HomeMy WebLinkAboutAgenda - 09-20-2005-5gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 20, 2005
Action Agenda
Item No.
SUBJECT: Agreement Renewal with Respite Care Providers and the Department on Aging
DEPARTMENT: Aging PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
INFORMATION CONTACT:
Jerry Passmore, ext, 2009
Sample Agreements
TELEPHONE N UMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
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 respite service from local providers. This service places
a trained aide in the home of a frail older adult in order 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 2005-06 budget includes more than $107,000 to be used for this
purpose. Approximately $79,000 of this amount is provided by the State Division of Aging
which reimburses 90% of the cost of providing the service. The funds will be used to purchase
mare than 7,500 hours of respite service far 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 five service provider
agencies, They are: A Helping Hand
Arcadia Health Services
Home Health Solutions
Home Helpers
Maxim
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 more than $107,000 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 subject to final review by staff and the County Attorney.
Such authorization shall not exceed the amount budgeted for this fianction in the operating budget
for the Department on Aging,
Orange County
Department on Aging
Sample Non-Personal Care Respite
Vendor Agreement
This Vendor Agreement is entered into this 1st day of .July 2005 between XXXXX, hereinafter known as
the Vendor, and Orange County on behalf of the Department on Aging, hereinafter known as the
Department. Tire period and duration of the Agreement shall be from July J, 2005 to .June 3Q 2006.
WITNESSETH:
WI-IEREAS, the Department desires to engage the Vendor to render certain services, hereinafter
described, now therefore the parties hereto mutually agree as follows:
1) DEPARTMENT AGREES AND MAINTAINS THE RIGHT:
1. To determine eligibility of prospective clients for in-home respite services through the vendor in
accordance with pre-determined guidelines,.
2.. To make all decisions regarding who is served and what services are offered and in what manner
to each client refereed to providers,
3. To provide to the Vendor for each client referred screening information and a service
authorization, describing total amount, duration and frequency of service requested.
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.
6. To be flexible regarding how many clients are referred at one time.
7. To amend this agreement as needed at any time to ensure that Orange County is in compliance
with the National Family Caregiver Support Program and to provide notice of such amendments
as quickly as practical to the Vendor.
2) TILE VENDOR HEREBY AGREES:
l.. To provide volunteers or staff members who have been interviewed and screened by the
vendor.
2. To follow the guidelines as outlined by the Area Agency on Aging for the National Family
Caregiver Support Program.
3 To have an adequate number of volunteers or staff members available to work throughout
Orange County,
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, if'possible, based on
volunteer availability.
5. To maintain services once staffed over the service period stipulated by the Department,
6. To provide consistent staff' assignment over the service period stipulated by the Department.
7. To provide services in three-hour minimum periods of service time, as specified in the
service authorization,
8. To provide weekly timesheets, signed by the client or responsible party, the aide, and the
agency supervisor, which show the allocated weekly hours and the actual billable hours, time
frame of service provided, and type of services provided.
To provide monthly billing reports for each client,. If timesheets are riot provided, if tasks are
not recorded, if timesheets do not include required signatures, or plans of care are not noted
and explained, the corresponding bills will not be paid..
10. To provide upon request a written analysis of services provided since the beginning of the
fiscal year, 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 In-
Home Care Coordinator any staff changes, interruptions in services, or problems with
clients' services,
12. 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 are
kept for three years from the first service date for' each client and are available for inspection,
13. To make every effort to help clients understand the relationship between the Vendor and the
Department in providing in-home services to them,
14, To inform clients 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, Zo 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.
17. 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 volunteer/staff assigned to them to perform.
18. To consult with Department staff prior to making referrals for other services or' malting
changes in any services provided to clients receiving service through this agreement.
19. 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, siclrness, 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 XXXXX at the rate below:
All services performed ..............._ ......., $13,00 an hour
This agreement maybe extended for an additional period if 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.
ORANGE COUNTY
By:
Authorized Signature
Title
Date
By:
Authorized Signature
Title
Date
"This instnrment has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act."
Ken Chavious
Finance Director
Date
Orange County
Department on Aging
Sample Personal Care Respite
Vendor Agreement
This Vendor Agreement is entered into this Ist day of July 2005 behveen XXXXX, 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 July 1, 2005 to June 30, 2006.
WITNESSETH:
WHEREAS, the Department desues to engage the Vendor to render certain technical and professional services,
hereinafter described, now therefore the parties hereto mutually agree as follows:
I) DEPARTMENT AGREES AND MAINTAINS THE RIGHT:
I. 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 refereed.
3. To provide to the Vendor for each client referred screening information 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.
6 To monitor the Vendor if waaanted 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 one 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) THE VENDOR HEREBY AGREES:
I To provide Nursing Assistants (NAI or NAZ), certified by the N.C. Division of Facility
Services, to level 2 and Level .3 clients referred by the Department. With the approval of the
Eldercare Supervisor, clients with Level 1 only (I-Iome Management) care needs maybe staffed
by employees who are not certified nursing assistants.
2 To meet the NC Division of Aging Policies and Procedures for In-Home Aide services, as outlined in
Attaclunent A.
3. To have an adequate number of aides hired and available to work in Orange County on the date this
agreement is signed.
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,
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
audhorization.
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 rrot recorded, if timesheets do not include requhed
signatures, or if variances in schedules and/or plans of care are not noted and explained, the corresponding
bills will not be paid.
11. To provide upon request a written analysis of services provided since the beginrring of the fiscal year,
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..
12. To make every effort to promptly communicate by phone to the Department's Eldercare Supervisor any
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 are kept for three years from the
first service date for 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 inform clients at least the afternoon before services are expected if there is to be any change in the time
of duration of their services.
16. To under no circumstances ask clients referred to you by the Department about their economic status, or in
any way attempt to recmit new clients from the Department's client pool,
17 7o keep confidential any information about a client, which is shared by the Department or the client. Such
information shall be shared only among outer 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 ffiey should expect the aide
assigned to them to perform.
20. To consult with Department staff prior to making referrals for other services or making changes in any
services provided to clients receiving service duough 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 harniless 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 agreement.
The Department will reimburse XXXXX at the rates below:
Level I Home Management not to exceed $14.60 an hour
Level II Personal Care/Ilome Management not to exceed $14.60 an hour
Level IIIPersonal Care not to exceed $14,60 an hom
Level IVHome Management not to exceed $14.60 an hour
This agreement maybe extended for an additional period if mutually agreed to by both parties.. The Departent may
immediately suspend this Agreement for violations by the Vendor of the roles or regulations agreed to herein..
ORANGE COUNTY
By:
Authorized Signature
Title
Date
ARCADIA HEALTH CARE
By:
Authorized Signature
Title
Date
"This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control
Act'
Ken Chavious
Finance Director
Date