Loading...
HomeMy WebLinkAbout2009-031 Health - Chapel Hill Training & Outreach Inc for Family Service Coordination & Business Assoc Agreement~,~~ ~ " 0 2''-LL0 7P Agreement Between Orange County Head Start of the Chapel Hill Training Outreach Project, Inc. And Orange County Health Department (This Agreement has been amended as of August 28, 2008 for programmatic changes only. The financial agreement remains in force as originally signed) I. Purpose of this collaboration: 1. To provide family service coordination services to families eligible for and enrolled in Orange County Head Start and Orange County Health Department's Child Service Coordination Program. 2. To avoid duplication of effort, or conflict with, preexisting family plans by taking into account and building upon, as appropriate, information obtained from the family and community agencies involved. 3. To coordinate the resources, skills, and expertise of Orange County Head Start (OCRs) and Orange County Health Department (OCHD) to provide high quality services for families and children that meet each agency's goals. II. Brief Description of the Collaboration: This collaboration for one social worker position presents parents with one, unified program case coordinator who will provide regular contacts to the family in order to identify and follow-up on child and family needs. The Family Service Coordinator will support the development of family self- sufficiency and promote skill development in the areas of problem solving, decision making and accessing needed health and human services. To this end, the Family Service Coordinator is responsible for implementation and follow-through of social services, parent involvement, and health needs of each assigned OCHS child and family according to the OCHS Family and Community Partnership Plan, the federal Head Start Performance Standards, and Orange County Health Department Child Service Coordination requirements. III. Parties involved and key collaboration contact person(s) in each program: This collaboration is being established between two distinct programs. The collaboration will be managed and problem solved at the administrative level by Orange County Head Start Director, Angela Wilcox, and OCHD Director of Personal Health Services, Wayne Sherman. Key support staff will include: OCHD: Kathleen Goodhand, MSW, Family Home Visiting Services Supervisor Beckie Hermann, RN, Family Home Visiting Services Coordinator Sue Rankin, RN, Communicable Disease Coordinator Patty Rhodes, RNBC, Child Care Health Consultant Renee Kemske, MPH, RD, LDN Registered Dietitian/Licensed Nutritionist OCHS: Gwen Vareene-Pierce, Family Services Manager Ennis Baker, Early Childhood Manager and Mental Health Specialist Martha Monroe, Health and Nutrition Manager Kim Bracey, Special Services Manager IV. Orange County Head Start Responsibilities: The Orange County Head Start (OCRs) Family Services Manager is responsible for daily supervision and professional growth supervision, including participating in annual performance reviews of the OCHS-OCHD Family Service Coordinator, to ensure that the job duties and case management functions described in the OCHS Family Service Worker job description and Attachment A are carried out. The OCHS Family Services Manager will ensure compliance with all Head Start Performance Standards for Family and Community Partnerships and is responsible for tracking and monitoring compliance. In addition, the OCHS Family Services Manager will be assisted by the Health and Nutrition Manager to monitor compliance with Performance Standards for Health; and be assisted by the Early Childhood and Mental Health Manager to monitor compliance with Performance Standards for Early Childhood Development and Mental Health; and be assisted by the Special Services Manager to monitor compliance with Performance Standards for Disabilities as they apply to the role of OCHS - OCHD Family Service Coordinator. V. Orange County Health Department Responsibilities: The OCHD Family Home Visiting Services Coordinator is responsible for assuring that CSC services are delivered to families appropriately per protocol and that billing is accurate. The Family Home Visiting Services Coordinator will review and approve time sheets, leave requests, reimbursement requests and time studies before forwarding them to Central Administrative Service's staff for processing through Orange County Payroll. The Family Home Visiting Services Coordinator will be responsible for leading the WPPR evaluation process (annual performance review) with substantial input from OCHS staff, and ascertaining that the document is completed per Orange County Health Department policies and procedures. The Family Home Visiting Services Coordinator will ensure that the social worker attends mandated OCHD Annual Training (Bloodborne Pathogens, HIPAA, confidentiality, etc.), maintains mandated CPR certification, and is available for disaster response duties as assigned by the Health Director. Additionally, OCHD will provide medical consultation and information as requested by OCHS related to communicable diseases, tuberculosis, and care of chronic illnesses in daycare settings according to acceptable medical and public health standards. Upon request, OCHD will provide nutrition counseling services by a Registered Dietitian (RD) to those children referred for high-risk conditions. A registered nurse will participate quarterly on the OCHS Health Advisory Board. VI. Program Coordination Expectations: 1. All staff are expected to support both the OCHS and OCHD goals and objectives. New staff will be given orientation to the model and techniques for coordinating the two programs including the role of all staff and the expectations of this service delivery model. The model assures that: • Reporting systems are in place for both programs to effectively monitor delivery of expected services to families jointly enrolled as outlined in Attachment A. • A system of regular checks is in place that includes items such as records review; observation of staff interaction with families; regular staff meetings; case reviews and mini workshops. • A system exists to avoid duplication by assuring that all applications to OCHS are checked against the OCHD CSC log initially and at enrollment. • Joint Family Service Coordinator has a caseload that ensures quality services to families as outlined in Attachment A. • Joint Family Service Coordinator is an integral part of the OCHS program and the OCHD program. • Joint Family Service Coordinator is included in the programmatic planning and decision-making process as appropriate. • Joint Family Service Coordinator can confidently explain to parents, staff and the community what the OCHS -OCHD policies are concerning such areas as confidentiality; selection and enrollment; reporting child abuse/neglect; screening and referrals for enrolled children; family partnership agreements; and parent involvement opportunities. 2. All staff are expected to follow an agreed upon problem resolution process, which includes open, respectful and honest discussion at regular staff meetings about problems and issues that arise. The first step for resolving Family Services area problems is by discussion with the OCHS Family Services Manager. OCHS -OCHD Family Service Coordinator should follow the "OCRs Procedures for Communications" Policy and work effectively as a team member with fellow OCHS staff and other community agencies. Consultation with the OCHD FHV Service Coordinator is warranted for ongoing, unresolved problems that impact work performance. 3. Designated staff from both agencies will participate on the interview team for hiring new OCHS-OCHD staff. Orange County Head Start Policy Council must concur with recommendations for hiring. The OGHS Family Service Coordinator job description, encompassing both OCHS and Health Department position qualifications, will be used when making hiring decisions. Orange County personnel employment requirements and procedures must be met prior to setting the salary and offering the position. The Orange County Health Department's policies/schedules regarding benefits, compensatory time, holidays, workweek, workday, evaluation, and raises will be followed. VII. Evaluation and Program Improvement: 1. At least quarterly, the OCHS Family Services Manager and the OCHD Family Home Visiting Services Coordinator will formally meet to review program progress and identify problem areas. A brief written assessment will be produced including a written plan to address problem areas. 2. An annual self-assessment of the service collaboration will be conducted. The OCHS Director or her designee, with assistance from other OCHS and OCHD Staff will solicit feedback from staff and families involved in the collaboration to assess the success of the model, management needs/problems, communication needs/problems, etc. The goal is to create and implement awin-win partnership for both programs that has a positive impact on children and families. Concerns regarding the implementation of this agreement will be discussed by the Directors of the Agencies and their designated staff. Failure to meet the expectations of this agreement by either party may result in the decision to discontinue the agreement. VIII. Payment for Services/Shared Costs: Orange County Head Start agrees to pay to Orange County Health Department the actual expenses related to salary and fringe benefits of one Orange County Head Start Family Service Coordinator up to a maximum of $4875 per month through December 31, 2008 as long as federal Head Start funds continue to be available. Any amount in excess of this must be agreed to by both parties. OCHS agrees to provide office space, supplies, computer, phone, mileage reimbursement and training resources. Orange County Health Department agrees to provide the number of Medicaid billable units of service submitted by the OCHS-OCHD Family Service Coordinator in this agreement to the OCHS Program annually. Revenue earned is used to partially offset OCHD Administrative and Supervision costs. IX. Renewal/Termination of agreement by either party: Renewal of this agreement shall be on an annual basis, subject to program continuation based on a review of program outcomes and subject to available funding. Renewal shall commence upon written notice executed by both parties. This agreement shall run from January 1, 2008 through December 31, 2008 as long as Federal Head Start funds continue to be available. This agreement or its renewals may be terminated at any time without penalty by either party provided that written notice of such termination is furnished to the other party at least ninety (90) days prior to termination. In the event of such termination, any payment due shall be prorated to the date of termination. X. Amendments to the collaboration agreement: No provision of this agreement shall be construed or interpreted as creating a pledge of the faith and credit of Orange County Head Start or Orange County Health Department within the meaning of any constitutional debt limitation. No provision of this agreement shall be construed or interpreted as creating a delegation of governmental powers nor as a donation by or lending of the credit of OCHS or OCHD within the meaning of the Constitution of the State of North Carolina. This agreement shall not and does not directly or indirectly or contingently obligate OCHS or OCHD to make any payments beyond those appropriate in the sole discretion of OCHS or OCHD for any fiscal year in which this agreement shall be in effect. No deficiency judgment may be rendered against OCHS or OCHD in any action for breach of a contractual obligation under this agreement and the taxing power of OCHS or OCHD is not and may not be pledged directly or indirectly or contingently to secure any moneys due under this agreement. This agreement contains the entire understanding of the parties and shall not be altered, amended, or modified, except by an agreement in writing executed by the duly authorized officials of both parties. IN WITNESS WHEREOF, the parties have hereunto signed this agreement in their official capacities of the day and year listed below. FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT Rosemary L ummers, Health Director Date: ®~S / B `~ FOR AND ON BEHALF OF THE CHAPEL HILL TRAINING OUTR CH PROJ CT, INC. Mic el Mathers, Ex cutive Director Date: ~ ~~/~ ~~ FOR AND ON BEHALF OF ORANGE COUNTY ORANGE COUNTY FINANCE DIRECTOR: This instrument has been preaudited in the Manner required by the Local Government Budget and Fiscal Control Act. Ga re Orange y Finance Director ATTACHMENT A Standards and Conditions Personnel: Per contractual agreement, one (1) Orange County Health Department Social Worker II Class Family Service Coordinator will carry out mutually agreed upon job duties for the Orange County Head Start program. Services to be provided to OCHS families/children: • Enrollment of OCHS assigned families in accordance with OCHS Family and Community Partnership Plan. • Assessment of family needs including, but not limited to, child care, health, special needs of child, knowledge of infant and toddler development, home environment, parenting skills, parental stress, education and job training. • Partnership building with OCHS enrolled families to establish mutual trust and to identify family goals, strengths, and necessary services and other supports. Family Partnership Agreements are established with families as early after enrollment as possible and documented in the OCHS file within 30 days. • Obtain pre-existing family plans by coordinating with the families and the other agencies/personnel who may also be working with OCHS families to support the accomplishments of goals and to avoid duplication of services. • Within 45 days of enrollment, obtain up-to-date immunization records, health status (medical home) information and complete a nutrition assessment. • Within 45 days of enrollment of each child on caseload, in conjunction with the Health/Nutrition Manager, Disabilities Coordinator and the Early Childhood/Mental Health Manager, provide for an appropriate developmental screening to identify concerns regarding child's development, sensory, behavioral, motor, language, social, cognitive, perceptual and emotional skills. • Work collaboratively with OCHS parents to identify and continually access, either directly or through referrals, services and resources that are responsive to each family's interests and goals. This includes: emergency or crisis assistance in such areas as food, housing, clothing and transportation; education and other appropriate interventions; opportunities for parents to participate in counseling or receive information on mental health issues that place families at risk, such as substance abuse, child abuse and neglect and domestic violence; and opportunities for continuing education and employment training. • Involve parents in their child's education option at OCHS (Central, Efland, New Hope and Pathways Elementary) by assisting parents to establish a positive relationship with their child's teacher and modeling how to share knowledge about their child so that child care staff can individualize the program to support each child's individual pattern of development and learning. • Coordinate parent participation in the program, including scheduling and attending regular OCHS parent meetings, surveying family interests, recruiting for OCHS Policy Council, and providing parent trainings required by the Performance Standards and on other topics that parents request. • Facilitate families' transition from Pre-Kindergarten per OCHS Transition Policy and Procedures. • Comply with HIPAA privacy and security guidelines of 'protected health information' as outlined by Orange County Health Department. • OCHD RD nutrition counseling guidelines: The Family Service Coordinator will coordinate scheduling, referral from the practitioner, and transportation for RD services. The RD may provide off-site nutrition appointments as staffing allows and will be decided on a case-by-case basis with the Family Service Coordinator. Medicaid covers Medical Nutrition Therapy with an RD for children up to age 20 years of age with high-risk conditions. For non-Medicaid recipients, fees are based on a sliding scale based on income. The RD will provide direct feedback for referred children to the Family Service Coordinator. Conditions for services to OCHS families/children: • The OCHS -OCHD Family Service Coordinator will case manage and coordinate all services to an average caseload of 35 families, which will include a maximum average of 12 families who are also part of the OCHD Family Service Coordination program. • OCHD will assure that a process is in place such that, within 45 days of a child's enrollment, OCHS will be able to obtain adequate information on the jointly managed, "matched", OCHS families to document compliance with OCHS regulations for: Family Partnership Agreements, Health Status (medical home), up-to-date immunizations, nutrition assessments, and developmental screening. • OCHS Family Services Manager will supervise day to day activities of the Family Service Coordinator including: providing regular and consistent opportunities for reflective supervision processing leave requests (i.e. vacation, personal) and acting as contact person for work illness and emergency requests processing workshop and travel requests, overseeing organization of daily tasks and directing daily activities assisting staff to trouble-shoot emergency needs of families, assisting with parent meetings as needed, evaluating staff performance related to job duties and procuring training to enable staff to carry out their Head Start role ascertaining staff safety in the field by being available for "sign out" at the end of each workday consulting with OCHD's Family Home Visiting Coordinator as needed regarding employee job performance, CSC responsibilities, and potential Child Protective Services referrals • OCHS Family Services Manager and the OCHD Family Home Visiting Services Coordinator will provide joint support and advocacy to the Family Service Coordinator by: receiving and reviewing written caseloads on a monthly basis monitoring case load size to ensure quality services to families -providing at a minimum quarterly and as needed joint reflective supervision (a joint meeting with supervisors and staff member) providing resource and referral information when needed providing ongoing observations and feedback on delivery of services related to the agency's program requirements and best practices (i.e. at least annual home visit observations, periodic chart reviews, and parent satisfaction surveys) completing Work Planning and Performance Reviews at least annually according to policies and procedures of OCHD keeping staff informed of agency-specific administrative protocols and updates disseminating information in a timely manner (federal, state & local) representing staff issues to administration advocating for career growth Compensation: Compensation rate for the position will be at a level commensurate with employee's education, training and experience in keeping with both agencies' wage and comparability schedules. ~~9f 1-~-d ~ yf' Family Service Coordination Agreement Calendar Year 2009 Page 1 of 9 AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT AND CHAPEL HILL TRAINING AND OUTREACH, INC. FOR FAMILY SERVICE COORDINATION SERVICES I. Purpose of this collaboration: 1. To provide family service coordination services to families eligible for and enrolled in Orange County Head Start and Orange County Health Department's Child Service Coordination Program. 2. To avoid duplication of effort, or conflict with, preexisting family plans by taking into account and building upon, as appropriate, information obtained from the family and community agencies involved. 3. To coordinate the resources, skills, and expertise of Orange County Head Start (OCRs) and Orange County Health Department (OCHD) to provide high quality services for families and children that meet each agency's goals. II. Brief Description of the Collaboration: This collaboration for one social worker position presents parents with one, unified program case coordinator who will provide regular contacts to the family in order to identify and follow-up on child and family needs. The Family Service Coordinator will support the development of family self-sufficiency and promote skill development in the areas of problem solving, decision making and accessing needed health and human services. To this end, the Family Service Coordinator is responsible for implementation and follow- through of social services, parent involvement, and health needs of each assigned OCHS child and family according to the OCHS Family and Community Partnership Plan, the federal Head Start Performance Standards, and Orange County Health Department Child Service Coordination requirements. III. Parties involved and key collaboration contact person(s) in each program: This collaboration is being established between two distinct programs. The collaboration will be managed and problem solved at the administrative level by Orange County Head Start Director, Angela Wilcox, and OCHD Director of Personal Health Services, Wayne Sherman. Key support staff will include: OCHD: Kathleen Goodhand, MSW, Family Home Visiting Services Supervisor S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCRs Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 2 of 9 Beckie Hermann, RN, Family Home Visiting Services Coordinator Sue Rankin, RN, Communicable Disease Coordinator Patty Rhodes, RNBC, Child Care Health Consultant Renee Kemske, MPH, RD, LDN Registered Dietitian/Licensed Nutritionist OCHS: Gwen Vareene-Pierce, Family Services Manager Ennis Baker, Early Childhood Manager and Mental Health Specialist Martha Monroe, Health and Nutrition Manager Jennifer Miller, Child Development Specialist IV. Orange County Head Start Responsibilities: The Orange County Head Start (OCHS) Family Services Manager is responsible for daily supervision and professional growth supervision, including participating in annual performance reviews of the OCHS-OCHD Family Service Coordinator, to ensure that the job duties and case management functions described in the OCHS Family Service Worker job description and Attachment A are carried out. The OCHS Family Services Manager will ensure compliance with all Head Start Performance Standards for Family and Community Partnerships and is responsible for tracking and monitoring compliance. In addition, the OCHS Family Services Manager will be assisted by the Health and Nutrition Manager to monitor compliance with Performance Standards for Health; and be assisted by the Early Childhood and Mental Health Manager to monitor compliance with Performance Standards for Early Childhood Development and Mental Health; and be assisted by the Child Development Specialist to monitor compliance with Performance Standards for Disabilities as they apply to the role of OCHS - OCHD Family Service Coordinator. V. Orange County Health Department Responsibilities: The OCHD Family Home Visiting Services Coordinator is responsible for assuring that CSC services are delivered to families appropriately per protocol and that billing is accurate. The Family Home Visiting Services Coordinator will review and approve time sheets, leave requests, reimbursement requests and time studies before forwarding them to Central Administrative Service's staff for processing through Orange County Payroll. The Family Home Visiting Services Coordinator will be responsible for leading the WPPR evaluation process (annual performance review) with substantial input from OCHS staff, and ascertaining that the document is completed per Orange County Health Department policies and procedures. The Family Home Visiting Services Coordinator will ensure that the social worker attends mandated OCHD Annual Training (Bloodborne Pathogens, HIPAA, S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement ' - Calendar Year 2009 Page 3 of 9 confidentiality, etc.), maintains mandated CPR certification, and is available for disaster response duties as assigned by the Health Director. Additionally, OCHD will provide medical consultation and information as requested by OCHS related to communicable diseases, tuberculosis, and care of chronic illnesses in daycare settings according to acceptable medical and public health standards. Upon request, OCHD will provide nutrition counseling services by a Registered Dietitian (RD) to those children referred for high-risk conditions. A registered nurse will participate quarterly on the OCHS Health Advisory Board. VI. Program Coordination Expectations: All staff are expected to support both the OCHS and OCHD goals and objectives. New staff will be given orientation to the model and techniques for coordinating the'two programs including the role of all staff and the expectations of this service delivery model. The model assures that: • Reporting systems are in place for both programs to effectively monitor delivery of expected services to families jointly enrolled as outlined in Attachment A. • A system of regular checks is in place that includes items such as records review; observation of staff interaction with families; regular staff meetings; case reviews and mini workshops. • A system exists to avoid duplication by assuring that all applications to OCHS are checked against the OCHD CSC log initially and at enrollment. • Joint Family Service Coordinator has a caseload that ensures quality services to families as outlined in Attachment A. • Joint Family Service Coordinator is an integral part of the OCHS program and the OCHD program. • Joint Family Service Coordinator is included in the programmatic planning and decision-making process as appropriate. • Joint Family Service Coordinator can confidently explain to parents, staff and the community what the OCHS -OCHD policies are concerning such areas as confidentiality; selection and enrollment; reporting child abuse/neglect; screening and referrals for enrolled children; family partnership agreements; and parent involvement opportunities. 2. All staff are expected to follow an agreed upon problem resolution process, which includes open, respectful and honest discussion at regular staff meetings about problems and issues that arise. The first step for resolving Family Services area problems is by discussion with the OCHS Family Services Manager. OCHS -OCHD Family Service Coordinator should follow the "OCRs Procedures for Communications" Policy and work effectively as a team member with fellow OCHS staff and other community agencies. Consultation with the OCHD FHV Service S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCRs Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 4 of 9 Coordinator is warranted for ongoing, unresolved problems that impact work performance. 3. Designated staff from both agencies will participate on the interview team for hiring new OCHS-OCHD staff. Orange County Head Start Policy Council must concur with recommendations for hiring. The OCHS Family Service Coordinator job description, encompassing both OCHS and Health Department position qualifications, will be used when making hiring decisions. Orange County personnel employment requirements and procedures must be met prior to setting the salary and offering the position. The Orange County Health Department's policies/schedules regarding benefits, compensatory time, holidays, workweek, workday, evaluation, and raises will be followed. VII. Evaluation and Program Improvement: 1. At least quarterly, the OCHS Family Services Manager and the OCHD Family Home Visiting Services Coordinator will formally meet to review program progress and identify problem areas. A brief written assessment will be produced including a written plan to address problem areas. 2. An annual self-assessment of the service collaboration will be conducted. The OCHS Director or her designee, with assistance from other OCHS and OCHD Staff will solicit feedback from staff and families involved in the collaboration to assess the success of the model, management needs/problems, communication needs/problems, etc. The goal is to create and implement awin-win partnership for both programs that has a positive impact on children and families. Concerns regarding the implementation of this agreement will be discussed by the Directors of the Agencies and their designated staff. Failure to meet the expectations of this agreement by either party may result in the decision to discontinue the agreement. VIII. Payment for Services/Shared Costs: Orange County Head Start agrees to pay to Orange County Health Department the actual expenses related to salary and fringe benefits of one Orange County Head Start Family Service Coordinator up to a maximum of $5010 per month through December 31, 2009 as long as federal Head Start funds continue to be available. Any amount in excess of this must be agreed to by both parties. OCHS agrees to provide office space, supplies, computer, phone, mileage reimbursement and training resources. Orange County Health Department agrees to provide the number of Medicaid billable units of service submitted by the OCHS-OCHD Family Service Coordinator in this agreement to the OCHS Program annually. Revenue earned is used to partially offset OCHD Administrative and Supervision costs. S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 5 of 9 IX. RenewaUTermination of agreement by either party: Renewal of this agreement shall be on an annual basis, subject to program continuation based on a review of program outcomes and subject to available funding. Renewal shall commence upon written notice executed by both parties. This agreement shall run from January 1, 2009 through December 31, 2009 as long as Federal Head Start funds continue to be available. This agreement or its renewals may be terminated at any time without penalty by either party provided that written notice of such termination is furnished to the other party at least ninety (90) days prior to termination. In the event of such termination, any payment due shall be prorated to the date of termination: X. Amendments to the collaboration agreement: No provision of this agreement shall be construed or interpreted as creating a pledge of the faith and credit of Orange County Head Start or Orange County Health Department within the meaning of any constitutional debt limitation. No provision of this agreement shall be construed or interpreted as creating a delegation of governmental powers nor as a donation by or lending of the credit of OCHS or OCHD within the meaning of the Constitution of the State of North Carolina. This agreement shall not and does not directly or indirectly or contingently obligate OCHS or OCHD to make any payments beyond those appropriate in the sole discretion of OCHS or OCHD for any fiscal year in which this agreement shall be in effect. No deficiency judgment may be rendered against OCHS or OCHD in any action for breach of a contractual obligation under this agreement and the taxing power of OCHS or OCHD is not and may not be pledged directly or indirectly or contingently to secure any moneys due under this agreement. This agreement contains the entire understanding of the parties and shall not be altered, amended, or modified, except by an agreement in writing executed by the duly authorized officials of both parties. IN WITNESS WHEREOF, the parties have hereunto signed this agreement in their official capacities of the day and year listed below. FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT Rosemary .Summers Health Di ctor FOR AND ON BEHALF OF THE CHAPEL HILL TRAINING AND OUTREACH, INC. Michael Mathers Executive Director Date: s~~~~~~ `'/ Date: S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 6 of 9 FOR AND ON BEHALF OF ORANGE COUNTY ~-~~ Valerie Foushee, ha Orange County Boar of Commissioners Date: ,3 ORANGE COUNTY FINANCE DIRECTOR: This instrument has been preaudited in the Manner required by the Local Government Budget and Fiscal Control Act. S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Star[\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 7 of 9 ATTACHMENT A Standards and Conditions Personnel: Per contractual agreement, one (1) Orange County Health Department Social Worker II Class Family Service Coordinator will carry out mutually agreed upon job duties for the Orange County Head Start program. Services to be provided to OCHS families/children: • Enrollment of OCHS assigned families in accordance with OCHS Family and Community Partnership Plan. • Assessment of family needs- including, but not limited to, child care, health, special needs of child, knowledge of infant and toddler development, home environment, parenting skills, parental stress, education and job training. • Partnership building with OCHS enrolled families to establish mutual trust and to identify family goals, strengths, and necessary services and other supports. Family Partnership Agreements are established with families as early after enrollment as possible and documented in the OCHS file within 30 days. • Obtain pre-existing family plans by coordinating with the families and the other agencies/personnel who may also be working with OCHS families to support the accomplishments of goals and to avoid duplication of services. • Within 45 days of enrollment, obtain up-to-date immunization records, health status (medical home) information and complete a nutrition assessment. • Within 45 days of enrollment of each child on caseload, in conjunction with the Health/Nutrition Manager, Disabilities Coordinator and the Early Childhood/Mental Health Manager, provide for an appropriate developmental screening to identify concerns regarding child's development, sensory, behavioral, motor, language, social, cognitive, perceptual and emotional skills. • Work collaboratively with OCHS parents to identify and continually access, either directly or through referrals, services and resources that are. responsive to each family's interests and goals. This includes: emergency or crisis assistance in such areas as food, housing, clothing and transportation; education and other appropriate interventions; opportunities for parents to participate in counseling or receive information on mental health issues that place families at risk, such as substance abuse, child abuse and neglect and domestic violence; and opportunities for continuing education and employment training. • Involve parents in their child's education option at OCHS (Central, Efland, New Hope and Pathways Elementary) by assisting parents to establish a positive relationship with their child's teacher and modeling how to share knowledge about their child so that child care staff can individualize the program to support each child's individual pattern of development and learning. • Coordinate parent participation in the program, including scheduling and attending regular OCHS parent meetings, surveying family interests, recruiting S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 8 of 9 for OCHS Policy Council, and providing parent trainings required by the Performance Standards and on other topics that parents request. • Facilitate families' transition from Pre-Kindergarten per OCHS Transition Policy and Procedures. • Comply with HIPAA privacy and security guidelines of `protected health information' as outlined by Orange County Health Department. • OCHD RD nutrition counseling guidelines: The Family Service Coordinator will coordinate scheduling, referral from the practitioner, and transportation for RD services. The RD may provide off-site nutrition appointments as staffing allows and will be decided on a case-by-case basis with the Family Service Coordinator. Medicaid covers Medical Nutrition Therapy with an RD for children up to age 20 years of age with high-risk conditions. For non-Medicaid recipients, fees are based on a sliding scale based on income. The RD will provide direct feedback for referred children to the Family Service Coordinator. Conditions for services to OCHS familieslchildren: • The OCHS -OCHD Family Service Coordinator will case manage and coordinate all services to an average caseload of 35 families, which will include a maximum average of 12 families who are also part of the OCHD Family Service Coordination program. • OCHD will assure that a process is in place such that, within 45 days of a child's enrollment, OCHS will be able to obtain adequate information on the jointly managed, "matched", OCHS families to document compliance with OCHS regulations for: Family Partnership Agreements, Health Status (medical home), up-to-date immunizations, nutrition assessments, and developmental screening. • OCHS Family Services Manager will supervise day to day activities of the Family Service Coordinator including: providing regular and consistent opportunities for reflective supervision processing leave requests (i.e. vacation, personal) and acting as contact person for work illness and emergency requests processing workshop and travel requests, overseeing organization of daily tasks and directing daily activities assisting staff to trouble-shoot emergency needs of families, assisting with parent meetings as needed, evaluating staff performance related to job duties and procuring training to enable staff to carry out their Head Start role . ascertaining staff safety in the field by being available for "sign out" at the end of each workday consulting with OCHD's Family Home Visiting Coordinator as needed regarding employee job performance, CSC responsibilities, and potential Child Protective Services referrals • OCHS Family Services Manager and the OCHD Family Home Visiting Services Coordinator will provide joint support and advocacy to the Family Service Coordinator by: receiving and reviewing written caseloads on a monthly basis S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc Family Service Coordination Agreement Calendar Year 2009 Page 9 of 9 monitoring case load size to ensure quality services to families providing at a minimum quarterly and as needed joint reflective supervision (a joint meeting with supervisors and staff member) providing resource and referral information when needed providing ongoing observations and feedback on delivery of services related to the agency's program requirements and best practices (i.e. at least annual home visit observations, periodic chart reviews, and parent satisfaction surveys) completing Work Planning and Performance Reviews at least annually according to policies and procedures of OCHD keeping staff informed of agency-specific administrative protocols and updates disseminating information in a timely manner (federal, state & local) representing staff issues to administration advocating for career growth Compensation: Compensation rate for the position will be at a level commensurate with employee's education, training and experience in keeping with both agencies' wage and comparability schedules. S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\OCHD-OCHS Contract 1-1-09 - 12-31- 09.doc ~~F~a~~ BUSINESS ASSOCIATE AGREEMENT This Agreement is made effective the 15' day of January 2009, by and between Orange County Government, Health Department, hereinafter referred to as "Covered Entity", and Chapel Hill Training and Outreach, Inc. hereinafter referred to as "Business Associate," (individually, a "Party" and collectively, the "Parties"). WITNESSETH: WHEREAS, Sections 261 through 264 of the federal Health Insurance Portability and Accountability Act of 1996, Public Law 104-191, known as "the Administrative Simplification provisions," direct the Department of Health and Human Services to develop standards to protect the security, confidentiality and integrity of health information; and WHEREAS, pursuant to the Administrative Simplification provisions, the Secretary of Health and Human Services has issued regulations modifying 45 CFR Parts 160 and 164 (the "HIPAA Privacy Rule"); and WHEREAS, the Parties wish to enter into or have entered into an arrangement whereby Business Associate will provide certain services to Covered Entity, and, pursuant to such arrangement, Business Associate may be considered a "business associate" of Covered Entity as defined in the HIPAA Privacy Rule (the agreement evidencing such arrangement is entitled "Agreement Between Orange County Health Department and Chapel Hill Training and Outreach Inc., for Family Service Coordination Services:, effective January 1, 2009, and is hereby referred to as the "Arrangement Agreement"); and WHEREAS, Business Associate may have access to Protected Health Information (as defined below) in fulfilling its responsibilities under such arrangement; THEREFORE, in consideration of the Parties' continuing obligations under the Arrangement Agreement, the Parties agree to the provisions of this Agreement in order to address the requirements of the HIPAA Privacy Rule and to protect the interests of both Parties. DEFINITIONS Except as otherwise defined herein, terms used in this Agreement shall have the same meaning as those terms set forth in the HIPAA Privacy Rule. II. CONFIDENTIALITY REQUIREMENTS (a) Business Associate shall: (i) use or disclose any protected health information solely as permitted or required by this Agreement, the Arrangement Agreement (if consistent with this Agreement and the HIPAA Privacy Rule), or as required by law.' (ii) ensure that its agents, including a subcontractor, to whom it provides protected health information received from or created by Business Associate on behalf of Covered Entity, agrees to the same restrictions and conditions that apply to Business Associate with respect to such information. In addition, Business Associate agrees to take reasonable steps to ensure that its employees' actions or omissions do not cause Business Associate to breach the terms of this Agreement; (iii) implement appropriate safeguards to prevent use or disclosure of protected health information other than as permitted or required by this Agreement; Page 1 of 4 S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\09-10 OCBAA with CHTOP for SWll.doc (iv) permit the Secretary of Health and Human Services to audit Business Associate's records and practices related to use and disclosure of protected health information to ensure Covered Entity's compliance with the terms of the HIPAA Privacy Rule; (v) report to Covered Entity any use or disclosure of protected health information which is not in compliance with the terms of this Agreement of which it becomes aware; and (vi) mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of protected health information by Business Associate in violation of the requirements of this Agreement. (b) Notwithstanding the prohibitions set forth in this Agreement or the Arrangement Agreement, Business Associate may use and disclose protected health information as follows: (i) if necessary, for the proper management and administration of Business Associate or to carry out the legal responsibilities of Business Associate, provided that as to any such disclosure, the following requirements are met: (A) the disclosure is required by law; or (B) Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will be held confidentially and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached; (ii) for data aggregation services, if such services are to be provided by Business Associate for the health care operations of Covered Entity pursuant to any agreements between the Parties evidencing their business relationship. III. AVAILABILITY OF PROTECTED HEALTH INFORMATION Business Associate shall: (a) at the request of Covered Entity, provide access to protected health information in a designated record set to Covered Entity or, as directed by Covered Entity, to an individual, in a time and manner sufficient to permit Covered Entity to comply with the requirements of 45 CFR 164.524. (b) at the request of Covered Entity or an individual, make any amendment(s) to protected health information in a designated record set that are directed by or agreed to by Covered Entity, in a time and manner sufficient to permit Covered Entity to comply with the requirements of 45 CFR 164.526. (c) document disclosures of protected health information and information related to such disclosures in a manner sufficient to permit Covered Entity to respond to a request by an individual for an accounting of disclosures of protected health information in accordance with 45 CFR 164.528 and provide such documentation to Covered Entity or an individual as directed by Covered Entity. IV. TERMINATION (a) Term: This Agreement terminates when the Arrangement Agreement terminates or as provided in Paragraph IV.b. below (termination for cause). (b) Termination for cause: Upon Covered Entity's knowledge of a material breach by Business Associate, Covered Entity shall either: (i) provide an opportunity for Business Associate to cure the breach or end the violation or, if Business Associate does not cure the breach or end the violation within the time specified by Covered Entity, terminate this Agreement and the Arrangement Agreement; or (ii) immediately terminate this Agreement and the Arrangement Agreement if Business Associate has breached a material term of this Agreement and cure is not possible. Page 2 of 4 S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Nead Start\09-10 OCBAA with CHTOP for SWll.doc (c) Return or destruction of protected health information: At termination of this Agreement, the Arrangement Agreement (or any similar documentation of the business relationship of the Parties), or upon request of Covered Entity, whichever occurs first, Business Associate shall: (i) if feasible, return or destroy all protected health information received from or created or received by Business Associate on behalf of Covered Entity that Business Associate still maintains in any form. Business Associate shall only destroy protected health information with the written approval of Covered Entity. After return or destruction, Business Associate shall retain no copies of such information. (ii) if return or destruction is not feasible, Business Associate will provide Covered Entity with documentation explaining the reason that it is not feasible. If the protected health information is not returned or destroyed, Business Associate will extend the protections of this Agreement to the information and limit further uses and disclosures to those purposes that make the return or destruction of the information not feasible. (d) Survival: The obligations of Business Associate under this Agreement shall survive the expiration, termination, or cancellation of this Agreement, the Arrangement Agreement and/or the business relationship of the parties, and shall continue to bind Business Associate, its agents, employees, contractors, successors, and assigns as set forth herein. V. MISCELLANEOUS (a) All protected health information that is created or received by Covered Entity and disclosed or made available in any form, including paper record, oral communication, audio recording, and electronic display by Covered Entity or its operating units to Business Associate or is created or received by Business Associate on Covered Entity's behalf shall be subject to this Agreement. (b) A reference in this Agreement to a section in the HIPAA Privacy Rule means the section as in effect or as amended. (c) In the event of an inconsistency between the provisions of this Agreement (including definitions) and mandatory provisions of the HIPAA Privacy Rule, as amended, the HIPAA Privacy Rule shall control. Where provisions of this Agreement are different than those mandated in the HIPAA Privacy Rule, but are nonetheless permitted by the HIPAA Privacy Rule, the provisions of this Agreement shall control. (d) Except as expressly stated herein or the HIPAA Privacy Rule, the parties to this Agreement do not intend to create any rights in any third parties. (e) This Agreement may be amended or modified only in a writing signed by the Parties. No Party may assign its respective rights and obligations under this Agreement without the prior written consent of the other Party. None of the provisions of this Agreement are intended to create, nor will they be deemed to create any relationship between the Parties other than that of independent parties contracting with each other solely for the purposes of effecting the provisions of this Agreement and any other agreements between the Parties evidencing their business relationship. (f) This Agreement will be governed by the laws of the State of North Carolina. (g) No change, waiver or discharge of any liability or obligation hereunder on any one or more occasions shall be deemed a waiver of performance of any continuing or other obligation, or shall prohibit enforcement of any obligation, on any other occasion. (h) The parties agree that, in the event that any documentation of the arrangement pursuant to which Business Associate provides services to Covered Entity contains provisions relating to the use or disclosure of protected health information that are more restrictive than the provisions of this Agreement, the provisions of the more restrictive documentation will control. Page 3 of 4 S:\Managers Working Files\Contracts\Personal Health- Head Start\CY 09 Contract with Head Start\09-10 OCBAA with CHTOP for SWll.doc (i) In the event that any provision of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, the remainder of the provisions of this Agreement will remain in full force and effect. (j) The headings in this Agreement are for convenience of reference only and shall not define or limit any of the terms or provisions hereof. above. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year written COVERED ENTITY: BUSINESS ASSOCIATE: By: By:_ Title: S / ~~S Gl°~f/ Title: Page 4 of 4 S:\Managers Working FileslContracts\Personal Health- Head Start\CY 09 Contract with Head Start\09-10 OCBAA with CHTOP for SWll.doc