This report is a result of a complaint investigation conducted on February 13, 2014 by staff from the Division of Drug and Alcohol Program Licensure. Based on the findings of the complaint investigation, the allegations against Pennsylvania Care Llc Dba Miners Medical were unable to be substantiated, but during the course of the investigation, another area of concern was identified. Therefore, Pennsylvania Care Llc Dba Miners Medical was found not to be in compliance with the applicable chapters of 28 PA Code which pertain to the facility. The following deficiencies were identified during this complaint investigation:
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Plan of Correction
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Observations
Based on a review of the staffing information provided by the facility on February 13, 2014, the facility failed to ensure that staff caseloads remained at or under 35:1 for three of seven counselors reviewed.
The findings include:
A print-out provided by the facility which documented each counselor and the number clients on their caseload was reviewed on February 13, 2014. The print-out listed seven counselors as clinical staff. The facility's standard work week, as reported by the facility director was 40 hours per week.
Based on the total number of hours per week that the facility reported the employees devoted to their clients, the total number of hours in the facility's standard work week (40), and the total number of clients assigned to the following employees on February 13, 2014, employees # 2, 4, 5 exceeded the allowable maximum 35:1 caseload.
The actual client caseload is determined by dividing the Full Time Equivalent (FTE) into the actual number of clients. The FTE is determined by dividing the number of hours devoted to the clients' treatment by the facility's standard workweek.
Employee # 2 was hired as a counselor on 3/27/12. The number of hours per week devoted by employee # 2 to client treatment, as reported by the facility, was 40 hours per week. The print-out which the facility provided listed this employee as having 45 active clients which resulted in a caseload of 40:1.
Employee # 4 was hired as a counselor on 8/28/13. The number of hours per week devoted by employee # 4 to client treatment, as reported by the facility, was 40 hours per week. The print-out which the facility provided listed this employee as having 46 active clients which resulted in a caseload of 41:1.
Employee # 5 was hired as a counselor on 9/23/13. The number of hours per week devoted by employee # 5 to client treatment, as reported by the facility, was 40 hours per week. The print-out which the facility provided listed this employee as having 45 active clients which resulted in a caseload of 40:1.
The Facility Director confirmed the findings.
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Plan of Correction
The facility failed to comply with regulation 704.12(a) (6) requiring the facility to maintain counselor caseloads to no more than 35 to 1.
Two Counselors were terminated on 1/17/2014. The caseloads were shared until 2 Counselors were hired and the current staff was compensated for their additional time. The 2 new Counselors were hired on 2/18/2014 and 3/1/2014. There were 4 admissions between 1/17 through 2/13/2014. Miner's Medical remains in compliance with this regulation with the hiring of the 2 newest Counselors.
In order to maintain the client/counselor 35:1 ratio, the Facility Director along with the Clinical Supervisor will track the census and staff composition daily. Miner's Medical will not accept clients over the census in order to remain in compliance with this regulation.
Facility Director and Clinical Supervisor will be responsible to ensure the corrective action plan is implemented and we have begun reviewing the census and counselor caseloads daily to ensure ongoing compliance. Miner's Medical is also fully staffed with 8 counselors and every caseload remains in compliance with the 35:1 ratio.
Facility Director and Clinical Supervisor continues to track daily caseload composition size on every counselor to ensure ongoing compliance with the 35:1 ratio on the facility's TOWER program.
Miner's Medical will notify the State DDAP in the event a counselor resigns or is terminated from their position and will follow State protocol regarding exception to overages.
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