Administrative Requirements 650-25-60-15

(Revised 3/18/2020 ML #3578)

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The contract entity must adhere to the following:

 

Confidentiality of Records:

• A signed release of information must be obtained from the participant or legal representative prior to any written reports and referrals are made to physicians or appropriate agencies.
• Information about a participant is only disclosed by the contract entity if it is:

• Required by court order.
• Necessary for program monitoring by authorized agencies.

Non-Discrimination and Grievance:

• The contract entity must have a non-discrimination policy for individuals.
• The contract entity must have a grievance procedure for individuals who are dissatisfied with or denied services.

Service Contributions (Program Income):

• Individuals must be provided the opportunity to voluntarily contribute towards the cost of services.
• Individuals must clearly be informed there is no obligation to contribute and the contribution is purely voluntary.
• Individuals must not be denied service due to inability or unwillingness to contribute.
• Means testing shall not be used; however, a suggested contribution schedule that considers the income ranges may be developed and used.
• Individuals cannot be billed for the number of services received.
• Measures must be taken to protect the privacy and confidentiality of the individuals with respect to the individual’s contribution or lack of contribution.
• Acceptable methods of receiving contributions for congregate meals include the following:

• A locked box with a slit located on top in a private area for cash or sealed envelope.
• A mailed check, cashier’s check or money order.
• Credit Card.
• Self-punch meal ticket.
• Supplemental Nutrition Assistance Program (SNAP) benefits.

• Acceptable methods of receiving contributions for home-delivered meals include the following:

• A mailed check, cashier’s check or money order.
• Credit Card.
• Self-punch meal ticket.
• Supplemental Nutrition Assistance Program (SNAP) benefits.

• The full cost and the suggested contribution for the service must be publicly displayed at site locations and provided to individuals that receive the services at home.

• Service contributions received for congregate meals must be used to expand congregate meals, and service contributions received for home-delivered meals must be used to expand home-delivered meals.

 

Web-based Data Collection System:

• The contract entity will be responsible for entering the data in the web-based data collection system along with printing required reports.
• Congregate individuals that receive a home-delivered meal during site closures or holidays must be entered as a congregate meal.
• All assessments and reassessments must be documented in the web-based data collection system.
• Documentation relating to the assessments and reassessments must be in the narrative section of the web-based data collection system.

 

Fiscal Procedures:

• Measures must be established to safeguard and account for receipt of all contract-related funds (including service contributions) and for the payment process. The following must be included:

• Contributions must be counted, recorded, and signed daily by two individuals.
• Procedure for verification of receipt of funds.
• Procedure for deposit of funds.
• Location of funds prior to deposit.
• List of staff who have access to funds.
• Payment process.

 

Congregate Meal Sites:

• Meal sites must:

• Meet state and local fire safety, sanitation codes and standards.
• Be accessible to individuals with disabilities.
• Be in close proximity to the majority of individuals.
• Have a phone.
• Have emergency numbers posted by each phone.
• Have the address of the site posted by each phone.
• Have a fire and weather-related evacuation plan posted.
• Have adaptive equipment available for individuals with special needs.

 

Emergency Preparedness Plans:

• The contract entity must have emergency preparedness plans in place for unplanned events (inclement weather, power outage, facility issues, threat of harm, etc.) The plans must include:

• Contingent service delivery.
• How to contact staff, volunteers, caterers, etc., through phone or other means.
• Notification to participants of program closings (radio, phone, etc.
• In the event of a state and/or national emergency or other emergencies as determined by the department, required face-to-face visits with consumers to enroll for services or to continue services may be done by alternate methods such as phone interviews or other technology. The reason for not conducting the face-to-face visit must be documented in the consumer record.

 

Holidays or Site Closures:

• The contract entity must assure service delivery to congregate and home-delivered participants during holidays and planned site closures. This may include providing hot, cold, frozen, and shelf stable meals.

• The contract entity must identify specific holidays and planned site closures.
• Holiday and planned site closures must be identified in the contract entity’s menus, newsletter if applicable, posted in a visible location at the meal sites, and provided to home-delivered meal participants.
• For congregate participants receiving home-delivered meals during holidays and planned site closures, the meal provided must be recorded in the web-based data collection system as a congregate meal.

 

Emergency Disaster Plan:

• The contract entity must have a written emergency disaster preparedness plan to assure coordination of activities with local and state governments, emergency response agencies, relief organizations, and other entities that are responsible for disaster relief service delivery.

 

Information and Referral:

• Provide information and referral services.

 

Advocacy:

• Provide leadership relative to aging issues on behalf of all older individuals in the defined service area.

 

Planning/Evaluation Requirements:

• Services must be coordinated within the community to avoid duplication.
• Participate in Department of Human Services/Aging Services Division evaluation activities as requested.

 

Training:

• Training must be provided to staff and volunteers initially and on an annual basis.
• The training must include, but is not limited to the following:

• Overview of the Older Americans Act.
• Requirements in the contractual documents entered into with the Department of Human Services.

• Staff training records must be maintained in the personnel files at the contract entity’s office.