Administrative Requirements 650-25-70-15

(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 individual or legal representative prior to any written reports and referrals are made to physicians or appropriate agencies.
• Information about an individual 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.
• 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 include the following:

• A mailed check, cashier’s check and money order.

• Service contributions received for tribal home visits must be used to expand tribal home visit services.

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.
• All assessments and reassessments must be documented in 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:

• Format for receipt of funds.
• 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 Plans:

• 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.