HomeMy WebLinkAboutAgenda - 06-07-2005-5mORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: .June 7, 2005
Action Agenda
Item No. 5 - rn
SUBJECT: Agreement Renewal with Chapel Hill Training and Outreach, Inc, and Health
Department for Dental Services for Head Start
DEPARTMENT: Health PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Agreement Rosemary Summers, ext 2411
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a renewal agreement for Health Department provision of
dental services for the Head Start Program offered by Chapel Hill Training and Outreach, Inc. in
northern Orange.
BACKGROUND: Chapel Hill Training and Outreach Program (CHTOP) won the federal
contract to provide Head Start services in northern Orange County in 2002. CHTOP opened a
new Head Start Center in Hillsborough in 2003. One of the requirements of Head Start is that
all enrolled children be screened for dental problems and have any problems identified
serviced. CHTOP approached the Health Department to contract far these services on an
annual basis, The services include screening and any dental service provision that the children
may need in follow-up to the screening. Families could elect to receive service from another
dental provider if they have one. The agreement is far approximately $10,000 on an annual
basis or about $100 per child. This includes an on-site screening and full in-office screening far
any children identified with needs. In FY 2004-2005, 80 children were screened and 55 of
those children received treatment from the Health Department dental clinic for identified needs,
Serving this population is consistent with the mission and goals of the department to provide
services to underserved residents, Current Hillsborough staff delivers the service,
FINANCIAL IMPACT: Under the terms of this annual agreement, Chapel Hill Training and
Outreach, Inc, will pay the Health Department approximately $10,000 (about $100 per child) to
provide screening and dental services to an estimated 100 Head Start children in northern
Orange.
RECOMMENDATION(S): The Manager recommends that the Board approve the renewal
agreement and authorize the Chair to sign.
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AGREEMENT BETWEEN
The Orange County Health Department
As a part of the County of Orange
AND
Chapel Hill Training/Outreach Project, Inc.: Orange County Head Start and Early Head Start
THIS AGREEMENT, made and entered into this tst day of July, 2005 by and between The Orange
County Health Department hereinafter referred to as "OCHD" for its Dental Health Services Division; and the
Orange County Head Start/Early Head Start Program of the Chapel Hill Training/Outreach Project, Inc.,
hereinafter referred to as "OOHS/EHS",
WITNESSETH
WHEREAS, OCHS/EHS desires the services of a dentist(s) licensed by the State of North Carolina
with experience or training in children's dentistry, and
WHEREAS, the Health Coordinator of OOHS/EHS and the Director of Dental Health Services,
OCHD shall administer this program and,
WHEREAS, OCHD desires to contract with OCHS/EHS to provide a dentist(s) licensed by the State
of North Carolina to provide services and to serve as a consultant to OCHS/EHS;
NOW THEREFORE, in consideration of the premises and of the following mutual promises,
covenants and conditions, OCHD and OCHS/EHS agree as follows:
1 OCHD shall provide a dentist(s) licensed to practice in the State of North Carolina to be available to
OCHS/EHS to serve as a consultant, and to provide dental services to the children enrolled at OCHS/EHS
and determine priority of dental needs for the program/children. Initial screening will be done for all children
enrolled as of June 1, 2005, 3-5 years of age, to be screened at the OCHS/EHS Head Start centers. In
addition, a full examination is required within 90 days of enrollment; that examination will be conducted at the
OCHD Hillsborough dental services site. Enrollees after this date are to be transported by OOHS/EHS to the
clinic for examination on the same day with children who have appointments.
2. As a result of the initial screening, OCHD will assign children to groups according to the following:
A) Those with immediate need
B) Those with apparent need
C) Those with no apparent need
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3 OCHD will provide treatment services to each group as follows:
A) Examination
B) Needed extractions
C) Needed restoration including pulp therapy and stainless steel crowns, if needed
D) Prophylaxis and topical fluoride application where indicated
4. OCHD will provide educational services which may include but not be limited to the following:
A) Dental health education for children
B) Dental health education for parents
C) Dental health education for staff
D) Suggestions for classroom activities
E) Hand-outs to be taken home by the children
5 OCHD will complete the CAP-H.S.S.. 30 forms pertaining to dental health and return the forms to
OCHS/EHS to be made a part of the child's permanent Head Start record.
6. OCHD will file for Medicaid/other third party insurance plans for reimbursement when necessary
(OCHS/EHS is not a health provider, therefore cannot file).
7. OCHD will submit a bill to Angela Wilcox, Director, OOHS/EHS, in the amount of $10,000 on an
annual basis. OOHS/EHS agrees to pay the OCHD in two installments, $5,000 by December 31,
2005 and the remaining $5,000 by June 30, 2006, upon receipt of OCHD original invoice. The check
should be made payable to Orange County Health Department and mailed to Letitia Burns, Central
Administrative Services Director, PO Box 8181, Hillsborough, NC.
8. OCHS/EHS agrees as follows:
a To transport no more than 5-10 children to be scheduled at least every other week on a
block basis and to provide adequate supervision in the waiting room, OCHS/EHS shall be
responsible for obtaining and maintaining adequate automobile liability insurance as
required by law and if requested will furnish to the County certificates of such insurance,
b. To arrive for the scheduled appointments on-time with all children scheduled for that day.
OCHS/EHS shall be responsible for re-scheduling any appointments unable to be met at
least 24 hours in advance.
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b To provide necessary parental permissions, information for the Eligibility Determination
forms, and the Medical and Dental Histories for each child prior to that child undergoing
treatment. OCHS/EHS will bring all signed forms on the day of service,
c. To provide CAP-H.S.S.-30 forms pertaining to dental health and will make the completed
form a part of the child's permanent OCHS/EHS record.
d. To obtain a copy of each child's Medicaid card or other dental insurance and bring a copy to
the OCHD on the scheduled day of service,
9. In the event that enrollment in OCHS/EHS program ceases or is significantly reduced during the
term of this agreement, OCHS/EHS may terminate this agreement upon 30 days notice and OCHD
will return a pro rata share of the payment for services not provided (approximately $ t 00 per enrolled
child for those children whose dental work has not been started).
10. The parties agree that there shall be no unlawful discrimination based upon race, color, ancestry,
religion, sex, age, disability or veteran status.
11 The parties agree to abide by HIPAA regulations in the sharing of protected health information..
12. The term of this initial Agreement is for a period of one year commencing on the 1st day of July,
2005 and terminating on the 30th day of June, 2006. This agreement shall be renewable by written
agreement signed by the official representatives of the parties. Either party may terminate this
Agreement after providing thirty (30) days notice.
13. The parties agree to the full and complete performance of the mutual covenants contained herein
and that this Agreement constitutes the sole, fiill and complete agreement by and between the
parties; and no amendments, changes, additions, deletions or modifications to or of this Agreement
shall be valid unless reduced to writing, signed by the parties and attached hereto.
14. This agreement shall be governed by the laws of the State of North Carolina.
FOR AND ON BEHALF OF:
Orange County Head StarUEarly Head Start
Angela Wilcox, Director Date
FOR AND ON BEHALF OF THE COUNTY OF ORANGE
Rosemary L. Summers, Health Director Date
Orange County Health Department
Moses Carey, Jr., Chair Date
Orange County Board of Commissioners
ORANGE COUNTY FINANCE DIRECTOR:
"This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act."
Ken Chavious Date
Finance Director