Service Coordination Collaborative

Service Coordination Collaborative (SCC)

Central & South Worcester County

HIV/AIDS Service Coordination Collaborative

Operating Procedures


I. Purpose of the HIV/AIDS Service Coordination Collaborative (SCC)

The purpose of the Central & South Worcester County HIV/AIDS SCC is to improve the referral network of existing resources within the service coordination area, with particular attention to accessing medical care and client family support services, including prevention services, for persons living with HIV/AIDS and those at risk of the disease within our geographic area. Identification of gaps and barriers and enhancing coordination among care and service providers, which includes prevention providers, with input from consumers, will be the foundation of the SCC’s work.


II. Scope of Work

 The scope of the SCC’s work is defined within the context of the goals established by the Massachusetts Department of Public Health HIV/AIDS Bureau. The SCC will work to optimize the delivery of available services within Central and South Worcester County in order to better meet the needs of people living with HIV/AIDS disease. In order to accomplish this, there are four broad goals of the SCC:

1) Improve the referral network of existing resources within the service coordination area,

2) minimize the duplication of services,

3) survey the quality of the service system within the area, and

4) conduct analysis to identify and address service gaps and barriers. The SCC will also focus its efforts on those persons whose individual behavior place them at risk for HIV/AIDS and diseases with co-morbidity.


III. Membership

The membership of the Central and South Worcester County HIV/AIDS SCC consists of agencies funded by the Massachusetts Department of Public Health HIV/AIDS Bureau. Its purpose is to provide services to persons living with HIV/AIDS in Central and South Worcester County.

The Central and South Worcester County HIV/AIDS SCC has three categories of membership:

1. Required Provider Members: These include agencies that have client services, residential support services, enhanced medical management, comprehensive home health, or correctional health contracts funded through the HIV/AIDS Bureau; these providers are required to be a member and participate in the SCC. These agencies are UMass Hospital, Great Brook Valley Health Center, Worcester House of Correction, Department of Correction, UMass Medical, Community Healthlink HOAP, and AIDS Project Worcester.

2. Consumers: Any individual living with HIV/AIDS, or the parent or guardian of a minor living with HIV/AIDS, who lives and/or receives services in Central and South Worcester County, may be a member of the SCC. Consumers must account for at least 25% of the SCC membership.

3. Voluntary Provider/Community Members: Any other provider or community stakeholders that wish to participate in the SCC may become a member. To become a member the agency or individual can contact AIDS Project Worcester (the SCC Coordinator) and make a commitment to participating in the SCC and assisting with the SCC’s work.


IV. Participation of Guests

 Guests are always welcome and encouraged to attend and participate in the HIV/AIDS SCC in one of the following ways:

1.  Guests may attend and simply observe the meeting without actively participating.

2.  Guests may elect to participate in certain activities or as a part of an issue-specific ad hoc committee without fully committing to membership.

3.  The SCC will, at various times, invite guests to present on issues and topics related to the purpose of the SCC, and share skills and expertise with the members to help facilitate the work of the SCC.


V. Responsibilities of SCC Members

1. Attend all regularly scheduled meetings.

2. Provide accurate contact information and update as appropriate.

3. Participate in the development and implementation of the SCC’s work plan for each fiscal year.

4. Come to the meetings prepared. Preparation includes reviewing the agenda and any materials mailed out prior to each meeting.

5. Represent the populations you serve and/or your individual community, as well as your own views and experience.

6. Work to bring about respectful, constructive dialogue within the group, bridge gaps in understanding, and find resolution for differences through consensus.


VI. Responsibilities of the Funded Coordinator/Facilitator

AIDS Project Worcester agrees to:

1. Coordinate all aspects of the HIV/AIDS SCC meetings and work projects.

2. Attend and facilitate all regularly scheduled meetings.

3. Facilitate and coordinate meeting agendas and work plans.

4. Arrange for presentations on relevant topics per member request.

5. Provide interpretation services.

6. Provide for the recording and distribution of minutes.

7. Mail agendas, minutes, and related information at least ten days prior to SCC meetings.

8. Provide meeting support; food, transportation and child care stipends for consumers attending meetings, audio/visual materials, etc.

9. Act as a liaison to the Massachusetts Department of Public Health, HIV/AIDS Bureau, which funds the SCC.

10. Work to bring about respectful, constructive dialogue within the group, bridge gaps in understanding, and find resolution for differences through consensus.

11. Serve as a confidential communication channel for members or guests, as needed. If a member has a concern and is unable to speak directly with the other member regarding their concern, they may contact the facilitator via phone or in person. If appropriate, the facilitator may serve as a channel for such concerns and work with the parties outside of the meetings to resolve the conflict. Upon request, all information throughout this process with the facilitator will be kept confidential.


VII. Communication Among Members and Guests

 In order to facilitate respectful, constructive dialogue within the group, bridge gaps in understanding, and find resolution for differences through consensus, meeting attendees agree to the following:

1. Only one person will speak at a time without interruption.

2.  Each person will express their own views and will not speak for others at the table.

3. No one will engage in personal attacks or statements blaming a particular agency or provider for specific actions or outcomes.

4.  When speaking, be mindful of the fact that the SCC has an interpreter and they need time to translate what has been said to non-English speaking members and guests.

5. Each person should be mindful of the area of discussion and stay on track with their comments and the agenda.

6. We should be respectful of the time and keep comments brief and succinct to allow all members and guests a chance to comment.

7. Each person is expected to communicate concerns, interests, and ideas openly and to clearly state reasons for any disagreements.

8. Individual members and guests, when speaking with others outside of the SCC meeting, should be certain to state that their views, opinions, thoughts and concerns are their own and not necessarily those of the SCC or those of the funding source; the Massachusetts Department of Public Health HIV/AIDS Bureau.


 VIII. Meeting Minutes, Notification, and Frequency

Minutes are recorded at each SCC meeting, in addition to attendance, excused absences and absences. Minutes will be distributed by mail at least ten days (10) prior to the next SCC meeting.

Notice of SCC meetings will be made via e-mail, regular mail, and/or by posting meeting dates in area publications.

The Central and South Worcester County HIV/AIDS SCC will meet six times per year on the third Wednesday of every other month, beginning in January. Meeting time: 9:00 am to 10:30 am, Place: first floor Conference Room, City of Worcester Department of Health and Human Services, 25 Meade Street, Worcester, MA 01610. In the event of a change in meeting location or time, the facilitator will communicate to members at least ten days in advance.


IX. Public Attendance, the Media, and Confidentiality

All SCC meetings are open to the public, including the media. Members and guests should be mindful of this fact and be careful not to disclose information that is of a sensitive and/or personal nature. If there is a question regarding what constitutes sensitive or personal information, the SCC facilitator should be consulted, in private, prior to any such discussion in a public forum. The facilitator may need, in certain cases, to receive guidance from the HIV/AIDS Bureau; either the SCC’s contract manager or the Consumer Office.


X. Chairs

Since the group is facilitated, the SCC will not designate a chair.


XI. Amending the Operation Procedures

 The operating procedures will be reviewed by the SCC at the end of each fiscal year to determine if any modifications and/or changes need to be made. At any time during the course of the fiscal year, a member can raise a concern about an existing procedure or procedures. In this event, an ad hoc committee will be formed to address the issues and report back to the full SCC for consensus.