Summary of the Community Partnership Quality Assurance Survey

 

The Community Partnership Executive Committee wanted to determine what mechanisms the community partnership sites had in place for the quality assurance of Family Team Meetings.  A task team was created to respond to this question. The task team developed a survey to determine what was occurring around the state regarding quality assurance measures, and conversely to find out what the quality assurances needs were in the state concerning Family Team Meetings. The survey was sent to the Community Partnership site liaisons, and to Approved Family Team Meeting Facilitators.

 

The response rate for the survey was eighty-two percent. Twenty-seven of the thirty-three community partnership sites responded. Only twenty-three community partnership sites reported implementing Family Team Meetings consistently.  Some of these responses were duplicated due to individuals responding for more than one community partnership site. 

 

Eighteen sites reported having monthly best practice meetings, 78%.  Seventeen sites reported utilizing FTM family satisfaction evaluations, 74%.  Seven sites reported using a facilitator evaluation after a FTM, 30%.  Seventeen sites reported utilizing the FTM seminar calls each month, 74%.

 

The following is a summary of common responses to the survey.

 

What occurs at the best practice meetings?

  • Discussions of best practices, referrals, funding, teaming, resources, and changes in paperwork
  • Addressing changing DHS expectations regarding FTM practice
  • Planned trainings, training opportunities
  • Discussion of situations, barriers and solutions
  • What is going well, things that we need to improve upon, techniques for best practice, and documentation concerns

 

Who attends the best practice meetings?

  • Facilitators, DHS, providers, family centered workers, and individuals interested in becoming facilitators

 

How is quality prep work and assessment being ensured around the state?

  • Family satisfaction evaluations, the domains form is completed and shared
  • A prep sheet is part of the check off list for facilitators and is turned in with the family file
  • CPPC Coordinator monitoring of approved facilitators (for FTM?s in the community) and worker feedback for Department of Human Services meetings.
  • No real system in place to monitor frequent communication between DHS and the providers to ensure quality of the preparation and assessment. 
  • Discussion during best practice meetings
  • Review meetings that have not done well; which is usually an indicator of the prep work done prior to the meeting
  • On-going access to experienced coaches, and evaluation
  • Keep personal notes that are included in a manila folder for each family, then incorporate that information into the meeting

 

How are sites ensuring Minimum Standards are being met?

  • Same as Above
  • Supervision and observation of FTM?s
  • Quality control standards and audits
  • The honor system
  • At each meeting a customer satisfaction survey is filled out by all parties attending the meeting
  • Case workers who make referrals give input at a debriefing that takes place after the family is gone
  • Monthly group discussions, monthly phone conferences and at times individual supervision

 

What is needed most in your area regarding Quality Assurance?

  • Method for addressing and working with individuals who you hear are not doing ?model? family team meetings
  • Build stronger partnership with the public sector for the delivery of FTM's
  • Having regular FTM facilitator meetings to share experiences, questions, and outreach
  • Being able to utilize coaching and mentoring for more facilitators
  • More approved Facilitators
  • Ongoing training not only for facilitators but also for providers and attorneys
  • Buy-in from all parties--- courts, DHS, schools, private providers etc.
  • FTM's are becoming more of a DHS meeting than a Family Team Meeting and the purpose has become to develop the DHS case plan
  • A way for facilitators to be held accountable?  A review process? 
  • Facilitator?s work should be sampled and evaluated by other Facilitators
  • More training materials for Quality Assurance
  • Consistent prep work
  • Time for facilitators to meet all expectation within a 40-hour week, or overtime approval
  • Re-examine the pay-rate for FTM facilitator's
  • Guidance regarding the development of a support group and actions steps that others are taking to mandate a quality assurance model and the mandatory usage of the family satisfaction form, and facilitator evaluation
  • More workers so that the caseloads can be manageable
  • Oversight by an agency that could include both DHS cases and community cases for continuity and consistency
  • Possibly some on site reviews of credentialed facilitators while they are conducting meetings
  • Advanced training for facilitators in areas such as domestic violence, dealing with hostile families etc.

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