or e-mail) with probation officer Notification of missed appointments and urine tests within 24 hours Notification when treatment provider believes that a client’s needs have increased or decreased Group size ideally no more than 12 – 15 members
28	"Program Plans & release forms" Program Plans & release forms Introduction & Facilitate Communication Ensure client understands purpose & his responsibilities (Expectations) Corroborate information Set the tone
29	"Meet with USDC clients immediately" Meet with USDC clients immediately Provide monthly treatment reports Provide progress reports every 90 days Document USPO/USPSO contact Notify USPO/USPSO of no-shows Include primary diagnosis Involve the USPO/PSO Sets expectations/rules Enforces rules (with USPO/PSO) Sets goals
30	"Helps ID “payoff" Helps ID “payoff” for goal attainment Does not limit therapy where needed Individual, group, family, substance abuse, mental health, community health Only requires therapy when needed Is direct Is not abusive Supportive but not placating Reminds client meaningful change requires continuous effort Insists on participation & truthfulness DO NOT DISCUSS THE VALIDITY OF THE TESTING INSTRUMENTS
31	"Should you be called to..." Should you be called to testify in Court, please notify the DATS and/or the USPPO assigned.
32	"Counselors providing principal counseling services" Counselors providing principal counseling services Advanced degree in behavioral science Preferably psychology or social work B.A/B.S. and two (2) years drug treatment training and/or experience Certified and/or have credentials for substance abuse treatment intervention recognized by State or Local certifying agencies Paraprofessionals Only counsel under the direct supervision of, and in conjunction with, professional counselors, after first obtaining the approval of the contracting officer or his/her designee
33	"There is no project code..." There is no project code for pain and suffering. Please, please, please be familiar with the BPA and Statement of Work. Each project code has specific requirements. It is your responsibility to be familiar with and meet the expectations. As DATS we are required to ensure the requirements are met. If they are not, well, let’s just say I know peopleJ
34	"An electronic form is acceptable..." An electronic form is acceptable if it provides the same information
35	"All Services MUST" All Services MUST be signed for by defendant/officer
36	"Officer ensures Tx is sufficient" Officer ensures Tx is sufficient, but not greater than necessary Officer ensures client understands the Tx plan & requirements Officer ID’s and assists in resolving Tx obstacles (schedule/transportation) Officer alleviates fears/misconceptions of client by discussing/talking openly of Tx. This may help in motivating client.
37	"Staff with USPO/USPSO and completion..." Staff with USPO/USPSO and completion within 30 days of discharge. Officer will provide an amended 45 discontinuing services. Discuss client’s overall adjustment. Reason for termination and prognosis. Relapse prevention issues.
38	"Be available to Treatment Providers" Be available to Treatment Providers Address concerns of both the officer and Treatment Provider Provide feedback to both the officer and Treatment Provider Review MTRs to monitor program plan compliance Conduct Semi-Annual Audits to monitor contract/program compliance (to be discussed further)
39	"Health Insurance Portability & Accountability..." Health Insurance Portability & Accountability Act Website: http://www.hhs.gov/ocr/office
40	"Gives offenders right to withhold..." Gives offenders right to withhold an authorization or revoke it Rule provides no protection against revocation
41	"Requires health (treatment" Requires health (treatment) providers to implement safeguards for “PHI” Privacy Rule does not apply to judiciary; but does apply to Tx providers Imposes criminal & civil penalties on providers who disclose PHI w/o valid authorization
42	"Individual (Client" Individual (Client) Health & Human Services for investigation of compliance Attorneys (from client, not provider)
43	"Describes info to be disclosed" Describes info to be disclosed IDs who can disclose IDs who can receive disclosed PHI Sets expiration date Advises of right to revoke authorization Informs PHI may be re-disclosed Contains signature & date
44	"Client can request that PHI..." Client can request that PHI be amended Provider can deny if: Information is not accurate and complete Information was created by a third party
45	"If provider has already acted..." If provider has already acted on authorization, revocation cannot be retroactive Does not prevent Court from viewing revocation as violation of obligation to cooperate and imposing sanction(s), to include revocation & custody
46	"“Psychotherapy notes" “Psychotherapy notes” may be deemed non-disclosable Notes documenting or analyzing the contents of conversations of individual, group, or family sessions Notes may include discussions with USPO/PSO Notes should be separate from rest of record, to be deemed non-disclosable
47	"HIPAA makes treatment provider the..." HIPAA makes treatment provider the decision maker on PHI access requests HHS drug aftercare regs permit disclosure; but disclosure is not mandatory USPO/PSO is not precluded from sharing opinion with a provider about an offender
48	"provider should keep ”notes" provider should keep ”notes” separate provider may withhold PHI if it may harm the client or another Examples: Another Inmate Information given under promise of confidentiality
49	"Allows PHI to be released..." Allows PHI to be released by provider without client authorization for judicial proceedings and medical emergencies.
50	"If provider has info from..." If provider has info from another source (USPO/PSO or family, for instance) that would likely reveal source of info, provider may deny access. PSI & similar documents are in gray area – Label these as CONFIDENTIAL & Not subject to Re-disclosure. PSI, if printed, should be shredded after 6 months, at a minimum.
51	"Are they part of treatment..." Are they part of treatment or not? Would provider have any written indication of results? USPO/PSO does not have to surrender, as HIPAA not incumbent on us (we are not providers.) If Tx Providers have info, they make the decision.
52	"Call Dana or Stephanie and..." Call Dana or Stephanie and we will get the answer for you.
53	"Co-payments" Co-payments “The vendor shall: a. Be responsible for the collection of any co-payment authorized on the Program Services Plan and deduct any collected co-payment from the invoice prior to submission; … ” THE MORE CO-PAYMENTS YOU COLLECT, THE MORE MONEY YOU EARN (Administrative fee)
54	"Co-payments (cont.)" Co-payments (cont.) You may charge a “reasonable monthly fee, to administer the collection of fees from clients, not exceeding five (5) percent of the monthly funds collected.” (Section C28.d. of BPA) THIS IS FREE MONEY TO YOU!
55	"Make sure to separate invoices..." Make sure to separate invoices for Pretrial Services and Probation Invoices are to be received by the 10^th of each month If you have both a mental health and substance abuse BPA or NCPO, please separate the two invoices and provide documentation for each
56	"Make sure there is a..." Make sure there is a signature on the Authorized Administrators line
57	"This is an Excel Spreadsheet..." This is an Excel Spreadsheet formatted with all the correct project codes and prices for your contract Can be provided to you by USPPO
58	"Monthly treatment Reports" Monthly treatment Reports Sign in Logs Any evaluations which were ordered Supporting documentation for medication
59	"Once the invoice and supporting..." Once the invoice and supporting documents are received, Dana and Stephanie go through each document and compare it to part “B”. If anything is missing, we will call you. If you should have billed us more or less units, you will get an e-mail from Tammy notifying you of the change. Our automated system will give us error reports. If you have double billed us, by accident, we will know.
60	"We have almost 70 vendors" We have almost 70 vendors. We get boxes of billing from some. It is very helpful for us when we receive your billing that you have organized it and provided the documentation to the best of your ability. Do mistakes happen? Yes. Trust me, I do not live in a glass house (it requires too much cleaning).
61	"On occasion the Treatment Provider..." On occasion the Treatment Provider will be notified of the date and time of the audit Notification is not required What we are looking for is not a Government secret. In your packet we have provided you with our file audit and monitoring reports.
62	"PSI’s in file – If..." PSI’s in file – If printed, they need to be shredded after 6 months Treatment does not match up with 45 Officer contact not documented No indication of officer notification of no-shows No release of information Outdated Certifications on wall Building certifications outdated
63	"We utilize both Urinalysis and..." We utilize both Urinalysis and Sweat Patch to test for drug use. The Sweat Patch is our primary testing instrument.
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65	"Should you discuss the validity..." Should you discuss the validity of the testing instrument or nanogram levels.
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67	"Form must be filled out..." Form must be filled out completely and SIGNED Most will be Confirmation Only Be sure to indicate which drug NEVER order Secondary Test Panel or Special Test Panel Individual Special Tests at USPO request
68	"Please include date and ID" Please include date and ID # SPECIMEN # is sticker taken from the chain of custody form Indicate why taken and type of test Offender/defendant MUST sign Confidentiality must be maintained
69	"CONSISTENCY &" CONSISTENCY & ACCURACY CONSISTENCY & ACCURACY CONSISTENCY & ACCURACY
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72	"Ok" Ok, two wordsJ
73	"Donor Name and ID #..." Donor Name and ID # (PACTS #) Observer Name PharmChek No MUST be entered Application Date and Initials Observer Signature One Barcode Sticker for Log Sheet Donor ID # is
74	"Enter Client ID #" Enter Client ID # Enter Client Name Patch # is NOT required Specimen # is barcode sticker from chain of custody form Date and Time of Application Fax Log Sheet to USPPO
75	"MUST VERIFY PHARMCHEK NO" MUST VERIFY PHARMCHEK NO. Date Removed and Initials Compromised – MUST BE YES OR NO – If Yes, MUST say how – KEEP IT SIMPLE (Use Comments Box if needed) Any Meds? (If list is short write it down) Donor MUST initial Observer MUST sign Donor and Observer MUST initial Security Seal
76	"Date and Time of Removal" Date and Time of Removal Was it Compromised? If so, was UA taken? If so, indicate POS or NEG Fax Log Sheet to USPPO
77	"The Western District of Missouri..." The Western District of Missouri in conjunction with the University of Central Missouri is conducting a study. We want to know if the mode of treatment and testing we are recommending is working.
78	"Group vs" Group vs. Individual or both Officer involvement Sweat Patch or UA Co-pays 30 days, 60 days, 90 days What helps the offender/defendant stay clean and sober?
79	"Once implemented" Once implemented, you will be asked to assist in the collecting of data, i.e. completion of the survey. At the beginning of treatment At the end of treatment
80	"Consistency" Consistency Accuracy Honesty No doubts Your actions may be reviewed in Court Urine samples to be obtained/observed by same sex personnel Urine samples are to be mailed out the same day they are obtained Contact your Divisional Office when you need supplies
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82	"Is it really necessary to..." Is it really necessary to work toward “0” defects? YES If you’re willing to accept 99.9% perfection, you’d have to accept: 1 hour of unsafe drinking water every month 2 unsafe landings and takeoffs at O’Hare International Airport every day 16,000 pieces of mail lost by the U.S. Postal Service every day 500 incorrect surgical operations done each week in the U.S. 50 newborn babies dropped by doctors at birth every day 22,000 checks deducted from the wrong checking accounts every hour 32,000 missed heartbeats per person per year Think About It!
83	"Avoid compromising relationships" Avoid compromising relationships Do not employ or contract with clients Report any unethical behavior or appearance of such
84	"Providing dance/piano lessons to clients" Providing dance/piano lessons to clients UA’s to non-clients Taking money to change or not report positive drug test Over-billing Using client services or skills
85	"Wise people know what they..." Wise people know what they don’t know. Wise people seek counsel. No one is so successful that he or she no longer needs wise counsel. You will never reach your full potential without utilizing the wisdom of other people. Wise counsel may come from unlikely sources.
86	"Nope" Nope! And neither do I; but I am willing to seek wise counsel.
87	"Our District Web site is" Our District Web site is http://www.mow.uscourts.gov/probation_pretrial/ There you will find a copy of all the forms you need to use. Officerfirstname_last@mow.uscourts.gov
88	"Stephanie K" Stephanie K. Wiley 816-512-1329 Stephanie_Wiley@mow.uscourts.gov Dana Chance 816-512-1475 Dana_Chance@mow.uscourts.gov 400 East 9^th, Suite 4510 Kansas City, MO 64106
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90	"Any Questions???" Any Questions???