Archived Grant Applications

Cedar Lake

9505 Williamsburg Plaza
Suite 200
Louisville, Kentucky 40222
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Chris Stevenson

Contact Person if not President or Executive Director

Tara Oliver

Director of Corporate Relations

Grant Request ($ Amount)

$6,000.00

Project Title

Implementation of State Mandated Electronic Visit Verification (EVV)

Project Begin Date

09/01/2020

Project End Date

09/01/2021

Name

Chris Stevenson

President

CEO

Date

08/07/2020

PROJECT DESCRIPTION AND BUDGET

1. Describe the proposal in a detailed narrative of services and benefits it will provide in improving standards of living and opportunities, meeting social purposes or responding to needs.

Cedar Lake requests a $6,000 investment to improve technology and safety of Cedar Lake staff and supported individuals through Electronic Visit Verification (EVV). This is a new program for Cedar Lake, it is needed to capture information about in-home services delivered to clients, we have not used EVV in the past.

EVV is an electronic system that captures information about in-home services delivered to clients on the Michelle P. Waiver and Supports for Community Living (SCL). This information includes the type of service, the date, start and end time of the service, and the names of the person delivering and the person receiving the service.

The state is enforcing implementation of EVV by January 1, 2021. To meet the state mandated deadline, Cedar Lake needs to purchase 20 Apple iPads that will be used to properly document services rendered to an individual living in the community. These devices eliminate paper waste, improve efficiency in our tracking and monitoring of services and most importantly, follow the state’s mandated requirements.

Currently Cedar Lake has 84 clients on the Michelle P. Waiver and Supports for Community Living (SCL) combined. There are 20 staff that work with this population and will be using EVV consistently throughout the day. According to the State, EVV benefits include:
1. Billing – EVV allows agencies to eliminate costly, time-consuming paperwork. Billing is faster and more accurate with EVV. Data errors are reduced when staff are entering information in real-time, versus taking notes and recording visits later.
2. Patient outcomes – Staff are spending less time on paperwork and more time on clients care. This means better business for human service agencies: favorable reviews, word of mouth marketing (the best kind) and happier clinicians.
3. Faster payments – The speed at which payments are processed and paid is accelerated with EVV. Speedier payments improve an agency’s revenue cycle and allows for faster business growth.
4. Better scheduling – Missed visit alerts and appointment changes can be sent directly to a clinician’s Smartphone or tablet to reduce scheduling errors. The GPS feature can also reduce mileage costs.
5. Help with audits – HIPAA compliant, data-secure, encrypted EVV technology helps agencies with compliance. When audits occur, proof-of-care data is readily available and accessible. Moreover, it helps with reducing unintentional errors and intentional fraud in the documentation process.
6. More accurate payroll and verification of visit times – The EVV app time-stamps the clinician’s check-in and check-out times. This captures accurate data for employee payroll processing and verifies if the clinician arrived at the scheduled time.

The EVV technology is vital so that the organization can remain in compliance with state mandates and ensure proper and timely documentation. Without this technology services will suffer and ultimately the well -being of those in our care.

This $6,000 investment from the Kentucky Social Welfare Foundation will be combined with dollars invested from various grantmaking institutions including but not limited to, Snowy Owl Foundation, Emma Snyder Charitable Trust, and the Paradis Foundation, to ensure implementation of this state mandated project.

2. Attach your Project Budget.

08.07.2020.PB_.CedarLake.pdf

3. Provide a narrative that clearly defines how Kentucky Social Welfare Foundation funds will be used and accounted for in relation to the Narrative above. Provide the start dates and timelines for tasks.

This request is for 20 Apple iPads that will be used by trained staff to properly document services rendered to individuals living in the community. Total cost for technology needed to implement Electronic Visit Verification is $15,842. This total reflects a professional quote (available upon request) from CDW•G for twenty (20) 11” iPad Pro tablets with 128 GB of storage. This technology is vital to continue providing services to the 84 clients on the Michelle P. Waiver and Supports for Community Living (SCL) combined, as well as the 20 staff that work with this population and will be using EVV consistently throughout the day.

Results

Result 1. Electronic Visit Verification (EVV) is in place by January 1st, 2021
Indicator 1.1. $15,842 is secured by September 2020
Quantitative Data. Amount Secured/Date Funds are Secured/Number of Individuals Served
Qualitative Data. Surveys and casual conversations capture feedback from participants and staff regarding EVV/Feedback from the Cabinet of Health and Family Services regarding EVV

Timetable for the implementation:
• July 2020 : Get vendor quotes and purchase 20 iPads.
• September-December 2020: Review requirements and make necessary adjustments to protocol, train all staff and communicate with clients of the upcoming implementation of EVV.
• January 1, 2021: Providers must begin using EVV in daily operations.
We stand ready and willing to implement this project; however, we must wait for funds to come in before we purchase the iPads. Our timeline is flexible and tentative to change based on the schedule for funding disbursements.

AGENCY DESCRIPTION

4. Describe your agency’s service area with regard to population, cultural, racial and ethnic makeup.

Our mission is to offer highly compassionate, capable care for people with intellectual and developmental disabilities so they may experience a life of abundant possibilities.

Cedar Lake was founded in 1970 by Louisville-area parents of people with intellectual disabilities. Anyone we serve at Cedar Lake must have an intellectual disability as a primary diagnosis.

Collectively, Cedar Lake operations employ nearly 500 staff members and have an annual operating budget over $30 million, providing supports to more than 250 people with intellectual and developmental disabilities in the communities of Jefferson, Oldham and Henry counties.We take a comprehensive, holistic approach towards the care and wellbeing of the people we support. No matter where a person is in our continuum of care, Cedar Lake provides a loving and compassionate environment. Our focus is to meet the unique needs of each individual through all stages of life. To meet these goals and objectives, we are always raising money to sustain our 32 properties, which include:

Intermediate Care Facilities (ICF) 3
Community Intermediate Care Homes 2
Community Living Support Apartments 8
Intermittent Staffed Apartments 1
Patio Homes 2
24-Hour Staffed Homes 15
Enrichment Center 1

Cedar Lake demographics:

Ethnicity/Race
1% Hispanic or Latino
0% American Indian/Alaskan Native
0% Asian
14% Black or African American
0% Native Hawaiian or Other Pacific Islander
81% White
4% Two or More Races (Multi-Racial Individuals)

Age Group
0 % Children (Birth-17 yrs)
2 % Young Adults (18-24 years)
79 % Adults (25-64 yrs)
19 % Senior Citizens (65 yrs+)

People with Disabilities (PWD)
100% PWD
0% Non-PWD

5. Indicate total number of paid staff and total number of volunteers.

381 Full-time Staff
15 Part-time Staff
22 Volunteers

6. List the goals and objectives of your agency.

Objective 1: Continue to enhance the lives of individuals with intellectual and developmental disabilities at the Cedar Lake Enrichment Center (CLEC). CLEC offers a choice of scheduled classes with curriculum designed to enhance the quality of life. Classes include daily living skills, social life skills, vocational training, creative arts and sensory/recreation.
Goal: Provide a person- centered, structured environment for individuals with intellectual and physical disabilities.

Objective 2: Support over 254 individuals with intellectual and physical disabilities at Cedar Lake’s 32 properties.
Goal: Take a comprehensive and holistic approach towards the care and well-being of the people we support. No matter where a person is in our continuum of care, Cedar Lake aims to provide a loving and compassionate environment.

Goals specifically related to this project:
Our goal is to have Electronic Visit Verification (EVV) implemented in our facilities on or before January 1, 2021. The objective to accomplish this goal is to raise $15,842 to implement this technology and be in compliance with the order mandated by the State of Kentucky’s Cabinet for Health and Family Services.

REASONS FOR REQUESTING GRANT

7. Describe why this project is needed and how it implements the purpose of the Kentucky Social Welfare Foundation.

Cedar Lake must implement Electronic Visit Verification before January 1, 2021 to be in compliance with the order mandated by the State of Kentucky’s Cabinet for Health and Family Services. We know that Kentucky Social Welfare Foundation is committed to ensuring organizations have effective methods, for self-help and training. The EVV system will ensure Cedar Lake can effectively serve the 84 clients on the Michelle P. Waiver and Supports for Community Living (SCL) combined. As well as train the 20 employees that work with this group of clients to ensure better reporting and more transparent communication between staff, clients and families.

Once this investment is successfully secured, we can ensure that our organization is in good standing with the State of Kentucky’s Cabinet for Health and Family Services, who is vital to overseeing compliance within the services that Cedar Lake provides. If this funding is not secured, we will have to pursue other avenues to implement this state-mandated program. Those avenues include, but are not limited to, other foundations, donors and cash reserves.

8. How did you identify the need that is addressed by the proposed project?

Requesting an investment of $6,000 from the Kentucky Social Welfare Foundation came from looking at our needs and individuals that we support . Cedar Lake must implement this technology and be in compliance with the order mandated by the State of Kentucky’s Cabinet for Health and Family Services.

9. Does any other organization in your community serve this need?

DaySpring, Dreams With Wings, Path Forward and Pillar are other organizations where there is some overlap in services.

10. If so, what distinguishes your agency’s services from others?

While these organizations serve a similar population, we offer more options when it comes to support services and residential. Cedar Lake is Kentucky’s only organization with state licensure/certification for ICF/MR*, Medicaid waiver, and Community Home services. Cedar Lake provides the broadest array of housing options and support services of any provider in Kentucky. We even provide financial assistance to those who are indigent, orphaned or abandoned, often serving as the only “family” they have. Cedar Lake’s services include occupational therapy, physical therapy, speech therapy, and recreation therapy, nursing services, psychological services, social services, vocational training and development of skills for daily living through educational programs. If not for Cedar Lake, some of these folks would be institutionalized or homeless.

Additionally, we work closely with LeadingAge of Kentucky, Kentucky Association of Private Providers (KAPP) and ANCOR (American Network of Community Options and Resources) to assist us in advocating for the rights for people with intellectual and developmental disabilities.

*ICF/MR stands for Intermediate Care Facilities for the Mentally Retarded. We no longer use this terminology in our organization. This is industry clinical terminology.

PROJECT FOLLOW UP

11. Describe how you will measure outcomes of this proposal.

For this project, success and outcomes will be evaluated through proper implementation of the EVV technology and training for staff and clients. Cedar Lake will be evaluated by the State of Kentucky for implementation and will also be ensuring staff is continuously providing input on the EVV system and its success.
From the implementation of the EVV program, Cedar Lake clients will see that the staff who work with them day in and day out are spending less time on paperwork and more quality time with them, thus improving their well-being and fulfillment.

12. After the grant funds are expended, describe how you will assure continuation of grant-funded services or equipment maintenance.

Cedar Lake will continue to solicit funding from our primary sources of income including, but not limited to; government funding, specifically Medicaid, foundations, individual donations, civic, corporate and church groups.

FINANCIAL INFORMATION

13. Attach your AGENCY BUDGET showing all financial resources.

08.07.2020.AB_.CedarLake.pdf

14. What fees or charges are made by the organization for its services?

Lodge: $722.21
Park Place: $635.14
Sycamore Run: $801.60
Cedar Lake Residences: $189.71

All fees are covered by Medicaid and Medicare. There are no direct costs to clients.

15. What percent of the organization’s budget is used for fund-raising?

2%

16. What percent of the organization’s budget is used for administrative costs?

16%

17. If applicant has received prior grants from the Kentucky Social Welfare Foundation, provide dates, amounts, purposes and outcomes.

We have not received any grants from the Kentucky Social Welfare Foundation.

18. Attach your IRS 501(c)(3) tax designation letter.

08.07.2020.501.CedarLake.pdf

19. Attach your 990 or 990-PF federal tax return.

08.07.2020.990.CedarLake.pdf

20. Attach any additional documents you wish to include with this application.

08.07.2020.EVVFAQ.CedarLake.pdf

Entry ID453

Entry DateAugust 7, 2020