Observations
Based on a review of the "Active clients by therapist" list provided by the facility, the facility failed to ensure that full-time equivalent (FTE) counselor caseloads remained at or under 35:1.
The findings include:
A complaint investigation was conducted on site on May 1, 2014. The "Active clients by therapist" caseload list was reviewed from the time period of February 3, 2014 to May 1, 2014. Overall, in February 2014, fourteen out of fourteen days had caseloads exceeding 35 active clients. In March 2014, seventeen out of seventeen days had caseloads exceeding 35 active clients. In April 2014, eight out of fifteen days had caseloads exceeding 35 active clients. In May 2014, one out of one day had caseloads exceeding 35 active clients.
Nine counselors were reviewed. Six counselors exceeded the 35:1 FTE counselor caseload on the following dates:
The FTE counselor caseload for employee #1 equated to the following:
40 clients on February 24, 25, 26, 27, March 3, 4, 13, 14, April 2, 29, 30
41 clients on March 5, 27, 31, April 1
42 clients on March 10, 11, 26, April 22, 24, 28
44 clients on March 24, 25
The FTE counselor caseload for employee #2 equated to the following:
40 clients on February 20, April 1, 2, 7
41 clients on February 24, 25, 26
42 clients on March 27, 31
43 clients on February 27, March 3, 4, 5
45 clients on March 10, 11
48 clients on March 12
49 clients on March 17, 18, 19
50 clients on March 13, 14, 20
53 clients on March 26
55 clients on March 24, 25
The FTE counselor caseload for employee #3 equated to the following:
41 clients on April 2, 7
42 clients on March 27, 31, April 1
43 clients on March 10, 11, 12, 26
44 clients on March 24, 25
46 clients on March 13, 14, 17, 18, 19
47 clients on March 20
The FTE counselor caseload for employee #4 equated to the following:
40 clients on March 10, April 22
42 clients on February 12, 14, April 24, 28, 29
43 clients on February 3, 4, 18, 19, 20, 24, 25, March 4, 5
44 clients on April 30
45 clients on February 6, 7, 10, 27, March 3
46 clients on February 26, May 1
The FTE counselor caseload for employee #5 equated to the following::
40 clients on February 10, 12
41 clients on February 20
42 clients on February 18, 19
44 clients on February 14
The FTE counselor caseload for employee #6 equated to the following::
41 clients on April 22
42 clients on April 24, 28
48 clients on April 29, 30
49 clients on May 1
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Plan of Correction
To correct this deficiency, all discharges are reviewed and approved by the clinical supervisor. At the time the clinical supervisor approves the closure she will remove the client's name from the active client list. The counselor will have 3 days to complete closure paper work and after 30 days will complete the 30 day follow up. All caseloads will be monitored daily by the clinical supervisor to insure caseload compliance. This process is currently in place and Drug and Alcohol Services of Beaver Valley is in compliance with the 35:1 counselor to caseload ratio. |