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What is becoming easier for you?

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Documentation for Success

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Agenda

Review Assignment
Staff Selection & New Parent Educator Development
Supervision and Professional Development
Group Connection Observation
Personal visits
Assignment
Questions

3

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Report on assignment

Go through 2 sections and complete the charts.
Collaborate with staff to complete the narratives
Start or update a PDSA Cycle worksheet

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Staff Selection & New Parent Educator Development

QS 17- The reviewers will look at your most recent APR

QS 18- Narrative: describe the strategies your affiliate uses to hire parent educators that collectively reflect the community you serve.

QS 19-table about staff and their education and experience.

QS 20- upload the PE job description and answer yes or no questions

QS 21 and 22 -Reviewer will look at Policies and Procedures. IF you hired a new PE within the past year then compete the table with dates of shadowing and observations.

Let’s review a few more of the areas for documentation.

Staff Selection and new Parent Educator Development Cover QS 17-22

#17 the reviewers will look at the most recent APR-you have nothing to do here.

#18 is a narrative where you describe the strategies to hire PE that reflect the community you serve. Do you ensure you have the culture and language represented? Do you have to advertise is certain places to obtain the type of staff you are looking for? When you are writing these narratives you want to emphasize how you are doing these items. The narrative needs to include how you came to have a diverse workforce, not just that you have one now.

#19 is completing a table about each staff, showing their education level and the number of year’s experience each one has. Super easy.

#20 Upload the current PE job description and answer a few yes or no questions. You need to ensure that you are assessing for communication skills and interpersonal skills in the interview. We also want to know if the PE was able to shadow a visit or watch a video of a visit as part of the hiring process.

#21-22 the reviewers will look at your P&P manual. If you hired a new PE in the last year, then you will have to complete a table with the dates of shadowing and observations. This is and example of your standard 1, of the policies and procedures ties to other standards.

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Supervision and Professional Development

40 hours for 12 parent educators

1:12

30 hours for 9 parent educators

1:12

The Quality Standard is looking for a 1:6 ratio

This section covers QS 23-30

QS 23 is the most missed and misunderstood item on the APR. It is supervisor ratio. The Essential Requirement is that one full time supervisor can supervise a maximum of 12 parent educators regardless if they are full or part time. This is a ratio so if the supervisor only works 30 hours and not 40 then the number of staff they may supervise needs to be adjusted.

The hours included are all the hours that the supervisor spends on the program not just reflective supervision time. It might be easiest to think about it in terms of how many hours the supervisor is paid to be the supervisor. There may be more than one supervisor or there may be a lead parent educator that spends some time on supervisory activities such as planning and executing the advisory committee or data reporting. All staff must be model trained to count their hours.

Click

The Quality Standard is looking for a 1:6 ratio. To meet this standard, you need to have a maximum of 6 parent educators for one full time supervisor.

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Reflective Supervision

Role, ethics & boundaries
Skill development
Self-care
Data management
Data driven practice

If a supervisor carries a caseload, describe how he/she obtains reflective supervision.

7

Individual reflective supervision covers case discussion and provides opportunities to address at least the following: • Role, ethics and boundaries • Skill development, self-care, data management, and data driven practice.

You may not cover each one of these topics each time you meet but they are covered over the course of the year. Maybe you have a schedule for each topic such as discussing boundaries every January, Skill development quarterly and well-being twice a year. Or maybe you naturally have each one of these topics come up over the course of the year. You would need to ensure you are covering each topic at least once during the year. A better option is to cover these topics more that one time through the year using a monthly schedule and rotating through the topics a couple of times.

In the narrative you would describe how your reflective supervision addressed the all of the listed items over the course of a year.

And remember if the supervisor carries a caseload describe how they obtain reflective supervision. And each one of these areas must be covered for them as well. You will upload RS records for the month that is randomly selected.

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Staff Meetings

Administrative issues
Program data
Case discussion
Peer support
Skill building

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Staff meetings cover administrative issues, and provide opportunities for review of implementation data, case discussion, peer support and skill building. You will need to describe how your staff meetings cover all of those items over the course of a year.

You probably don’t cover all of these topics every month. Most likely you cover administrative issues, discuss cases and have opportunities for peer support monthly. In the narrative or “Questions to Answer section” you would describe your staff meeting and what it normally covered on a monthly or regular basis.

Review of Implementation Data and skill building are done periodically. Perhaps you make time in October, After the APR is complete, to share with staff the APR results. Maybe you run the Service Alert Report monthly and share them with the staff. This is another way to review implementation data. If you participated in the Target Fidelity Project then you were reviewing implementation data with your implementation support provider and now you share that data on a regular basis. You would describe how often you share the data and in what format, APR or Penelope report or some other format. These topics probably need to be covered more frequently than once a year. Work them into a regular schedule of discussion.

Skill building is a great item to add to staff meeting. Some affiliates work on things like asking open-ended questions or difficult questions and practice as peers during a staff meeting. Some affiliates work on goal setting and discuss what goals their families are setting and how to engage the family in the process. You might have discussed screening and practiced introducing a screening and providing feedback to parents. For documentation you would describe what skill building strategies were used and when.

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Small Group Discussion

How do you ensure the topics are covered for both reflective supervision and staff meetings throughout the year?

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Reflective Consultation

QS 26 is that Affiliate staff receive consultation from a licensed mental health professional to guide them in their work with families. This may be something your program is not funded to receive. Maybe you as the supervisor can provide this in addition to regular reflective supervision. It might be something you want to pursue in the future if funding becomes available. If it is something you do then you will answer a few questions and provide a copy of the agreement you have with the provider.

The supervisor can provide this if they are a licensed mental health professional or can be contracted out or provided by a licensed mental health professional from within the broader organization. If contacting out, the written agreement needs to be in place for at least 3 months before submission of the self-study.

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Staff Professional Development

Child abuse and neglect

Diversity, equity, and inclusion

Intimate partner violence

Caregiver and child health and wellness (Can focus on mental health and trauma informed practice.)

Substance use disorder

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Group Connection Observation

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Staff development and morale

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Personal Visits

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Partner Facilitate Reflect

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QS 47 is the cornerstone of the PAT PHILOSOPHY. It is a description of how your affiliate engages families to become partners, how you sustain that partnership, how coaching occurs and how your affiliate views your coaching approach, and how the parent educator reflects with the parent to bring meaning to the work of the home visit.

Home visits are planned with the family in mind and can be scheduled during the day, early evening hours (or as appropriate for young children) or on weekends to serve our families. Parent Educators are also sensitive to the needs of all families and may factor in the need for a “home visit” not to be in the home due to homelessness or other extenuating factors that might otherwise preclude a parent from participating in the program.

The Parent Educator builds upon and adapts to, each family’s culture, traditions, and lifestyles in a natural and respectful manner and empowers parents to be confident leaders of their lives and of their own family. The Parent Educator takes into account the family culture, lifestyles, and beliefs when providing guidance, resources, and parenting tips to ensure that it is consistent with those of the family. The Parent Educator recognizes that each family is unique and provides opportunities for learning and teaching activities that incorporate everyday experiences such as bath time, shopping, cooking in a way that is responsive to their own family needs.

The Parent Educator offers the family opportunities to get involved in activities that benefit their children based on conversation, setting, and home environment. The Parent Educator facilitates discussions and asks questions that build from respectful consideration of what each family needs and works as a partner in the process. The Parent Educator builds upon the relationship between him/herself and the family by offering family members their professional knowledge, insight and wisdom that supports the parental understanding for the topic. The Parent Educator strives to build parental confidence when appropriate and encourages family members to demonstrate their competencies based on trust in the relationship and knowledge of the families’ abilities and strengths.

At each home visit Parent Educators share age-appropriate child development information with parents that expands the parent’s knowledge of child development, supports a safe and healthy environment, establishes and assesses measurable goals, and facilitates interaction between parent and child.

As a note-everyone meets the standard of visits in the home because it was written before the growth of virtual services.

Your narrative for QS 45 and 47 will cover how you are doing this.

Ask: How are you tailoring services to meet the needs of your family?

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Empower and Observe

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Parent Child Interaction Video

articulateusercontent.com/review/transcoded/30wKbAx34DI9nJLX/coaching-skills-in-action.mp4

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Nurturing

QS 51 Parent educators partner with parents throughout the course of services to identify and enhance the following key parenting behaviors: > Nurturing > Designing/guiding > Responding > Communicating > Supporting learning

Here you will answer question on each area. Let’s talk about how this is happening in your affiliate.

1. Describe how parent educators partner with parents to identify and enhance the nurturing parenting behavior.

2. Describe how parent educators partner with parents to identify and enhance the responding parenting behavior.

3. Describe how parent educators partner with parents to identify and enhance the responding parenting behavior.

4. Describe how parent educators partner with parents to identify and enhance the communicating parenting behavior.

5. Describe how parent educators partner with parents to identify and enhance the supporting learning parenting behavior

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Healthy births

Attachment Discipline

Health

Nutrition

Safety

Sleep Transitions/routines

Continue the parent child interaction between visits

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Three Areas of Emphasis

Parent-child interaction, development centered parenting and family well-being.

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Assignment

Write the narrative for

Supervision and Professional Development

Personal Visit

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Next Meeting will cover

File Review

Interview

Steps of the process

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Thank you!