CMS National Background Check Program (NBCP) Technical Assistance (TA) Contract Monthly TA Meeting Minutes

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Denis Clinton Barber
6 years ago
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1 Date: Tuesday, December 18, 2012; 2:00 p.m. to 3:00 p.m. (ET) Location: Via Conference Call Attendees: NBCP Grantee States Alaska California Connecticut District of Columbia Delaware Florida Georgia Illinois Kentucky Maine Minnesota Missouri North Carolina New Mexico Nevada Oklahoma Rhode Island Utah West Virginia CMS NBCP Core Team and Project Officers Martin Kennedy, NBCP Lead Mary Guy, Contract Officer s Representative, Project Officer (AK) Rebecca Ward, Contract Officer s Representative Back-up Kim Roche, Project Officer (DC) Ed Poindexter, Project Officer (CA) Francis Adanuty, Project Officer (NV) Jim Merrill, Project Officer (NM) Melissa Rice, Project Officer (MN, WV) CMS NBCP Regional Office Contacts Leila Meltzer, Region II Jerry Arzt, Region III and Project Officer (DE) Stephanie Davis, Region IV Karen Larson, Region VII Bernard Fellner, Region VIII David Lum, Region IX and Region X CNA Technical Assistance (TA) Team Ernie Baumann, Project Director State Liaisons Other CNA staff FBI OIG Julia Mickey Wilson Michala Walker Tricia Fields Mike Brown Prepared by: Nancy Nguyen, CNA Page 1 of 5 Submitted: December 21, 2012

2 Discussion and Action Items: 1. Topic: CMS Updates Information: Doug Thomas will be leaving the NBCP effective December 31, 2012, but will remain PO for FL and UT until a new PO is assigned to each of these States. 2. Topic: Fourth NBCP Training Meeting Information: CMS confirmed that the next Training Meeting location has changed from Atlanta to Baltimore - Holiday Inn at the Inner Harbor. The dates remain the same: Tuesday, May 14, 2013 Thursday, May 16, Information: CMS issued a letter to States on November 30, 2012 with hotel reservation information and other meeting details. Information: CMS found and resolved a glitch in the hotel reservation link. CMS reminded States to submit the registration/media preference form to Kellie Jakaitis, CMS Conference Coordinator at kellie.jakaitis@cms.hhs.gov as soon as possible. 3. Topic: OIG Resources Information: CMS encouraged States to look at the three reports that OIG has put forth as they relate to the NBCP: (1) Nursing Facilities' Employment of Individuals With Criminal Convictions, (2) Nationwide Program for National and State Background Checks for Long- Term-Care Employees-Results of Long-Term-Care Provider Administrator Survey, and (3) Criminal Convictions for Nurse Aides With Substantiated Findings of Abuse, Neglect, and Misappropriation. Information: Links to these OIG reports may also be found on the BGCheckInfo website under Resources at Information: At the end of the NBCP, OIG will conduct an evaluation of the NBCP and its effectiveness. CMS asked States to share any issues and thoughts with CMS and CNA. 4. Topic: Quarterly Report (QR) 4.1 Sub-Topic: Terms and Conditions of the NBCP Grant Information: As stated in the terms and conditions of the grant award, CMS requires each grantee to submit a QR. Information: States that do not submit their QRs within 30 calendar days of the quarter s end will receive a Notification of Action letter from CMS. 4.2 Sub-Topic: Submission, Notification, and Approval Processes Information: CNA is working with CMS to develop methods of streamlining the process for CNA to receive and review the QRs as these reports are the basis of the implementation evaluation of the NBCP by OIG. Prepared by: Nancy Nguyen, CNA Page 2 of 5 Submitted: December 21, 2012

3 Information: CNA performs quality checks and analysis of the data that is submitted each quarter. CNA is in the process of updating the QR templates to make the data more robust and more useful for the OIG to evaluate all aspects of the NBCP. Information: As part of CNA s analysis, CNA performs a cross-state comparison of each State s cost expenditures, which includes a summary of findings that CNA submits to CMS. CNA also analyzes and compares the program data elements between those States submitting such data. 4.3 Sub-Topic: Draft Narrative Milestone Template Updates Information: CMS and CNA are modifying the project narrative aspect of the QR. CNA drafted a narrative milestone template in the format of a PDF form. Three grantee States volunteered to pilot test the template and provided positive feedback and suggestions for improvements. 4.4 Sub-Topic: Submission via BGCheckInfo Website Information: CMS and CNA are also working towards having States submit their QRs via the BGCheckInfo website. CNA is currently making updates to the QR file upload page so that it is tailored to receiving the QR files. Information: The new submission process will enable better communication between the State, CMS, and CNA, in addition to allowing CNA to begin QR analysis sooner. The new submission process is currently in review. Information: States will receive updates and instructions the week of January 14, 2013 for the new narrative milestone template and submission process. States will have the opportunity to use the new narrative template and submission mechanism, and ask questions or provide comments at the January monthly TA teleconference (Tuesday, January 22, 2013). 4.5 Sub-Topic: New Templates Information: CMS and CNA are also considering updating the program data elements spreadsheet, but these will not be included in the January updates. Information: The updated program data elements spreadsheet would include fields that will capture additional information on overall fitness determination and State rap back; these changes will enable CNA and OIG to assess the effect of waivers and the use of State rap back programs. Information: CNA encouraged States to work with their IT groups to make sure that their program data meets the QR requirements; however, CNA can provide TA in this area to make sure that the QR data is consistent and the terms of the grant are met. Information: CMS indicated that the new QR processes will also help grantees submit their QRs in a timely manner. Action: CNA will post the revised templates on the BGCheckInfo website and discuss the instructions with States in more detail when the updates are available. Prepared by: Nancy Nguyen, CNA Page 3 of 5 Submitted: December 21, 2012

4 4.6 Sub-Topic: Reminders Information: QRs will be due on January 31, 2013 for the quarter ending December 31, Information: Current QR templates for all four sections (Project Narrative, Federal Financial Report, Cost Expenditure, and Grantee Data File) are available on the CNA TA website under Resources > Quarterly Report at Information: States should contact their CNA SL with any questions about the QR format or instructions. 5. Topic: NBCP ORI and RFP Code Usage Information: CMS encouraged grantee States to review the FBI letter to CSOs/SIBs at and to evaluate your State s use of ORI and RFP codes. It is important for CMS to track each State s activity both at the State and National levels as part of the NBCP evaluation. CNA has collected information from each grantee but may possibly reach out to States again for additional specific information. Information: FBI encouraged grantee States to coordinate with the CSO/SIB for any fingerprint processing requests or issues. Information: CMS expressed appreciation for grantees efforts in this area as it adds value to the NBCP. 6. Topic: No-cost Grant Extensions Information: CMS reminded DC and OK that they can submit a request if interested as their grant period ends within the next 120 days. Information: The general requirements include a formal request from an authorized representative detailing the desire for an extension, including barriers to achieving the goals and what will be accomplished with an extension, a budget of the remaining funds and how they will be spent (the SF424, a spreadsheet, and a budget narrative), and the latest SF425. Information: The CMS OAGM developed detailed guidelines for submitting nocost extension requests. CMS is working with CNA and OAGM to finalize a resource document that will be posted on the BGCheckInfo website. Information: States should submit requests or any questions to karen.johnson1@cms.hhs.gov and your CMS PO (and ROC if desired). Action: CNA will send a notice to grantees when the no-cost extension guidelines resource document is available. 7. Topic: Grant Solicitations Information: The 8 th solicitation will be published on grants.gov tentatively on Thursday, December 20, 2012 and will close on Thursday, January 31, Topic: Next Monthly TA Meeting Information: The next teleconference is scheduled for Tuesday, January22, Prepared by: Nancy Nguyen, CNA Page 4 of 5 Submitted: December 21, 2012

5 Information: If grantee States have a topic for discussion for the next agenda, please contact your State Liaison. Prepared by: Nancy Nguyen, CNA Page 5 of 5 Submitted: December 21, 2012

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