Loading...
HomeMy WebLinkAboutAgenda - 09-12-2006-5eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 12, 2006 Action Agenda Item No. 5- 2 SUBJECT: Agreement Renewal with Respite Care Providers and the Department on Aging DEPARTMENT: Aging ATTACHMENT(S): Sample Agreement PUBLIC HEARING: (Y/N) No INFORMATION CONTACT: Jerry Passmore, 245-2009 PURPOSE: To seek authorization to renew agreements with respite care providers with the Department on Aging, BACKGROUND: In the past, the Department on Aging has utilized a portion of its Eldercare operating budget to purchase in-home service from local providers, This service places a trained aide in the home of a frail older adult in order provide home management, personal care, or to relieve the caregiver who is usually a family member. The average allocation of service is six hours per week. The Department's Fiscal Year 2006-07 budget includes more than $125,000 to be used for this purpose, Approximately $79,000 of this amount is provided by the Home and Community Care Block Grant which reimburses 90% of the cost of providing the service.. The funds will be used to purchase more than 8,500 hours of in-home service for approximately 40 persons. 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. Therefore, the Board is being requested to authorize the Manager to sign agreements with four service provider agencies. They are: Arcadia Health Services Home Health Solutions Home Helpers Homewatch Caregivers The County will continue to contract with qualified service providers pursuant to both State- mandated requirements and the criteria established by the County. FINANCIAL IMPACT: Funding for the purchase of this service of mare than $125,000 is included in the current approved Department on Aging budget.. The service cost will not exceed $14.60 per aide hour. RECOMMENDATION(S): The Manager recommends that the Board authorize the Manager to sign agreements for respite care providers. Such authorization shall not exceed the amount budgeted for this function in the operating budget for the Department on Aging. Orange County Department on Aging Sample Personal Care Respite Vendor Agreement This Vendor Agreement is entered into this I st day of July 2006 between XXXXX, hereinafter known as the Vendor, and Orange Cowuy on behalf of the Department on Aging, hereinafter known as the Department The period and duration of the Agreement shall be from July 1, 2006 to .June 3Q, 2007, WITNESSGTH: 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) DT/PARTMCNT ACRI;GS AND MAINTAINS THT/ RIGHT: 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 inlbnnation 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 G, To monitor the Vendor if tvarmnted 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 mre 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) TRG VENDOR H1/R1;BY AGRG>;S: 1. To provide Nursing Assistants (NA I or NA2), certified by the N.C. Division of Facility Services, to level 2 and Level 3 clients referred by the Depamnent, With the approval of the Eldercare Supervisor, clients with Level 1 only (Home Management) care needs may be staffed by employees who are not certified nursing assistants. 2- To meet the NC Division of Aging Policies and Procedures for In-I-tome Aide services, as outlined in Attachment A. To have an adequate number of aides hired and available to work in Orange County on the date this agreement is signed. 4 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. G. 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 weekly 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 nor recorded, iftimesheets do not include required signatures, or if variances in schedules and/or plans of care are nor noted and explained, the corresponding bills will not be paid. I I To provide upon request a written analysis o!'serviccs provided since the beginning of the fiscal year, including total hours of service for each client, dates ol'services provided to each client, and explanations for any discrepancies between services requested and provided. 12. To make every el'Port to promptly connnunicate by phone to the Department's Eldercare Supervisor m,y 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 arc kept for three years from the first service date 1'or 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. I5. To infbnn 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 mry 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 Department 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. 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 or approved 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, a copy of their rights, and any other documentation as necessary to ensure they are informed about what duties they should expect the aide assigned to them to perform. 20 7o consult with Department stai'f prior to making referrals for other services or making changes in 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 performance of obligations under this ngreement. The Department will reimburse XXXXX at the rates below Companion Service not to exceed $13.00 an hour Level I Home Management not to exceed $14.60 an hour Level II Personal Care/Home Management not to exceed $14.60 an hour Level IIIPersonal Care not to exceed $14.60 an hour Level IV Home Management not to exceed $14.60 an hour This agreement may be extended for an additional period il' 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. ORANGGCOUNTY Bv: Authorized Signature ARCADIA FICALTH CAR)i By: Authorized Signature Title Date Title Date "This instrument bas been pre-audited in the manner required by the Local Government Budget turd Fiscal Control Act." Ken Chavious Finance Director Date