Wasatch Mental Health
Briefing Report
June 2011
This last month, after our suggested staffing plan changes have been approved, we
refined our FY 2012 budget. Despite anticipating a reduction in Medicaid revenue, we do
not anticipate that any drastic cost cutting measures or reduction in force measures are
required.
In early June, WMH conducted its second annual staff development conference. That
same day, we hosted the staff appreciation picnic. Both events were very well received
and attended.
Below is a graph depicting the collection of Y/OQs for WMH.
Total # of OQ/YOQ's Collected (Center-wide)
4500
4097
4000
3733
3712
3500
3475
3815
3655
3514
3463
3366
3379
3462
3395
Apr-11
May-11
# of Instruments Collected
3168
3000
2500
2000
1500
1000
500
0
May-10
Jun-10
Jul-10
Aug-10
Sep-10
Oct-10
Nov-10
Dec-10
Jan-11
Feb-11
Mar-11
Month
1
Adult Services Division
Performance Indicators
OQ/YOQ Administration
Number of total unduplicated clients served last month:
Adult Clients Served
1845
Child/Youth Clients Served
1182
Number of OQ/ YOQs administered:
Adult Services Division
Children & Youth Services Division
1854
1779
Number of unduplicated clients who completed an OQ/YOQ:
Adult
1173
Youth
906
Total
2079
Undup. Count of All clients Served at WMH
% of Undup. Clients Completing an OQ/YOQ
3026
68.7%
2
Adult Outpatient
Performance Indicators
During the month of May (beginning with the pay period starting on 4/24/2011
and ending with the pay period ending 5/21/2011), AOP staff with productivity standards
achieved a total of 1189.49 productive hours. This equates to 83.05% of the department’s
cumulative productivity standard, which is a 5.6% decrease compared to the month of
April. The majority of the decrease appears to be due to two new interns starting in the
department and needing to build case loads, and two employees who were unable to have
their notes in on time to be counted for this report due to illness.
During the month of May, seven AOP employees met or exceeded their
productivity standards, with eight employees reaching at least 90%, and fifteen reaching
at least 80%. The number of employees not meeting 80% of their productivity
expectation during the month remained steady at five.
AOP secretaries served 1,741 clients at the front window during the month of
May with a break down of 1,176 clients receiving therapy and 565 clients receiving
medication management.
Leadership/Allied Agency Participation/Initiatives/Successes
Our success story for this month comes from the Anger Management
Group: What could be considered one of our rougher guys in anger group had to deal
with a notice from the police. Apparently the police was worried about the potential for
the client to act out violently, so the police sent four officers just to let him know about a
cleaning ordinance. Our fellow -who's only been in group 3 times- reported that he just
used the skills he learned and did not allow himself to get upset. By the time the police
left they were shaking hands!
Efforts continue to be used to work to standardize how canceled and failed
appointments are tracked. This is an illusive task as definitions have been varied. We
will continue to work to become more consistent so accurate trends can be evaluated and
managed.
During the month of April, AOP continued to monitor the new intake schedule
designed to better match intake capacity to forecasted utilization patterns. This month 58
out of 90 available intake slots were filled for an average utilization rate of 64.44%.
As mentioned in last month’s report, some adjustments were made to the Walk-In
Intake system. At this point all seems to be working successfully.
Over the last month the AOP program manager and secretary supervisor have
been working to prepare for the move to the new area on the first floor. A proposal was
drafted and submitted concerning how the staffing of the new area should occur. We are
now preparing to ensure that things are ready to move at the end of June.
3
TARGETED CASE MANAGEMENT
PASRR
The following chart matches YTD PASRR revenue against budgetary expectations. The
budgetary expectation is determined by taking the monthly average of revenue from FY
09 and FY 10.
MENTAL HEALTH COURT
Provo City Justice MHC
Currently, there are 11 participants. In May, there was 1 screening set and 1 appointment
kept. Two screening appointments are set for next month with no prospective graduates
for next month.
Fourth District MHC
In May, 10 screenings were scheduled. 8 screening appointments were kept and 2failed.
Of the 8 screenings completed, 5 individuals were admitted to the program. 57
individuals are currently participating in the District MHC program. There were 4
graduations this month and 2 prospective graduates for next month with 9 screening
appointments set up for next month.
Number of total unduplicated clients served last month (TCM):
378
4
WATCH Program
During the month of May, 8 intake screenings were scheduled for the WATCH program
with 8 appointments kept. Of these, 5 were opened into WATCH services. The WATCH
program is currently serving 67 clients.
Leadership/Allied Agency Participation/Initiatives/Successes
Program Success Stories:
The WATCH program was able to successfully assist 16 clients in obtaining
General Assistance over the last month. The original application was about two
months ago, but the process takes several steps to complete. This benefit enables
clients to pay their portion of rent, living expenses and personal needs until Social
Security can be activated. With a new open enrollment starting in the middle of
June, a remaining 17 clients have been targeted and notified to start the process.
Interagency cooperationThe WATCH program intake therapist, Shelly Kidman, works tirelessly with
other agencies linking intake clients that need assistance but do not qualify for the
WATCH program. She is up to date with contact information and helpful
outsource references to make a tremendous difference for individuals that do not
become clients with our agency.
Number of OQ/ YOQs administered:
70
% of unduplicated clients who completed an OQ/YOQ:
54%
5
Wellness Recovery Clinic
The following graph illustrates the number of WRC clients working or in educational
programs and the dollar amount of medications obtained thought Patient Assistance
Programs.
Number of Clients Working or Participating in Educational Programs
10
9
8
7
6
Number of Clients
5
4
3
2
1
0
June
May
April
March
February
January
December
November
October
September
August
July
PT-Employment
FT- Employment
Unemployment
Program
Education
Voc. Rehab.
6
Leadership/Allied Agency Participation/Initiatives/Success
One of our clients wrote the following letter to the staff of the WRC after telling his
therapist that he was struggling with suicidal thoughts and then came to our clinic and felt
better upon leaving:
“Thanks for being there. Without you people a lot of people would be dead. I believe
you all really do care. . . You make a lot of people happy. Last Friday I was feeling sad
and just you all make everything worth it.”
During the month of May, 17of our clients were awarded General Assistance. We also
started seeing increases in the numbers attending groups again. One of our therapists is
considering starting a group our client’s with Autism/Asperger’s, as we are seeing more
people with these diagnoses in our clinic. She is looking into further training on this topic
and then will introduce the group. We also discussed requesting training from staff at
Scenic View to assist us in our treatment of those with this diagnosis.
Number of total unduplicated clients served last month:
194
Number of OQ/ YOQs administered:
379
Percent of unduplicated clients who completed an OQ/YOQ:
88%
Intensive Residential Treatment and Housing
The following graphs illustrate the bed day capacity in percentages for Jan 2010 to
present for Intensive Residential Treatment (IRT) and Supervised Residential
Treatment (SRT).
IRT Bed Day Capacity Percentage
90
80
70
60
50
40
30
20
10
0
80
71
69 71
59
44
87 85
83
76
72 74 73
53
56
47
52
Jan FebMarAprMayJun Jul AugSepOctNovDecJan FebMarAprMay
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
7
SRT Bed Day Capacity Percentage
90
80
70
60
50
40
30
20
10
0
77 72
69 67 69
66
6363
70
76
80 82 77
75
65 65 67
Series1
Jan FebMarAprMayJun Jul AugSepOctNovDecJan FebMarAprMay
Lakeview - Adult Day Treatment
Performance Indicators
Lakeview Skills Development Hours for FY10- FY11
6500
6000
5583
5500
5122
4867
5000
4500
4000
4760
4458
4170
4351 4353
4126
4404
4236
4083
3714
4069
3997
3830
3500
3000
ASD Hours
Average Hours
8
Unduplicated Number of Clients Served at Lakeview for FY10- FY11
120
114
113
115
111
110
108
107
105
111
113
112
112
112
110
108
109
107
105
105
100
95
90
85
Unduplicated Count
Average Unduplicated Clients
Leadership/Allied Agency Participation/Initiatives/Success
There has been a significant effort for clinical staff to improve productivity. We have
adjusted schedules, offered creative programming and concentrated our attention on
improvement. We have been on a steady incline and averaging 6 out of 8 employees in
excess of 100% with the other 2 of 8 in the 90% range. This month all 8 of the staff
achieved over 100% in their productivity goal. There is a lot of creative work in this
process and the quality of the groups has not gone down.
We have a male client who has been living in the Mapleview apartments for the last 3
years since he was released from USH. He has done very well and has developed
relationships of trust with Lakeview as he attends daily and fills his pill box at IRT
regularly. He had a major setback and attempted suicide 2 weeks ago. Because of his
relationship at IRT and Lakeview we were able to avert an IP stay and come directly to
IRT and return quickly to Lakeview. He greatly trusts the staff here and at IRT and was
able to transition quickly back to his routine. He is struggling with accepting his illness,
but with his relationship with us he is making great progress and has shown great promise
to getting back on track to wellness.
Financial Report
We have been soliciting new bids for contracts for lunch caterers for Lakeview. Jennie
Reese has done an excellent job researching vendors and had a few bids put together. We
have given our recommendation to Doran and we would like to select our current caterer
for next year’s contract. He has served us well, staff and clients are happy with the
quality and service. We are excited that there is a significant reduction is the amount we
are contracting for. We have negotiated a rate of $3.60 per meal, down form $4.75 for a
total annual savings of over $15,300.
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Number of total unduplicated clients served last month:
105
Number of OQ/ YOQs administered:
95
Percent of unduplicated clients who completed an OQ/YOQ:
90%
Just a note of thanks for having you (Juergen) come down to the annual clean up at SRT
in Payson. I spoke with my staff and many of them expressed positive thoughts
regarding your coming. It is not often that they get to work along side you and they were
happy to see you. We even had several clients express their excitement to see you there
as well. Many of them know your name but have never met you. One client inparticular, Brian, is very shy and has great difficulty expressing himself socially. He has
a goal of meeting new people and at least saying hello to them when he meets them. He
saw you there and asked staff who you were and then he said he wanted to say hello to
you as he was excited to meet “the big boss”. It was good progress for him in his day
treatment goals.
Wasatch House
Performance Indicators
UNDUPLICATED MEMBERS SERVED
120
110
100
90
80
70
60
50
40
30
20
10
0
110 110
99
100 104
10
Average Daily attendence
70
60
56
57
58
59
58
50
40
30
20
10
0
Leadership/Allied Agency Participation/Initiatives/ Successes
Wasatch House completed its three year certification visit with a team from New York
City and Salem, Massachusetts. Although this can be a difficult and grueling week with
every part of our services being examined under a microscope, it seemed to go very well
and the team was so impressed with our new facility, our advisory board, and the
relationship and support that we have with our executive team. They noted many
strengths in our program in almost every area of the 36 standards and gave helpful
suggestions on how we can improve our job development area to get more Transitional
Employment opportunities for our members. This certification process is supported by
the State Division of Mental Health and Substance Abuse and the cost of $2,350 was paid
by the division for this visit.
Wasatch House started a clubhouse “Weight Watchers” Program with 10 members
joining. We have a meeting and weigh-in every Thursday with a presentation on nutrition
and exercise and the members are taught how to track their points, activity, and eating
habits. We are having success already in the first 4 weeks of the program with 90% of the
members losing weight and one member already lost her first 5% of her of her weight
loss goal.
The Peer Support Program was officially approved as a new Medicaid service! This is an
exciting announcement for our clubhouse since we have a couple of members who are
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certified peer specialists and will be eligible to apply for jobs at the State Hospital, our
agency, and other areas that will hire peer specialists. One of our members has been
teaching a peer support group every Thursday to inform the other members about this
new program.
Our health and wellness area continues to improve the lives of our members. One
member, Mary S., who was using an electric wheelchair on a consistent basis, started
attending our weight watchers meeting, our afternoon exercise program, and our smoking
cessation class. She is now one of the member leaders of the exercise program and has
lost about 60lbs. She only uses her wheelchair for long distances and she walks around
the clubhouse with a long, steady, gate and her outlook on life has improved greatly. She
has stopped smoking for short periods of time and has yet to conquer this habit but is
working on it steadily. She loves to lead the exercise group and loves feeling positive
about her life and future. She is a great example to the other members of how physical
and mental health go hand in hand.
Crisis Services
Performance Indicators
Wasatch Mental Health currently has 162 individuals who are court committed. 41 of
these individuals are currently receiving treatment at USH on the civil and forensic units
and, 121 are receiving outpatient services through WMH.
Inpatient
Performance Indicators
The graph above illustrates the budgetary expectation, based on a budget of 1,850,000 for
FY 11
Currently 18% of the inpatient expenses have gone towards Medicaid retroactive
claims. We would be much closer to our target budget if we did not have this level of
Retro activity.
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Children and Family Services Division
Performance Indicators
13
The above graphs indicate the total number of unduplicated clients served each month in
youth services. The total number of unduplicated clients served year to date is 3371.
2607are children and youth while 838 are adults.
School Based Services
Number of total unduplicated clients served last month:
247
Number of YOQs/OQs administered:
96
Leadership/Allied Agency Participation/Initiatives/Successes
We received some specific feedback regarding the services we have provided at the
Dixon Middle School this year. A school counselor said the following:
“Dixon Middle School has benefited more than words can express by having Wasatch
Mental Health represented at the school. There have been countless times that our school
has successfully utilized the services of Wasatch Mental Health by having Elizabeth
Feil’s office at our school. Many parents and students have been able to receive
consultation and services through this coordinated and team approach.
This team approach has afforded a forum to consult and screen student needs together
and over come many prejudices that may have been preventing parents and/or students
from considering the option to receiving counseling services through the available
agencies. Having Elizabeth Feil located here at Dixon Middle School representing both
Wasatch Mental Health and also Provo School District has strengthened the schools
ability to counsel and work with students and parents and meet the diverse needs of the
population we serve.
Without hesitation I would recommend continuing having a representation from Wasatch
Mental at our school. It has been a true delight to work with Elizabeth Feil at our
school.”
American Fork Family Clinic (AFFC)
Number of total unduplicated clients served :
263)
Number of YOQs/OQs administered:
Total: 408 (Adult:145; Youth:
312
Percent of clients taking the YOQs/OQs: 53%
Leadership/Allied Agency Participation/Initiatives/Successes
In our first year of operation 2009-2010, the total number of unduplicated clients served
was 850 (316 adults, 548 youth). In this current 2010-2011 fiscal year to date, we are
already at a total of 974 unduplicated clients (361 adult, 627 youth). We continue to
grow in the amount of people we are serving.
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New Vista Youth Services
May Report: In May we have had good productivity. All of our therapists and staff had
over 100% of their productivity standard met. We saw a record number of group therapy
hours and the total number of units of service was also at an all time high. Much of this
can be explained by having spring break in the Provo School District which allowed the
clients to be involved with treatment a little more often during that week.
Leadership/Allied Agency Participation/Initiatives/Success
Meetings with allied agencies included three Multi-agency staffing meetings, one Provo
School District Screening committee (they only had one meeting in December), several
times our therapists were in court with their clients.
We have added a day treatment program for youth ages 8 to 11 yrs. This program is in
existence for the summer and depending on the numbers we have by fall we will either
continue into the school year or move these youth back to outpatient treatment. We are
working with Provo School District to see if they can provide a teacher if we can provide
the teaching environment at our soon to be new location.
15
The total number of Units of Service continues to increase, even though our Individual
and Group session declined for the month. I believe this can be attributed to adding more
SDS type of services.
GIANT Steps
The Chart below indicates the number of service units provided by Giant Steps for FY
’11. For the past three months Giant Steps’ staff have been over 100% productivity,
individually and as a whole – It shows in the record number of Units of Service each of
the three months.
Volunteers and visitors: documented time: 14 hours
Parent collaboration: program volunteer/training: 79.25 hours documented
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Vantage Point
Program Indicators
The graph below shows the number of admissions in each of our three programs, and
total admissions, for each month of the past 14 months. Of our 133 admissions this past
month, 120 were unduplicated.
This past month was an all time high for admissions at Vantage Point.
Vantage Point Recent Admisssions
140
133
129
120
120
116
111
100
60
76
68
54
37
7
65
61
52
45
44
20
9
83
67
58
41
93
91
83
70
0
102
100
94
80
40
115
107
37
27
29
9
10
9
36
10
34
14
13
54
44
33
32
24
15
9
69
37
11
46
41
34
12
16
18
Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11
DCFS Shelter
Crisis Residential
Safe Exit Rate (Feb)
Crisis Residential 100%
Hospitalization Prevention Admissions
November, 2010 December, 2010 January, 2011 February, 2011 March,
2011 April,
2011 May,
2011 -
4
5
5
5
4
8
2
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Leadership/Allied Agency Participation
I received a letter this past month from Governor Herbert for my work on a local council
that is part of a state Council. It reads as follows:
“Dear Scott,
As governor, it is my pleasure to express appreciation for your outstanding
leadership and commitment to the great State of Utah as a member of the Mountainland
Area Youth Council. Your service helped establish an excellent and nationally renowned
workforce development system and we thank you for your meaningful public service.
Your contribution of time and talent while in this position has strengthened our
government and provided support to our residents. Again, thank you and best wishes in
your future endeavors.
Sincerely,
Gary R. Herbert
Governor”
Stride – Partial Day Treatment
Program Indicators
Service Objectives
Service capacity:
currently)
100% (30 out of 30 slots full
Number of program discharges:
Number of partial completions:
Number of full completions/graduations:
Percentage of parents meeting participation goal:
17
10
7
100%
Partial completions were due to the end of the school year and change to full day summer
schedule and those kids unable to do that.
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Family Preservation and DHS Case Managers
Productivity:
In May there were 483 active services recorded. This is a 100% attendance rate. Most of
these services are in home provided by DHS case managers or family preservation
therapist.
Financial Report
November was $21,000 with 292.25 units. December was $18,296 with 254.5 units.
January was $31.849.00 with 455.25 units. February was $32,915.00with 454.50 units.
In March there was $38,823.00 with 558.00 units. In April it was $27,889.00 with 392.00
units. May was $25,095.00 with 360.75 units.
Provo Children and Family Services (YOP)
Performance Indicators
Intakes: For the month of May 2011 there were 81 intakes at Provo Children and Family
Services (YOP)
Productivity: During May 2011, the Provo YOP (86) clinic had 1,045 appointments
kept.
(85% )
Leadership/Allied Agency Participation/Initiatives/Success
- Juergen Korbanka our CEO came and met with staff from Youth out patient, DHS, and
Spanish Fork Family clinic. He was able to talk and answer questions about the progress
and vision of Wasatch Mental Health.
- Erika Marks from CPS came and talked to staff about what to expect with the new
centralized intake and alerted us to changes in reporting laws.
-One of our therapist’s reports:
A client, who I have been seeing for a while, is really doing well. She used to steal and
lie. She is in the process of paying off her fine to the school for stealing. She has
decreased her arguing and fighting with her mother and dad. She is getting really good
grades and she is accepting that she is in charge of her success. She has been able to learn
to listen and negotiate appropriately. She has learned how to express her feelings with
family members and sometimes that is very challenging. She has made great progress!! I
am so proud of her.
Financial Report
YOP: July 2010 there was $113,528 billed with 1332.5 units. August the amount billed
was $110,162 with1179.25 units. September 2010 there was $129,078 with 1338 units.
In October it was $129138 with 1332.25 units. November there was 126,047.91 with
1,296.75 units. For December there was $107,273 with 1,096.75 units. January there
was $127,267 with 1,321.25 units. February there was $120,022 with 1,244.75 units.
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March there was $146,907.00 with 1,348..5 units. April there was $122,742.00 with
1,218.50 units. May there was $115,944.00 with 1,070.00 units of service.
Spanish Fork Family Clinic
Performance Indicators
Intakes: In the Spanish Fork Family Clinic in May 2011 there were 18 intakes.
Productivity:
There were 412 client appointments kept. This is an attendance rate of 81%.
Leadership/Allied Agency Participation/Initiatives/Successes
Spanish Fork Family Clinic is working to incorporate suggestions from clients to improve
the waiting area.
Financial Report
In July there was $43,844 with 395 units billed. In August there was $48,723 with 434
units and in September there is $47,819 with 411.5 units. October there was $44,380
with 384.25 units. In November 2010 there was $51,584 with 448 units. December had
$40,846 with 349.75 units. January has $51,646.00 with 451.50 units. In February there
was $47,909.00 with 415.5 units. March $ 54,967.00 with 487.25 units. April there was
$39,504 with 345.00 units. May there were $41,432.00 with 365.25 units.
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Human Resources
Report May 2011
Category
Terminations
Status
New Hires
Replacements
Prescribers
0
0
0
Therapists
0
0
1-FT
Case Managers
3-FT
0
0
HSW's
7 P-T
0
1 F-T, 4 P-T
Autism Aides
0
0
0
Admin. Techs
2-FT
0
1-FT
Psy. Interns
0
0
0
Van Driver
0
0
2-PT
RN's
1 P-T
0
1-PT
LPN
0
0
0
Maint/Grounds
0
3-PT
0
Other Interns
0
0
0
Case Managers: 3 were promoted from HSW's to Full Time CM's.
Maint/Grounds: 3 part time grounds workers were hired with previous Board Approval.
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