Florida Regulations 65G-14.0043: Qualified Organization Duties and Responsibilities – Mentoring Program
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(1) In addition to completing required training as provided in the iBudget Handbook and Fl. Admin. Code R. 65G-10.004, any person or Support Coordinator who has less than 12 months’ experience working as a Support Coordinator as of July 1, 2021 must complete an Agency-approved mentoring program offered by his or her Qualified Organization. Mentees will only receive credit for participating in a mentoring program approved by the Agency. The following qualifications and restrictions apply:
(a) Any existing Waiver Support Coordinator who has an active Medicaid Waiver Services Agreement but less than 12 months’ experience working as a Waiver Support Coordinator within the past 12 months of July 1, 2021 may receive credit for completing activities described in subsection (4) of this rule prior to joining the Qualified Organization.
(b) Mentees may serve clients during the mentoring program as long as their mentor supervises each activity described in paragraphs (4)(a) and (b) of this rule.
(2) As described in paragraph (1)(a) of this rule, mentees do not need to repeat activities described in subsection (4) of this rule that they have already performed within the past 12 months of July 1, 2021 and documented in case notes in iConnect. To receive credit, activities completed and documented during said period should be listed on APD Form 65G-14.0043 B, as described in subsection (10) of this rule. The mentee must participate in the mentoring program for no less than 30 days. Nothing in this section prohibits the Qualified Organization from electing to place or keep a Support Coordinator in mentee status due to concerns about competency or performance.
(3) Mentees who did not have an active MWSA upon joining a Qualified Organization must shadow or observe a mentor over the course of no less than 90 days. All mentees must complete all activities described in subsection (4) of this rule.
(4) The Qualified Organization must request approval from the Agency Regional Office prior to implementing a new mentoring program at the time of the prospective Qualified Organization’s application or changing an approved mentoring program. The request must include, in writing, a copy of the Qualified Organization’s policies or procedures concerning the mentoring program. These policies or procedures must require:
(a) A mentee to shadow or observe a mentor and participate in the following:
1. A minimum of five (5) support plan meetings involving the mentor or mentee’s clients;
2. At least nine (9) face-to-face visits in a variety of settings, including meetings with the mentor or mentee’s clients in family homes, supported living arrangements, and licensed facilities. At least six (6) of these visits must detail the coordination of providers’ supports;
3. Meetings with the Agency, including the Regional Office and State Office meetings, which occur while the mentee is participating in the mentoring program;
4. Discussions to educate clients and families regarding identifying and preventing abuse, neglect, and exploitation;
5. Instructions to clients and families on mandatory reporting requirements for abuse, neglect, and exploitation;
6. Use of iConnect for case management activities; and
7. Supported Living Quarterly Meeting.
(b) A mentee to shadow or observe a mentor or, if applicable, other Support Coordinator employed by the Qualified Organization, participate in the following if they occur while the mentee is participating in the mentoring program:
1. Submission of a Significant Additional Needs (“”SAN””) request;
2. Medicaid eligibility redetermination process;
3. Discussion with the assessor regarding the completion of the comprehensive needs assessment; and
4. Updating of a minimum of five (5) client cost plans and service authorizations in iConnect.
(c) If the events discussed in subparagraph (4)(b) of this Rule do not occur while the mentee is participating in the mentoring program, the Qualified Organization must review these processes, including the documentation in the client’s central record, with the mentee.
(d) Mentors to:
1. Have at least two (2) years of experience working as a Waiver Support Coordinator immediately prior to being hired;
2. Have an active caseload;
3. Have no ethical violations within the past three (3) years;
4. Have no unresolved QIO background screening alerts for the past three years;
5. Remain in compliance with required training as specified in the iBudget Handbook and Fl. Admin. Code Chapter 65G-10;
6. Pass the Level 1 competency-based assessment described in Florida Statutes § 393.0663, and Fl. Admin. Code R. 65G-10.004, with a score of 90% or better;
7. Have no delinquent Corrective Action Plan per QIO review or Agency audit, or timely resolve any Corrective Action Plan required while the Support Coordinator is a mentor;
8. Have no more than three mentees assigned to him or her at any given time; and
9. Ensure that, if the mentor and mentee’s clients do not require any of the items listed in subsection (4) but another Support Coordinator employed by the Qualified Organization has a client(s) who does, the mentee can acquire the necessary experience with the other Support Coordinator.
(e) If the Qualified Organization operates in multiple regions, a statement regarding how the mentor will meet the mentoring program requirements.
(5) Agency staff will provide a written certificate to mentees who attend the meetings discussed in subparagraph (4)(a)3. of this rule. The mentee must maintain this documentation to validate successful completion.
(6) Any Qualified Organization that intends to provide consultation services for clients enrolled in the CDC+ program must include guidance and instructions with respect to the CDC+ Handbook in its mentoring program, including observing or shadowing a consultant:
(a) Review draft, denied, or updated purchasing plans, if applicable, or review the current purchasing plans; and
(b) Submit a SAN request, if applicable, or review the most recent SAN request that was submitted.
(7) The Agency must only approve mentoring programs that address the requirements identified in section (4) and, if applicable, section (6) of this rule.
(8) The Agency must send the applicant written notice indicating approval or denial of the proposed mentoring program within the timeframes established in Rule 65G-14.002(4), F.A.C., as well as the reasons for a denial, if applicable.
(9) The prospective Support Coordinator must successfully complete the Level 1 Training before completing the mentoring program.
(10) Support Coordinator Mentoring Program Completion.
(a) For a mentee described in subsection (3) of this rule to receive credit for completing a mentoring program, the mentor must issue a letter indicating the mentee’s successful completion of the mentoring program to the mentee and the Agency’s Regional Office. This letter is titled Certification of Mentoring Program Completion, on APD Form 65G-14.0043 A, effective July 1, 2021 and incorporated here by reference. The Certification of Mentoring Program Completion form is available at http://www.flrules.org/Gateway/reference.asp?No=Ref-12654.
(b) For a mentee described in subsection (2) of this rule to receive credit for completing a mentoring program, the mentor must issue a Certification of Mentoring Program Completion for Existing WSCs, APD Form 65G-14.0043 B, effective July 1, 2021 and incorporated here by reference, to the mentee and Agency’s Regional Office. The Certification of Mentoring Program Completion for Existing WSCs form is available at http://www.flrules.org/Gateway/reference.asp?No=Ref-12655.
(c) The Qualified Organization must maintain a copy of the Support Coordinator Mentoring Program Completion Certification form for six (6) years. The mentor may only issue this letter after the mentee successfully completes all tasks and duties required by the mentoring program.
(11) This rule shall be reviewed, and if necessary, renewed through the rulemaking process five years from the effective date.
Rulemaking Authority 393.0662(7), (15), 393.0663(5), 393.501(1) FS. Law Implemented 393.0662, 393.0663(2), 393.063 FS. History-New 7-1-21.
(b) Mentees may serve clients during the mentoring program as long as their mentor supervises each activity described in paragraphs (4)(a) and (b) of this rule.
(2) As described in paragraph (1)(a) of this rule, mentees do not need to repeat activities described in subsection (4) of this rule that they have already performed within the past 12 months of July 1, 2021 and documented in case notes in iConnect. To receive credit, activities completed and documented during said period should be listed on APD Form 65G-14.0043 B, as described in subsection (10) of this rule. The mentee must participate in the mentoring program for no less than 30 days. Nothing in this section prohibits the Qualified Organization from electing to place or keep a Support Coordinator in mentee status due to concerns about competency or performance.
(3) Mentees who did not have an active MWSA upon joining a Qualified Organization must shadow or observe a mentor over the course of no less than 90 days. All mentees must complete all activities described in subsection (4) of this rule.
(4) The Qualified Organization must request approval from the Agency Regional Office prior to implementing a new mentoring program at the time of the prospective Qualified Organization’s application or changing an approved mentoring program. The request must include, in writing, a copy of the Qualified Organization’s policies or procedures concerning the mentoring program. These policies or procedures must require:
(a) A mentee to shadow or observe a mentor and participate in the following:
1. A minimum of five (5) support plan meetings involving the mentor or mentee’s clients;
2. At least nine (9) face-to-face visits in a variety of settings, including meetings with the mentor or mentee’s clients in family homes, supported living arrangements, and licensed facilities. At least six (6) of these visits must detail the coordination of providers’ supports;
3. Meetings with the Agency, including the Regional Office and State Office meetings, which occur while the mentee is participating in the mentoring program;
4. Discussions to educate clients and families regarding identifying and preventing abuse, neglect, and exploitation;
5. Instructions to clients and families on mandatory reporting requirements for abuse, neglect, and exploitation;
6. Use of iConnect for case management activities; and
7. Supported Living Quarterly Meeting.
(b) A mentee to shadow or observe a mentor or, if applicable, other Support Coordinator employed by the Qualified Organization, participate in the following if they occur while the mentee is participating in the mentoring program:
1. Submission of a Significant Additional Needs (“”SAN””) request;
2. Medicaid eligibility redetermination process;
3. Discussion with the assessor regarding the completion of the comprehensive needs assessment; and
4. Updating of a minimum of five (5) client cost plans and service authorizations in iConnect.
(c) If the events discussed in subparagraph (4)(b) of this Rule do not occur while the mentee is participating in the mentoring program, the Qualified Organization must review these processes, including the documentation in the client’s central record, with the mentee.
(d) Mentors to:
1. Have at least two (2) years of experience working as a Waiver Support Coordinator immediately prior to being hired;
2. Have an active caseload;
3. Have no ethical violations within the past three (3) years;
4. Have no unresolved QIO background screening alerts for the past three years;
5. Remain in compliance with required training as specified in the iBudget Handbook and Fl. Admin. Code Chapter 65G-10;
6. Pass the Level 1 competency-based assessment described in Florida Statutes § 393.0663, and Fl. Admin. Code R. 65G-10.004, with a score of 90% or better;
7. Have no delinquent Corrective Action Plan per QIO review or Agency audit, or timely resolve any Corrective Action Plan required while the Support Coordinator is a mentor;
8. Have no more than three mentees assigned to him or her at any given time; and
9. Ensure that, if the mentor and mentee’s clients do not require any of the items listed in subsection (4) but another Support Coordinator employed by the Qualified Organization has a client(s) who does, the mentee can acquire the necessary experience with the other Support Coordinator.
(e) If the Qualified Organization operates in multiple regions, a statement regarding how the mentor will meet the mentoring program requirements.
(5) Agency staff will provide a written certificate to mentees who attend the meetings discussed in subparagraph (4)(a)3. of this rule. The mentee must maintain this documentation to validate successful completion.
(6) Any Qualified Organization that intends to provide consultation services for clients enrolled in the CDC+ program must include guidance and instructions with respect to the CDC+ Handbook in its mentoring program, including observing or shadowing a consultant:
(a) Review draft, denied, or updated purchasing plans, if applicable, or review the current purchasing plans; and
(b) Submit a SAN request, if applicable, or review the most recent SAN request that was submitted.
(7) The Agency must only approve mentoring programs that address the requirements identified in section (4) and, if applicable, section (6) of this rule.
(8) The Agency must send the applicant written notice indicating approval or denial of the proposed mentoring program within the timeframes established in Rule 65G-14.002(4), F.A.C., as well as the reasons for a denial, if applicable.
(9) The prospective Support Coordinator must successfully complete the Level 1 Training before completing the mentoring program.
(10) Support Coordinator Mentoring Program Completion.
(a) For a mentee described in subsection (3) of this rule to receive credit for completing a mentoring program, the mentor must issue a letter indicating the mentee’s successful completion of the mentoring program to the mentee and the Agency’s Regional Office. This letter is titled Certification of Mentoring Program Completion, on APD Form 65G-14.0043 A, effective July 1, 2021 and incorporated here by reference. The Certification of Mentoring Program Completion form is available at http://www.flrules.org/Gateway/reference.asp?No=Ref-12654.
(b) For a mentee described in subsection (2) of this rule to receive credit for completing a mentoring program, the mentor must issue a Certification of Mentoring Program Completion for Existing WSCs, APD Form 65G-14.0043 B, effective July 1, 2021 and incorporated here by reference, to the mentee and Agency’s Regional Office. The Certification of Mentoring Program Completion for Existing WSCs form is available at http://www.flrules.org/Gateway/reference.asp?No=Ref-12655.
(c) The Qualified Organization must maintain a copy of the Support Coordinator Mentoring Program Completion Certification form for six (6) years. The mentor may only issue this letter after the mentee successfully completes all tasks and duties required by the mentoring program.
(11) This rule shall be reviewed, and if necessary, renewed through the rulemaking process five years from the effective date.
Rulemaking Authority 393.0662(7), (15), 393.0663(5), 393.501(1) FS. Law Implemented 393.0662, 393.0663(2), 393.063 FS. History-New 7-1-21.