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Council staff report early findings from internal file audit; focus on ISP dates, missing documentation
Summary
Council staff said they are four weeks into a files audit that began with adult in-home cases; the review found missing ISP/annual-plan dates and documentation gaps the county will address through supervisor follow-up and process changes while awaiting a new case-management system.
County staff opened the meeting with an update on a new internal audit of case management files for Developmental Disabilities services.
Staff said the audit is approximately four weeks in and started with the adult in-home team; the program is organized into adult in-home, adult residential (including foster and birth home) and children's in-home teams and the teams will rotate through files for review. Staff reported the program has grown rapidly — they estimated roughly 50% growth over three years — and that turnover and leave have contributed to missing documents and inconsistent recording of ISP and annual-plan dates.
The review is checking that ISP review dates and annual plan dates align and that change requests, risk documentation and support documents are correctly filed. Staff said supervisors will be notified during reviews about missing documents and that supervisors or service coordinators will follow up with providers to close gaps.
Members suggested partnering with providers to harmonize documentation formats and urged clear, simple guidance for providers and families about where to direct questions. Staff said they are also awaiting a new case-management system that may streamline some of these tracking tasks.
Next steps: staff will continue rotating through program teams, notify supervisors about missing documentation, and implement interim processes while the case-management system is pending.
