Service Delivery Procedures and Characteristics 650-25-70-05

(Revised 7/1/19 ML #3552)

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Legal References:

1. North Dakota Century Code Chapter 50-06 (Department of Human Services)
2. Public Law 114-144, Older Americans Act (OAA) of 1965, as amended in 2016
3. 45 CFR Part 1321, Grants for State and Community Programs
4. 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as applicable
5. Older Americans Act Policies and Procedure Manual 650-25

 

Other References:

North Dakota Department of Human Services Contract

 

Tribal home visits must be provided by an individual who:

• Has the knowledge and willingness to learn available community resources.
• Can develop rapport with older individuals and agencies that provide assistance to older individuals.
• Can identify service needs and make appropriate referrals.
• Has effective verbal, written, and computer skills.

Tribal home visits must be provided throughout the reservation.

 

Upon receipt of a referral, the individual must be contacted within two working days to discuss the option of a home visit.

 

New tribal home visit participants must complete the Tribal Home Visit Registration form.

 

Tribal home visit reassessments must be completed annually.

 

If more than one tribal home visit occurs within 30 days, documentation must clearly justify the reason and outcome of the visit.

 

Home visits must be performed as outlined below:

Home Visit Complete Assessment – 8 Units of Service

Visit:

• Conduct a visit in the participants home.
• Identify any services that may be needed.
• Make referrals as appropriate.

Documentation:

• Complete documentation to include:
• The specific purpose of the home visit.
• A statement of what was discussed during the visit.
• Next steps.

Follow-Up – 2 Units of Service

Follow-up:

• Make contact with the referral entity through phone, e-mail, written correspondence, or face-to-face visit.
• Make contact with the participant through phone, e-mail, written correspondence, or face-to-face visit.

Documentation:

• Complete documentation to include:
• The specific purpose of the contact.
• A statement of what was discussed.
• Next steps.

Individuals records must be:

• In its own individualized file.
• Secure in a locked file cabinet, in a locked area, or in
• A secure computer that requires an access code.

The contract entity must:

• Use the service billing unit system for each service provided.
• Record each billable unit of service received by the individual in the individual’s record in the web-based data collection system by the 15th of the month following service delivery.
• Record the type of tribal home visit service provided.