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HomeMy WebLinkAbout2003 S Health - Early Head Start of the Chapel Hill Training Outreach Project Inc - 09-16-2003- 8e9-~~-a~ ~~ 1 of 7 Agreement Between Orange County Early Head Starf of the Chapel Hill Training Outreach Project, Inc. And Orange County Health Department I. Purpose of this collaboration: 1. To provide family service coordination services to families eligible for and enrolled in Orange County Early 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 Early Head Start and Orange County Health Department 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 ones 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 Orange County Early Head Start child and family according to the Orange County Early Head Start 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/Early Head Start Director, Angela Wilcox, and Orange County Health Department Director of Personal Health Services, Wayne Sherman. Key support staff will include: OCHD: Darrell Renfroe, Family Home Visiting Services Supervisor Beckie Hermann, Family Home Visiting Services Coordinator 2 of 7 OCEHS: Family Services Manager Early Childhood Manager and Mental Health Specialist Health and Nutrition Manager Disabilities Coordinator IV. Orange County Early Head Start Responsibilities: The Orange County Early Head Start Family Services Manager is responsible for daily supervision and professional growth supervision, including participating in annual performance reviews of the OCEHS-OCHD Family Service Coordinator, to ensure that the job duties and case management functions described in the OCEHS Family Service Worker job description and Attachment A are carried out. The OCEHS 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 OCEHS 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 Disabilities Coordinator to monitor compliance with Performance Standards for Disabilities as they apply to the role of OCEHS- OCHD Family Service Coordinator. V. Orange County Health Department Responsibilities: The 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 OCEHS 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 Bloodborne Pathogens training, maintains mandated CPR certification, and is available for disaster response duties as assigned by the Health Director. VI. Program Coordination Expectations: 1. All staff are expected to support both the Orange County Early Head Start and Orange County Health Department 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: 3 of 7 • 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 OCEHS 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 OCEHS 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 OCEHS-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 OCEHS Family Services Director. OCEHS-OCHD Family Service Coordinator should follow the "OCEHS Procedures for Communications" Policy and work effectively as a team member with fellow OCEHS staff and other community agencies. 3. Designated staff from both agencies will participate on the interview team for hiring new OCEHS-OCHD staff. Orange County Early Head Start Policy Council must concur with recommendations for hiring. The OCEHS Family Service Coordinator job description, encompassing both Early Head Start 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 OCEHS 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 OCEHS Director or her designee, with assistance from other OCEHS and OCHD Staff will solicit feedback from staff and families involved in 4 of 7 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 Early Head Start agrees to pay to Orange County Health Department the actual expenses related to salary and fringe benefits of one Orange County Early Head Start Family Service Coordinator up to a maximum of $ 4124 per month through December 31, 2004 as long as federal Early Head Start funds continue to be available. Any amount in excess of this must be agreed to by both parties. OCEHS 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 OCEHS-OCHD Family Service Coordinator in this agreement to the OCHS/EHS Program semi-annually. (The number of units billed does not represent actual revenue earned due to denials for various reasons. Actual revenue earned is not discernible per employee due to limitations in our current software.) 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 May 1, 2003 through December 31, 2004 as long as Federal Early 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 Early 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 Orange County EHS 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 Orange County EHS or OCHD to make any payments beyond those appropriate in the sole discretion of OCEHS or OCHD for any fiscal year in which this agreement shall be in 5 of 7 effect. No deficiency judgment may be rendered against OCEHS or OCHD in any action for breach of a contractual obligation under this agreement and the taxing power of OCEHS 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 partied. IN WITNESS WHEREOF, the parties have hereunto signed this agreement in their official capacities of the day and year listed below. Health Director FOR AND ON BEHALF OF THE CHAPEL HILL TRAINING OUTR CH PROJECT, INC. ich I Mathers, Executive Director Date: ~ l~' 0 FOR AND ON BEHALF OF ORANGE COUNTY ORANGE COUNTY FINANCE DIRECTOR: This instrument has been preaudited in the Manner required by the Local Government Budg/e~t and ,F~is/cal Control Act. i'` -~~~ - 1. L~ _. „ Orange County Finance Director Date: /°~~~~ arg ret B wn, Chair Orange Co my Board of Commissioners Date: /~ /~_`~~ --~ FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT 6 of 7 ATTACHMENT A Standards and Conditions Personnel: Per contractual agreement, one (~) Orange County Health Department Social Worker II Class Family Service Coordinator will carry out mutually agreed upon job duties for the Orange County Early Head Start program. Services to be provided to OCEHS families/children: • Enrollment of OCEHS assigned families in accordance with OCEHS 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 OCEHS 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 OCEHS file within 3o days. • Obtain pre-existing family plans by coordinating with the families and the other agencies/personnel who may also be working with OCEHS 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. • Wbrk collaboratively with OCEHS 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 OCEHS (partnering child care centers or Fairview Child and Family Center) 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 OCEHS parent meetings, surveying family interests, recruiting for OCEHS Policy Council, and providing parent trainings required by the Performance Standards and on other topics that parents request. • Facilitate families' transition from Early Head Start per OCEHS Transition Policy and Procedures. • Comply with HIPAA privacy and security guidelines of `protected health information' as outlined by Orange County Health Department. 7of7 Conditions for services to OCEHS families/children: • The OCEHS-OCHD Family Service Coordinator will case manage and coordinate all services to an average caseload of 25 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, OCEHS will be able to obtain adequate information on the jointly managed, "matched", OCEHS families to document compliance with OCEHS regulations for: Family Partnership Agreements, Health Status (medical home), up-to-date immunizations, nutrition assessments, and developmental screening. • OCEHS Family Services Manager will supervise day to day activities of the Family Service Coordinators 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 Early 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 • OCEHS 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.