Administrative Requirements 650-25-65-15

(Revised 3/18/20 ML #3577)

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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.

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.

Emergency Plan:

• 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. A face-to-face visit must be made within 60 days following the declaration that the emergency is over.

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.