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HomeMy WebLinkAboutAgenda - 08-17-1999 - 8fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 17, 1999 SUBJECT: Authorization to Contract with Respite Care Providers DEPARTMENT: Dept. on Aging ATTACHMENT(S): Sample Vendor Agreement Action Agenda Item No.. 24 Public Hearing: No Budget Amendment Reqd? No INFORMATION CONTACT: Jerry Passmore, ext. 2009 Telephone Number - Hillsborough 732 -8181 Chapel Hill 967 -9251 Mebane 227 -2031 Durham 688 -7331 PURPOSE: To seek authorization to enter into agreements with in -home care providers. BACKGROUND: In the past the Department on Aging has utilized a portion of its Eldercare operating budget to purchase in -home respite service from local providers. This service places a trained aide in the home of a frail older adult in order to relieve the caregiver that is usually a family member. The average allocation of service is four hours per week. The NC General Assembly, recognizing the need for additional in -home care service statewide, has provided funding distributed by a population -based formula which has substantially increased Orange County's allocation over the past three years. Historically, proposals have been solicited from interested providers and a contract struck to provide the .service for a specific period of time. Due to the inability of the providers to hire and retain qualified personnel, however, they were not consistently able to honor the terms of the agreement. In order to maintain the flexibility necessary for successful service delivery the County has found it prudent to use several providers contingent upon their availability. The inconsistency in the Provider's ability to offer service upon request makes it inefficient to approve annual contracts. Therefore, the Board is being requested to authorize the Manager to sign agreements with service providers as may be necessary to provide the services for FY 99 -00. The Board's policy regarding such matters stipulates that the Manager may only sign professional service agreements up to $5,000. It is likely that over the course of the year, one or more service providers may exceed $5,000. M' 2 Orange County will continue to contract with qualified service providers pursuant to both State mandated requirements and the criteria established by the County. A Sample Agreement for this service is attached to provide a point of reference as to the required qualifications of the providers with whom we contract. The four recommended vendors are Keston Care, Inc., Home Health Solutions, Assistant Care Providers, and CareFocus. FINANCIAL IMPACT: The Department on Aging's FY99 -00 budget includes Home and Community Care Block Grant funds in the amount of $73,000 as well as $10,000 of local match support for the purchase of in -home respite care. RECOMMENDATION: The Manager recommends that the Board authorize the Manager to sign four Agreements for respite care service. Such authorization shall not exceed the amount budgeted for this function in the operating budget for the Department on Aging. fn: hlbocclab 90817c.doc iS `I 3 Orange County Department on Aging Vendor Agreement This Vendor Agreement is entered into this Ist day of July 1999 between , hereinafter known as the Vendor, and Orange County on behalf of the Department on Aging, hereinafter known as the Department. The period and duration of the Agreement shall be from July 1, 1999 to June 30, 2000. WITNESSETH: WHEREAS, the Department desires to engage the Vendor to render certain technical and professional services, hereinafter described, now therefore the parties hereto mutually agree as follows: 1) DEPARTMENT AGREES AND MAINTAINS THE RIGHT: To determine eligibility of prospective clients for in -home aide services in accordance with federal and state guidelines. 2. To make all decisions regarding who is served and what services are offered and in what manner to each client referred. 3. To provide to the Vendor for each client referred screening information and a service authorization describing total amount, duration and frequency of aide service requested, and directions to the client's home, whenever possible. 4. To conduct for each client taken into service at least an annual reassessment, and quarterly reviews, which includes questions about their satisfaction with services and whether they were given an opportunity to cost share. 5. To submit new service authorizations for any client case in which Orange County has approved a change in services. 6. To monitor the Vendor if warranted at least yearly to ensure compliance with N.C. Division of Aging In -home Aide service standards and with this agreement. 7. To be flexible regarding how many clients are referred at one time. 8. To amend this agreement as needed at any time to ensure that Orange County is in compliance with the N.C. Division of Aging In -Home Aide service standards, and to provide notice of such amendments as quickly as practicable to the Vendor. 2) THE VENDOR HEREBY AGREES: To provide Nursing Assistants (NAI or NA2), certified by the N.C. Division of Facility Services, to clients referred by the Department with other than Level 1 (Home Management) care needs. Referred clients with Level 1 needs may be staffed with companion aides, but it is preferable that all aides staffing Department cases are NAs. 2. To meet the NC Division of Aging Policies and Procedures for In -Home Aide services, as outlined in Attachment A. 4 3. To have an adequate number of aides hired and available to work in Orange County on the date this agreement is signed. 4. To staff each referred case within ten working days of the authorization date specified on the service authorization form provided for each client by the Department. 5. To staff Adult Protective Services cases within five working days of authorization. 6. To maintain services once staffed over the service period stipulated by the Department. 7. To provide consistent aide assignment over the service period stipulated by the Department. 8. To provide services in two-hour minimum periods of service time, as specified in the service authorization. 9. To provide weeldy timesheets, signed by the client or responsible party, the aide, and the aide supervisor, which show the allocated weekly hours and the actual billable hours, time frame of service provided, and type of services provided. 10. To provide weekly billing reports for each client, explaining variances in schedules and variances in the plan of care. If timesheets are not provided, if tasks are not recorded, if timesheets do not include required signatures, or if variances in schedules and/or plans of care are not noted and explained, the corresponding bills will not be paid. 11. To provide upon request a written analysis of services provided since the beginning of the fiscal' year, including total hours of service for each client, dates of services provided to each client, and explanations for any discrepancies between services requested and provided. 12. To make every effort to promptly communicate by phone to the Department's Eldercare Supervisor any aide changes, interruptions in aide services, or problems with clients' services. 13. To maintain appropriate client and personnel files at the Vendor's licensed office, and to ensure that such records that fully disclose the extent of the service provided to recipients are kept for two years from the first service date for each client and are available for inspection. 14. To make every effort to help clients understand the relationship between the Vendor and the Department in providing in -home aide services to them. 15. To inform clients at least the afternoon before services are expected if there is to be any change in the time or duration of their services. 16. To under no circumstances ask clients referred to you by the Department about their economic status, or in any way attempt to recruit new clients from the Department's client pool. 17. To keep confidential any information about a client which is shared by the Deparrtment or the client. Such information shall be shared only among other Department and Vendor staff who need to know in order to coordinate, manage, or deliver services to the client. d' 18. To conduct a thorough assessment and create a plan of care of each client referred ,using the assessment and plan of care tools provided by the Department, and to provide to the Department copies of those once completed. 19. To provide to each client or responsible party a copy of their plan of care and any other document as necessary to ensure they are informed about what duties they should expect the aide assigned to them to perform 20. To consult with Department staff prior to making referrals for other services or making changes m any services provided to clients receiving service through this agreement. 21. To.submit a bill weekly for services rendered, payable within 30 days of receipt. 22. To be available to meet with the Department staff at their request to discuss service provision. The Vendor agrees to indemnify and save harmless Orange County and the Department, their agents and employees from and against any and all loss, cost, damages, expense and liability caused by the failure of the Vendor to fully perform its obligations under this agreement and in accordance with its terms; or by an accident or other occurrence causing bodily injury, including death, sickness, products or services rendered under this agreement. The County will indemnify the Vendor to the extent permitted by law and to the extent of insurance policies owned by the County, for losses, costs, damages, expenses and liability caused by the negligent acts or omissions of the County in performhLnce of obligations under this agreement_ The Department will reimburse Level I Level II Level III Level IV at the rates below: Home Management $12.50 an hour Personal Care/Home Management $12.50 an hour Personal Care $12.50 an hour Home Management $12.50 an hour This agreement may be extended for an additional period if mutually agreed to by both parties. The Department may immediately suspend this Agreement for violations by the Vendor of the rules or regulations agreed to herein. ORANGE COUNTY - LE Authorized Signature Title Date WHOAGR2_ -99-00 LON Authorized Signature Title Date 5