Population and Services Information

In July, 2002, state agencies developed information on Current Services. Following the major component of the olmstead Report was information gathered by state agencies about populations, existing services and services gaps for each population. This information appears in Appendix B of the Final Task Force Report (Adobe PDF).

POPULATION/SERVICES GROUPS AND RESPONSIBLE AGENCIES:

Primary agencies worked with consumers, individuals with real life experiences, the Assisting agencies as noted above, and other stakeholders to complete the following Information separately for each population group identified. To assist their work, the primary agencies received the results of two surveys: 1) Facility/Residential Program Survey; and 2) Consumer and Family Feedback Form. The agencies followed this general format to compile their reports:

1. DESCRIPTION OF THE POPULATION GROUP

   1. Provide a general description of the population group that a lay reader could understand.
      • Major characteristics/diagnoses of individuals in this population group.
      • Specific population subgroups that are at particular risk of institutionalization: if specified:
        • list and describe these subgroups.
      • For each identified subgroup:
        • Define types of institutional placements that this population subgroup might require.
        • Indicate why they are of particular risk for institutional placement.
        • Indicate the extent to which these individuals currently comprise institutional service populations
          • Numbers in institutions (if available).
          • Percent of institutional population (if available).
   2. Provide an estimate of the number of Virginians in this population group (Consider age-specific groups, if possible):
      • Nationally-recognized prevalence rates for this population - if applicable:
        • Cite the source for the prevalence rate.
        • Use this prevalence rate to extrapolate to Virginia's population (2000 Census).
      • If there are no nationally-recognized prevalence rates, other information available to estimate the number of Virginians who are in this population group - if applicable:
        • Cite and describe the source or sources (e.g., registry, selected studies, needs assessments).
        • Cite numbers or extrapolate to Virginia's population (2000 Census).

2. CURRENT SERVICES AND SERVICE CAPACITY

   1. Provide a general description of the array of services and supports needed by this population and linkages required with other services systems/private providers to access these services and supports, using the following framework:
      • Crisis/Immediate Response Services.
      • Short-term/Episodic Services.
      • Long-term Services.
      • Other Supports/Interventions.
   2. Provide a general description of the current service delivery system, including.
      • State and community agency responsibilities and statutory requirements (mandates) for this population.
      • Institutional services and the structure(s) and entities responsible for providing them to this population.
        • Service catchment areas, where they exist.
      • Community services and supports and the structure(s) and entities for providing them to this population.
        • Service catchment areas, where they exist.
   3. Provide a general description of publicly-funded services provided to this population by public and private providers.
      • Institutional services
        • Describe what your agency considers to be an institutional service for this population.
        • Services provided by these institutions.
        • Eligibility or other requirements for accessing services.
        • Statewide number of institutions and total number of beds (potential attachment might be an inventory of institutions by service catchment area with bed numbers).
        • Utilization information (admissions, discharges, average daily census) for FY 2002 (if available) or the latest year available (specify year).
        • Funding information (GF, NGF) for FY 2002 (if available) or the latest year available (specify year).
        • Census trends (admissions, discharges, average daily census) over past decade (if available).
      • Array of publicly-funded community services - For each type of services:
        • Description of the service.
        • Eligibility or other requirements for accessing services.
        • Statewide service capacities by service (potential attachment: might be capacities by service catchment area with bed numbers).
        • Utilization information by service (numbers served) for FY 2002 (if available) or the latest year available (specify year).
        • Funding information (GF, NGF) for FY 2002 (if available) or the latest year available (specify year).
        • Census trends (numbers served) over past decade (if available).
      • Other community supports - For each type of supports:
        • Description of the type of supports.
        • Availability of this type of supports (statewide, regional, selected localities) and major providers.
        • Eligibility or other requirements for accessing this type of supports.
        • Numbers of individuals receiving this type of supports in FY 2002 (if available) or the latest year available (specify year).
        • Funding information (GF, NGF) for FY 2002 (if available) or the latest year available (specify year).
   Note: We recognize that it may be very difficult for agencies to provide detailed information on services and supports that are outside of their systems. Resource agencies may be able to provide some information.

3. ACCOMPliSHMENTS IN ADDRESSING THE EXPECTATIONS OF THE OLMSTEAD DECISION

   1. Chronology of policy, regulatory, and administrative actions taken to:
      • Promote development of alternatives to institutionalization for individuals who could be served in community settings,
      • Divert admissions to institutions,
      • Overcome barriers to discharge,
      • Reduce institutional bed capacities.
   2. Special or targeted service initiatives or programs, identifying:
      • Description of the service initiative or program.
      • Date initiated.
      • Service initiative or program locations (if applicable).
      • Numbers of individuals served annually for  FY 2001,FY 2002 and projections for FY 2003 (if available) or the latest year available (specify year).
      • Annual costs and sources of funding for FY 2001, FY 2002 and projections for FY 2003 (if available) or the latest year available (specify year).

4. CURRENT PRACTICES/PROCESS FOR ACCESSING INSTITUTIONAL SERVICES.

   1. Institution admission and discharge requirements, including preadmission and discharge procedures or protocols.
   2. linkages between institutional and community services.
   3. Waiting list operation/protocols.
   4. Monitoring movement of individuals on waiting lists for discharge.

5. SERVICES CHOICES AND EXISTING SERVICE GAPS BY MAJOR SERVICE CATEGORIES.

   1. Service choices for population groups at-risk of institutionalization and gaps in existing services.
      • Service and support choices - Focus group/listening sessions with consumers, family members, advocates, and providers:
        • What kinds of services and supports would individuals choose to receive?
        • Are these services and supports available in Virginia?
          • If so, are these services accessible to those who would choose to receive them?
          • If not, what are the major barriers to accessing them?
          • Describe any barriers to being placed on existing service waiting lists.
      • Gaps in existing services.
        • Numbers of individuals on community services waiting lists or otherwise identified as needing community services.
          • Average length of time n the waiting list or some measure of how long people must wait.
          • If possible, provide separate numbers for individuals receiving no services and individuals receiving some but not all needed services.

6. Institutional waiting lists.

   1. Numbers of individuals on waiting lists for discharge from an institution as of January 31, 2003 or other date (specify).
      • Average length of time on the waiting list or some measure of how long people must wait.
   2. Numbers of individuals on waiting lists for admission to an institution as of January 31, 2003 or other date (specify).
      • Average length of time on the waiting list or some measure of how long people must wait.

Note: Agencies must use objective criteria for waiting list numbers and must  ensure that these are documented and reflect current persons who have signed up for services but cannot get them at this point in time.

Attachment 1: Map(s) of Service Catchment Areas.
Attachment 2: Service Capacities.
Attachment 3: Numbers Receiving Services by Catchment Area.
Attachment 4: Numbers on Waiting lists by Catchment Area.
Other Attachments as Necessary.

Formatting Instructions for Lead Agencies.
Create a separate document for each population.
Organize each the document using the outline in 1 through 5 above.
Provide this input as a Word document.

Page set-up instructions:

Top:         1 inch      Gutter:       0
Bottom:     1 inch     Header:      0.5 inch
Left:          1 inch     Footer:       0.5 inch
Right:        1 inch

Use Times New Roman 12 font
Font Color: Black
Use default Tabs: 0.5, 1, 1.5, etc.
Do not right justify the pages
Page Numbering: Bottom Center; Number format: 1,2, 3; Times New Roman; 12 font

Paragraph and Spacing Instructions:

Single Space
Spacing Before Paragraph:    0
Spacing After Paragraph:     12
Do not use abbreviations or terms the lay reader would not understand unless an understandable explanation is provided.
Use acronyms only if they are completely spelled out the first time they are used.

Name of Population (Bold and Center)

1. Description of the Population (Bold and Left Margin)
   1. General Description of the Population Group
   2. Numbers of Virginians in This Population Group
2. Current Services and Services Capacity (Bold and Left Margin)
   1. Description of Services and Supports Needed by This Population
   2. Service Delivery Infrastructure
   3. Services Provided to the Population
3. Accomplishments in Addressing the Expectations of the olmstead Decision (Bold and Left Margin)
4. Current Practices for Accessing Institutional Services (Bold and Left Margin)
   1. Institutional Admission and Discharge Criteria, Requirements and Protocols
   2. linkages Between Community and Institutional Services Providers
   3. Waiting list Requirements and Operation
   4. Protocols for Monitoring Movement of Waiting lists
5. Service Choices and Existing Service Gaps by Major Service Categories (Bold and Left Margin)
   1. Service Choices for Population Groups At-Risk of Institutionalization and Gaps in Existing Services
   2. Institutional Waiting lists

Attachment 1: Map(s) of Catchment Areas.
Attachment 2: Service Capacities.
Attachment 3: Numbers of Individuals Receiving Services by Catchment Area (FY 2002).
Attachment 4: Numbers on Waiting lists by Catchment Area (If Possible).
Other Attachments As Necessary (e.g., Service Inventories).

   

Tim Kaine	Marilyn B. Tavenner	Patrick O. Gottschalk	Pierce R. Homer	Dr. Thomas R. Morris
Virginia Governor	Secretary of HHR	Secretary of Commerce & Trade	Secretary of Transportation	Secretary of Education