Board of Directors Policy
POLICY OF THE BOARD OF DIRECTORS OF WILDWOOD PROGRAMS, INC. FOR
REGULAR ASSESSMENT OF ORGANIZATIONAL PERFORMANCE AND EFFECTIVENESS
The Board of Directors (“the Board”) of Wildwood Programs, Inc. (“Wildwood”) expects the highest possible standards of excellence, quality and effectiveness from Wildwood in the performance of its work, and the pursuit of its mission.
To that end, the Board, working in collaboration with Wildwood’s Management Team, Strategic Directions Team and other stakeholder groups, will regularly review the relevance of Wildwood’s strategic goals and objectives with respect to the fulfillment of its mission, and will conduct periodic assessments of Wildwood’s programs, performance and effectiveness, at least every two years, to assist in identifying additional actions that may be required to achieve that mission.
Business Partnership About Us
Wildwood Programs’ Vocational Services help people with intellectual disabilities to find and maintain meaningful work, at competitive wages, in their own communities. Since 1984, Wildwood Programs has provided a full array of employment services, including community-based assessments, career exploration, benefits planning, resume writing, interview preparation, soft-skills training, application assistance, and supported employment both on-site and off-site as needed.
Vocational Services at Wildwood depend on strong partnerships with the business community. Wildwood helps employers understand the value of hiring people with disabilities and ensures that businesses realize the full benefit of inclusive employment. Through these partnerships, the people we support are able to actively contribute to their local workforce in a way that matches their skills, interests, and talents.
While paid work is a focus for many, Wildwood’s Vocational Services also includes helping individual explore the world of work through hosting business tours, developing training opportunities, or volunteering with local nonprofits. If you are interested in partnering in this way, please contact us.
Wildwood Programs, Inc.
2016 – 2018
Adopted by resolution of the
Wildwood Programs Board of Directors
January 20, 2016
Agency Vision Statement (a description of the world as Wildwood would like it to be… what we want)
Wildwood Programs, Inc. envisions a world that embraces a fundamental respect for ALL people, their strengths, their uniqueness, their creativity and the infinite diversity that we each represent.
Agency Mission Statement (a definition of the people we support and what we want to accomplish… what we do)
Working collaboratively with individuals, families and the community, Wildwood Programs, Inc. empowers and enables children and adults with neurologically based learning disabilities, autism and other developmental disorders to lead independent, productive and fulfilling lives.
Agency Values (a description of the way we interact with the individuals we support, families, staff and the community… how we do it)
Respect…Appreciating and considering the individual nature and needs of others.
Integrity… Doing the right thing in an honest and reliable way according to the rules and standards of one’s job and profession.
Creativity… Transcending the ordinary by building what has not existed, by remaking in an improved fashion that which does, or by finding a solution when one is not obvious.
Holism…Acknowledging that all people cannot truly be understood and actively engaged until their whole lives are considered and embraced.
…Understanding that our mission will only be realized through our cooperative efforts.
Environmental Scan (critical external factors that will affect our future… what’s going on out there)
*The cognitive, behavioral, physical and medical needs of the individuals Wildwood supports continue to grow more complex.
*The number of individuals supported by Wildwood who face challenges associated with aging and medical frailty is increasing at a significant rate.
*The biggest unmet need expressed by families is for residential supports.
*Person-centered planning and individualized supports and services are essential components of Wildwood’s efforts to help people with developmental disabilities achieve valued outcomes in their lives.
*The achievement of valued outcomes for people has become the central measurement of Wildwood’s effectiveness in the current “transformational” performance-based environment.
*Active collaboration and partnership with the individuals and families Wildwood supports are absolutely essential to the effectiveness of person-centered planning and Wildwood’s use of Community Integration Teams for the provision of individualized supports.
*The strategic development of natural community supports (including families, community resources and co-workers) is critical to Wildwood’s long-term success in supporting individuals living with developmental disabilities.
*Wildwood’s recent award of Person-Centered Excellence Accreditation by the Council on Quality and Leadership (CQL), and the responsibilities for ongoing planning and improvement that are attached to that accreditation, will require the rapid development of enhanced capacity and increased expertise in the areas of data collection and data analysis.
*In providing supports for individuals with developmental disabilities, Wildwood must comply with several federal and state mandates (i.e., the Olmstead Decision, the HCBS Waiver Settings Rule, a moratorium on the growth of segregated special education programs) requiring a broad continuum of person-centered choices in the most integrated, appropriate, and least restrictive settings possible.
*Overwhelming regulatory and compliance mandates often conflict with and continue to drain precious resources away from Wildwood’s ability to support the achievement of valued outcomes for people with developmental disabilities.
*Fiscal instability at the international, national and state levels continues to negatively impact the public funding available to Wildwood to support our work.
*The workforce in New York State is aging and shrinking, which will significantly challenge Wildwood’s ability to recruit and sustain a stable, qualified and talented workforce.
*The creation and continued expansion of the New York State Justice Center for the Protection of People with Special Needs has had a “chilling effect” on individual decisions about whether to become and/or remain Direct Support Professionals, and has also made it much more difficult for Wildwood to hire DSPs in a timely and efficient manner.
*Wildwood’s adoption of a Direct Support Professional Code of Ethics and implementation of state-mandated Core Competencies for all direct support and supervisory staff will significantly impact the types of education and training that Wildwood provides to our workforce.
*Wildwood’s use of Community Integration Teams to provide person-centered, individualized services to people with developmental disabilities requires our workforce to be cross-functional in their roles, which significantly impacts the kind of workforce education, training and support that Wildwood must provide.
*Wildwood’s Direct Support Professionals want to be and should be actively included in information sharing and decision-making throughout the organization.
*Fostering an organizational culture of appreciation and a positive work environment for everyone is essential to combat the many stresses, demands and challenges of working in our field.
*Thoughtful succession planning and strong, consistent leadership development opportunities at all levels within Wildwood, including the Boards of Directors, are critical to maintaining Wildwood’s long-term stability and developing its next generation of leadership.
*There is a strong expectation on the part of the federal Center for Medicaid Services and the State of New York that service providers in our field will create operational efficiencies by engaging in collaborations and shared service arrangements.
*Most agencies, including Wildwood, have significant resources invested in physical infrastructure (buildings) and site-based programs, but the state continues to gradually withdraw financial support for facilities maintenance.
*Our field is experiencing significant increases in the use of technology to standardize billing and documentation requirements across our field, and in the use of “assistive” technology to support individuals with developmental disabilities in achieving greater levels of self-sufficiency and independence.
*The cost of fringe benefits, especially health insurance, continues to escalate faster than the cost of living, at the same time as the funding available to Wildwood to absorb these costs continues to decline.
*The current push to raise the minimum wage in New York State to $15/hour will have a significant negative impact on Wildwood’s fiscal health unless additional public resources are provided by the state to assist provider organizations in meeting this minimum wage mandate.
*Wildwood has experienced a significant increase in its need for community philanthropic and grant support through the Wildwood Foundation, as public funding continues to decrease.
Strategic Imperative (a statement of response to the environmental scan… the charge)
Wildwood Programs will use a person-centered, community based, integrated team approach to support each individual in building and living the life that he or she wants.
To accomplish this we will:
Strategic Goal #1 (individual engagement)—Wildwood will engage and actively involve the individuals we support in the identification of their own valued outcomes, the recruitment and training of staff, participation in the organization’s governance functions, and the planning for and development of individualized supports and services.
Strategic Goal #2 (family involvement)—Wildwood will seek out and encourage the involvement of each individual’s family and/or circle of support in identifying, pursuing and achieving his or her own valued outcomes.
Strategic Goal #3 (workforce development)—Wildwood will provide a positive, relevant and responsive system of supports for our workforce so that every good employee chooses to remain at Wildwood for a minimum of five years, understands the importance of their own personal role in the lives of the individuals they support, has a voice in the organization’s decisions, is given regular opportunities for skill development and professional growth, and feels appreciated for their work.
Strategic Goal #4 (community partnerships and social capital)—Wildwood will collaborate with its community partners to facilitate personal opportunities for civic engagement and to develop meaningful social and leadership roles for the individuals we support, in order to enhance community life for everyone.
Strategic Goal #5 (innovation/ best practices)—Wildwood will continue to develop and implement innovative, responsible and sustainable ways of supporting individuals with developmental disabilities within the context of its commitment to the principles of Person-Centered Excellence and the monitoring of Basic Assurances that serve as the foundation of its accreditation by the Council on Quality and Leadership.
Strategic Goal #6 (fiscal strength)—All of Wildwood’s stakeholders (leadership, employees, individuals, families, Boards, volunteers, community partners) will play a direct role in safeguarding the fiscal integrity of our organization through active support of the fundraising goals of the Wildwood Foundation, the creation and regular monitoring of realistic and responsible budgets, the efficient and effective use of agency resources, governmental advocacy and compliance with applicable billing and documentation standards and protocols.
Website Privacy Notice
Website Privacy Notice
This privacy notice discloses the privacy practices for www.wildwoodprograms.org. This privacy notice applies solely to information collected by this website. It will notify you of the following:
- What personally identifiable information is collected from you through the website, how it is used and with whom it may be shared.
- What choices are available to you regarding the use of your data.
- The security procedures in place to protect the misuse of your information.
- How you can correct any inaccuracies in the information.
Information Collection, Use, and Sharing
We are the sole owners of the information collected on this site. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone.
We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request, e.g. to process a donation.
Your Access to and Control Over Information
You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number given on our website:
- See what data we have about you, if any.
- Change/correct any data we have about you.
- Have us delete any data we have about you.
- Express any concern you have about our use of your data.
We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.
Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a lock icon in the address bar and looking for "https" at the beginning of the address of the Web page.
While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.
We use an outside payment gateway company to process donations made by credit card. These companies do not retain, share, store or use personally identifiable information for any secondary purposes beyond processing your donation.
This website contains links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.
HIPAA Privacy Notice
NOTICE OF PRIVACY PRACTICES
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
This notice has been in effect since April 14, 2003. If you have any questions about this notice, please contact Wildwood’s Privacy Officer at (518) 640-3321.
OUR PRIVACY COMMITMENT TO YOU:
At Wildwood Programs, we understand that information about you and your family is personal. We are committed to protecting your privacy and sharing information only with those who need to know and are allowed to see the information to assure quality services for you. This notice tells you how Wildwood Programs uses and discloses information about you. It describes your rights and what our responsibilities are concerning information about you.
Wildwood Programs is required by law to maintain the privacy of protected health information, to provide individuals with notice of its legal duties and privacy practices with respect to protected health information, and to notify affected individuals following a breach of unsecured protected health information.
All people who work for Wildwood Programs (including volunteers, interns, and contractors) will follow this notice.
All information we create or keep that relates to your health or care and treatment, including information that can be used to identify you (such as name, address, birth date, social security number, medical information, service plans, etc.) will be considered protected health information.
YOUR HEALTH INFORMATION RIGHTS:
You have the following rights concerning your health information. When we use the word “you” in this notice we also mean your personal representative. Depending on your circumstances, and in accordance with state law, this may be your guardian, involved parent, spouse, or adult child, or your advocate.
• You have a right to see or inspect your health information and obtain a copy. Some exceptions apply, such as psychotherapy notes, records regarding incident reports and investigations, and information compiled for use in court or administrative proceedings.
• If we deny your request to see your health information, you have the right to request a review of that denial. A professional chosen by Wildwood Programs who was not involved in denying your request will review the record and decide if you may have access to the record.
• You have the right to ask Wildwood Programs to change or amend your health information that you believe is incorrect or incomplete. We may deny your request in some cases, for example if Wildwood Programs did not create the record or if after reviewing your request, we believe the record is accurate and complete.
• You have the right to request a list of the disclosures Wildwood Programs has made of your health information. We will not, however, keep or provide you with a list of certain disclosures, for example, disclosures made for treatment, payment and health care operations, or disclosures made to you or made to others with your permission.
• You have the right to request a restriction on uses and disclosures of your health information. However, Wildwood Programs is not required to agree to your request, if, in their professional judgment, the restriction could negatively impact treatment, payment or health care operations, or in the event of an emergency.
• You have the right to request that Wildwood Programs communicate with you in a way that will help keep your information confidential.
• You have the right to receive a paper copy of this notice. You may ask Wildwood Programs staff to give you another copy, or you may obtain one from our website at www.wildwoodprograms.org
• To request access to your health information or to request any of the rights listed here, you may contact any of your Wildwood Programs staff or Wildwood’s Privacy Officer at (518) 640-3321.
WILDWOOD PROGRAMS’ RESPONSIBILITIES FOR YOUR HEALTH INFORMATION:
Wildwood Programs is required by law to:
• Maintain the privacy of your information
• Give you this notice of our legal duties and practices concerning the health information we have about you
• Follow the rules in this notice. Wildwood Programs will use or share information about you only with your permission except for the reasons explained in this notice. We will tell you if we make changes to our privacy practices in the future. If significant changes are made, Wildwood Programs will give you a new notice and will post a new notice on our website at www.wildwoodprograms.org.
HOW WILDWOOD PROGRAMS USES AND DISCLOSES HEALTH CARE INFORMATION:
Within Wildwood Programs, we may use and disclose health information without your permission for the purposes described below. If sharing information outside of Wildwood Programs, we will obtain your consent to share confidential information. For each of the categories of uses and disclosures, we explain what we mean and offer an example. Not every use or disclosure is described, but all of the ways we will use or disclose information will fall within these categories:
• Treatment: Wildwood Programs will use your health information to provide you with treatment and services. We may disclose health information to residential, employment, school, service coordination, day services, residential habilitation, recreation, and other Wildwood Programs personnel, volunteers or interns who are involved in providing you care. For example, involved staff may discuss your health information to develop and carry our your Individualized Service Plan (ISP). Other Wildwood Programs staff may share your health information to coordinate different services you need, such as medical tests, respite care, transportation, etc. We may also need to disclose your health information to your service coordinator and other providers outside of Wildwood Programs who are responsible for providing you with the services identified in your ISP or to obtain new services for you.
Wildwood Programs may use and disclose health information to contact you as a reminder that you have an appointment for treatment or services at one of our programs.
• Payment: Wildwood Programs will use your health information so that we can bill and collect payment from you, a third party, an insurance company, Medicare or Medicaid or other governmental agencies. For example, we may need to provide the New York State Department of Health (Medicaid) with information about the services you received through one of our programs so they will pay us for the services. In addition, we may disclose your health information to receive prior approval for payment for services you may need. Also, we may disclose your health information to the US Social Security Administration, or the Department of Health, or to the Office for People With Developmental Disabilities to determine your eligibility for services, coverage or your ability to pay for services.
• Health Care Operations: Wildwood Programs will use health information for administrative operations. These uses and disclosures are necessary to operate our programs and services and to make sure all consumers receive appropriate, quality care. For example, we may use health information for quality improvement to review our treatment and services and to evaluate the performance of our staff in caring for you. We may also disclose health information to clinicians and other personnel for on-the-job training. We will share your health information with other Wildwood Programs staff, for the purposes of obtaining legal services and conducting fiscal audits. We will also share your health information with Wildwood Programs staff to resolve complaints or objections to your services. We may also disclose health information to our business associates who need access to the information to perform administrative or professional services on our behalf.
OTHER USES AND DISCLOSURES THAT DO NOT REQUIRE YOUR PERMISSION:
In addition to treatment, payment and health care operations, Wildwood Programs will use your health information without your permission for the following reasons:
• When we are required to do so by federal or state law;
• For public health purposes, including prevention and control of diseases, injury or disability, reporting births and deaths, reporting child abuse or neglect, reporting reactions to medication or problems with products, and to notify people who may have been exposed to a disease or are at risk of spreading the disease;
• To report domestic violence and adult abuse or neglect to government authorities if you agree or if necessary to prevent serious harm;
• For health oversight activities, including audits, investigations, surveys and inspections, and licensure. These activities are necessary for government to monitor the health care system, government programs, and compliance with civil rights laws. Health oversight activities do not include investigations that are not related to the receipt of health care or receipt of government benefits in which you are the subject;
• For judicial and administrative proceedings, including hearings and disputes. If you are involved in a court or administrative proceeding we will disclose health information if the judge or presiding officer orders us to share the information;
• For law enforcement purposes, in response to a subpoena, or other legal process, to identify a suspect or witness or missing person, regarding a victim of a crime, a death, criminal conduct at the facility, and in emergency circumstances to report a crime;
• Upon your death, to coroners or medical examiners for identification purposes or to determine cause of death, and to funeral directors to allow them to carry out their duties;
• To organ procurement organizations to accomplish cadaver, eye, tissue or organ donations in compliance with state law;
• For research purposes when you have agreed to participate in the research an Institutional Review Board or Privacy Committee has approved the use of the health information for the research purposes;
• To prevent or lessen a serious and imminent threat to your health and safety or someone else’s;
• To authorized federal officials for intelligence and other national security activities authorized by law or to provide protective services to the President and other officials;
• To correctional institutions or law enforcement officials if you are an inmate and the information is necessary to provide you with health care, protect your health and safety or that of others, or for the safety of the correctional institution;
• To governmental agencies that administer public benefits if necessary to coordinate the covered functions of the programs;
• To the Wildwood Foundation, for the purposes of fundraising. Such information can only include dates of treatment, demographic information, department of service, treating staff, outcome information, and health insurance status. You may opt out of receiving future fundraising notifications.
USES AND DISCLOSURES THAT REQUIRE YOUR AGREEMENT OR AUTHORIZATION:
Wildwood Programs may disclose health information to the following persons if we tell you we are going to use or disclose it and you agree or do not object:
• To family members and personal representatives who are involved in your care if the information is relevant to their involvement and to notify them of your condition and location; or
• To disaster relief organizations that need to notify your family about your condition and location should a disaster occur.
AUTHORIZATIONS REQUIRED FOR ALL OTHER USES AND DISCLOSURES:
For all other types of uses and disclosures not described in this Notice, Wildwood Programs will use or disclose health information only with a written authorization signed by you or your personal representative that states who may receive the information, what information is to be shared, the purpose of the use or disclosure and an expiration for the authorization. Written authorizations are always required for use and disclosure of psychotherapy notes and for marketing purposes. NOTE: if you cannot give permission due to an emergency, Wildwood Programs may release health information in your best interest. We must tell you as soon as possible after releasing the information.
You may revoke your authorization at any time. If you revoke your authorization in writing we will no longer use or disclose your health information for the reasons stated in your authorization. We cannot, however, take back disclosures we made before you revoked and we must retain health information that indicates the services we have provided to you.
CHANGES TO THIS NOTICE:
We reserve the right to change this notice. We reserve the right to make changes to terms described in this notice and to make the new notice terms effective to all health information that Wildwood Programs maintains. We will post the new notice with the effective date on our website at www.wildwoodprograms.org and in our facilities.
If you believe your privacy rights have been violated:
• You may file a complaint with the Wildwood Programs Privacy Officer, 1190 Troy-Schenectady Rd., Building 1, Latham, NY 12110, (518) 640-3321.
• You may contact the Secretary of the Department of Health and Human Services. You may call them at (877) 696-6775 or write to them at 200 Independence Ave. S.W., Washington, DC 20201.
All complaints must be submitted in writing. You will not be penalized for filing a complaint.