HomeMy WebLinkAboutAgenda - 08-20-2002 - 8i ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 20, 2002
Action Age n a�
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 Agreement
TELEPHONE NUMBERS:
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 for Fiscal Year 2002-2003.
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 2002-2003 budget includes more than $107,000 to be used for
this purpose. Approximately $90,000 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
more than 7,800 hours of respite 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 three service provider
agencies. They are:
Arcadia
Care Focus
Home Health Solutions
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 is included in the current
approved Department on Aging budget. The service cost will not exceed $13.75 per aide hour.
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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.
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Orange County
Department on Aging
Vendor Agreement
This Vendor Agreement is entered into this 1 st day of July 2002 between X ,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 1,2002 to June 30,2003.
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 AGREES AND MAINTAINS THE 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
mariner to each client referred.
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 warranted 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:
1. To provide Nursing Assistants(NAI or NA2),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(Home Management)care needs may be staffed by
employees who are not certified nursing assistants.
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2. To meet the NC Division of Aging Policies and Procedures for In-Home Aide services,as
outlined in Attachment 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
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 not recorded, if
timesheets do not include required 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 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.
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.
15. 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.
16. 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.
17. To keep confidential any information about a client which is shared by the Deparrtment 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.
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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. To consult with Department staff prior to mating 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
agreement.
The Department will reimburse XXXXX at the rates below:
Level I Home Management $ an hour
Level H Personal Care/Home Management $ an hour
Level III Personal Care $ an hour
Level IV Home Management $ an hour
This agreement may be 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 XXXXX
By: By:
Authorized signature Authorized Signature
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