HomeMy WebLinkAboutAgenda - 06-30-1997 - 8u r
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ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No J-t1
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 30, 1997
SUBJECT: Agreement with Maxim Healthcare Services, Inc.for Provision of In-Home Aide Service
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DEPARTMENT PUBLIC HEARING YES_NO_X_
Aging BUDGET AMENDMENT YES_NO_X_
ATTACHMENT(S): INFORMATION CONTACT
Agreement Jerry M.Passmore,ext.2000
TELEPHONE NUMBER
Hillsborough 732-8181
Chapel Hill 968-2071
Mebane 227-2031
Durham 688-7331
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PURPOSE:
To enter into an Agreement with Maxim Healthcare Services,Inc.for the provision of in-home aide
services as funded through the FY97 Home and Community Care Block Grant(HCCBG)Supplemental
Award.
BACKGROUND:
The NC General Assembly awarded$50,000 in supplemental funding for FY 97. This mid-year award was
for the provision of in-home services.The Orange County HCCBG Committee designated the Department
on Aging as the recipient of these funds. The Department has worked with several in-home aide service
providers to utilize these funds to assist and relieve caregivers of elderly Orange County residents. The
majority of the eligible recipients reside in the Maxim Healthcare service area. This contract would allow
for the provision of up to$20,000 of in-home aide service to these residents. Ninety percent of the service
cost will be reimbursed by Block Grant funds administered by Triangle J. The 10%local match is
available through the Department on Aging's existing operations budget.
RECOMMENDATION:
The Manager recommends that the Board approves the Agreement,and authorizes the Chair to sign
Agreement with Maxim Healthcare Suppliers for the provision of in-home aide services funded with Home
and Community Care Block Grant supplemental funds.
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Orange County
Department on Aging
Vendor Agreement
This Vendor Agreement is entered into this twelth day of May, 1997 between
Maxim Healthcare Services,Inc.,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 June 1 to June 30, 1997.
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 RESPONSIBILITIES:
1. 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, general services
desired, a service authorization describing total amount, duration and frequency of aide
service requested, and directions to the client's home.
4. To conduct for each client taken into service an annual reassessment,and a quarterly
review,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 at least yearly to ensure compliance with N.C.Division of
Aging In-home Aide services and with this agreement.
7. To provide the Vendor with copies of the tools that will be used to monitor them and to
give adequate notice before any monitoring visit is made.
8. To be flexible regarding how many clients are referred at one time.
9. 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 Vendor.
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II) VENDOR RESPONSIBILITIES:
1. To provide in-home nurses aide services to the Department and its clients with
appropriate personnel certified by the N.C. Division of Facility Services and provided
with appropriate nursing supervision.
2. To meet the NC Division of Aging Policies and Procedures for In-Home Aide services,
as outlined in Attachment A, and agrees to undergo monitoring by the Department and
Triangle J Council of Governments staff at least once a year to ensure their compliance
with these standards.
3. To have an adequate number of aides hired and available to work in Orange County on
the date this agreement is signed by both parties.
4. To staff each referred case within ten working days of the beginning service 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 after the referral is
made.
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 timesheets, signed by the client or responsible party, at least biweekly,which
show at the least the client's name,the aide's name,date of service provided,total hours
and time frame of service provided,and type of aide services provided. If timesheets are
not provided,are not signed or are verified by phone,corresponding bills will not be
paid.
10. To provide upon request a written analysis of services provided, 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.
11. To make every effort to promptly communicate by phone to the Department's Eldercare
Specialists any aide changes, interruptions in aide services, or problems with clients'
services.
12. To maintain appropriate client and personnel files at the licensed office of the Vendor
and to ensure that such records which 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.
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13. To make every effort to help clients understand the relationship between the Vendor
and the Department in providing in-home aide services to them.
14. To inform clients,whenever possible, at least the afternoon before services are expected
if there is to be any change in the time or duration of their services.
15. 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.
16. To keep confidential any information about a client which is shared by the Deparment or
the client. Such information shall be shared only among Department's Eldercare
Program staff and the Vendor staff who need to know in order to coordinate, manage,
or deliver services to the client.
17. 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.
18. 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.
19. To consult with the Department's Eldercare Specialists prior to making referrals on other
services or making changes in any services provided to clients receiving service through
this agreement.
20. To submit a bill at least monthly for services rendered, payable within 30 days of receipt.
21. To be available to meet with the Department's Eldercare Specialists at their request to
discuss service provision.
The Vendor agrees to indemnify and save harmless Orange County 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 performance of obligations under this agreement.
The Department will reimburse the Vendor up to$20,000 for the life of this contract at the
following rate per service unit:
Level I Home Management $11.60
Level II Home Management/Personal Care $11.60
Level III Home Management/Personal Care $11.60
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The Department may immediately suspend this Agreement for violations by the Vendor of the
rules or regulations agreed to herein.
ORANGE COUNTY MAXIM HEALTHCARE SERVICES,INC.
By: By:
Authorized Signature Authorized Signature
Bill Crowther, Chair.Board of Commissioners
Print Name and Title Print Name and Title
Date Date
INHOAGRIDOC