Administrative Requirements 650-25-45-30

 

Administration 650-25-45-30-01

(Revised 2/1/06 ML#3020)

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1. Develop and adhere to a written program manual of policies and procedures to include, at a minimum, the following:

1. Defined service area.
2. Targeting methods for the following:  older individuals residing in rural areas; older individuals with greatest economic need (with particular attention to low income minority individuals and older individuals residing in rural areas); older individuals with greatest social need, (with particular attention to low income minorities and older individuals residing in rural areas); older individuals with severe disabilities; older individuals with limited English speaking ability; and older individuals with Alzheimer’s disease or related disorders with neurological and organic brain dysfunction (and the caretakers of such individuals).
3. Frequency, method, and timeframe for delivery of services as appropriate.
4. Service options are accessible to all eligible clients, independent, semi-independent, and totally dependent, regardless of income levels.
5. Procedures to assure the confidentiality of client specific information.

1. No information about a client is disclosed by the contract entity unless informed consent is received from the client or legal representative; disclosure is required by court order; or for program monitoring by authorized agencies.
2. An appropriate release of information document is signed and on file before client records are released and maintained in the client’s file.
3. All client specific information is maintained in a locked file, locked area of access coded computer program.

6. Service contribution (program income) procedures that assure:

1. Clients are provided the opportunity to contribute to the cost of services received. Acceptable formats for receiving contributions include the following: a locked box in a private area; sealed envelope with on-site deposit in a locked box in a private area or return by mail; and self punch meal tickets.  Any form of periodic correspondence resembling a billing for number of services received by a client is prohibited.
2. No client is denied service due to inability or unwillingness to contribute.
3. A suggested contribution schedule that considers the income ranges of older individuals may be developed.  Means tests shall not be used for any service supported by Older Americans Act funds.
4. Each service provider must choose to do one of the following: 1) Publicly display at service locations and provide to clients served at home, the full cost of the nutrition service, with information indicating that clients may, but are not required to contribute for the nutrition service; or 2) Publicly display at service locations and provide to clients served at home, the full cost of the nutrition service and the suggested contribution, with information indicating that clients may, but are not required to contribute for the nutrition service.
5. Measures are taken to protect the privacy of each client with respect to his or her contribution.
6. Appropriate procedures are established to safeguard and account for all contributions.  At a minimum, the following must be addressed: format used for receipt of funds, procedure for deposits, verification of receipt of funds, location of funds prior to deposit, and program staff who have access to funds.
7. Ineligible participants are required to pay the full cost of the nutrition service.
8. Service contributions for nutrition services are used to expand nutrition services.
9. Service contributions for nutrition services may include food stamps.

7. Fiscal procedures that address receipt of Older Americans Act and related funds, deposit of funds, and payment process.
8. Procedures to assure service delivery in weather-related emergencies.
9. Written emergency disaster preparedness plan approved by the local governmental official(s) having responsibility for disaster planning and designate an individual who is responsible to carry out provisions of the plan.
10. Procedures to assure the provision of information and referral services.
11. Non-discrimination towards clients.
12. Grievance procedures for clients.
13. Records retention.
14. Reporting food-borne illness.
15. A plan to review and update manual as necessary but at least 90 days after the beginning of each contract period.

2. Provide or make available training to volunteers and paid personnel concerning the provision of services to older individuals.  At a minimum, paid personnel/volunteers must receive training on the following: overview of the Older Americans Act, service contributions, review of applicable service standards or service requirements and necessary training to deliver the specific service, confidentiality, and fire safety.
3. Use of volunteers in the provision of services, as applicable.  (Volunteer hours and the estimated cost must be reported on the Monthly Data & Payment Report.)