HomeMy WebLinkAboutAgenda - 11-06-2002 - 8d 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 6, 2002
Action Agenda
Item No. 13- -
SUBJECT: Approval of Guidelines for the Operation of the Orange County Long Term Care
Facility Roundtable
DEPARTMENT: Advisory Board on Aging and PUBLIC HEARING: (Y/N) No
the Department on Aging
ATTACHMENT(S): INFORMATION CONTACT:
Florence Soltys, (919) 962-6541
Appendix A: M.A.P. Objectives on LTC Jerry Passmore, (919) 245-2009
Appendix B: Planning Task Force TELEPHONE NUMBERS:
Description Hillsborough 732-8181
Appendix C: Draft LTC Roundtable Chapel Hill 968-4501
Guidelines Durham 688-7331
Figure 1: Diagram of Roundtable Mebane 336-227-2031
PURPOSE: To consider approving the Guidelines for the Operation of the Orange County
Long Term Care Facility Roundtable.
BACKGROUND: The approved Master Aging Plan (M.A.P.) identified and recommended the
establishment of an Orange County Long Term Care Roundtable (OCLTCR) (Goal IV-A-a1)
comprised of regulators, advocates, consumers and service providers, who will work together to
define, address, and resolve issues related to the long term care (LTC) population. The
OCLTCR has been identified as a lead agency in fourteen M.A.P. objectives pertaining to
improving the quality of care and quality of life for Orange County's long term care population
(Appendix A). In June 2002, the Advisory Board on Aging, in cooperation with the Department
on Aging, the Department of Social Services, the Long Term Care Ombudsman Program, and
the Nursing Home and Adult Care Home Community Advisory Committees established a
planning task force to identify the specific target population, purpose, and structure of the
OCLTCR (Appendix B). The Planning Task Force identified the main LTC target population as
residents of long term care facilities (assisted living and nursing homes). Goal IV-A-a1 was
revised to reflect this target population, the inclusion of consumers on the Roundtable, and the
main mission to improve the quality of care and quality of life for Orange County residents of
long term care facilities.
The Planning Task Force defined the OCLTCR broadly as a membership organization
consisting of individuals from diverse backgrounds who live or work in Orange County or have
family members residing in Orange County long term care facilities. The Roundtable will be
comprised of representatives from the Advisory Board on Aging, the Department of Social
Services, Department on Aging, advocates for residents (LTC Ombudsmen, family members
and the Community Advisory Committees), long term care facilitv administrators. facilitv staff.
2
and consumers at large. Issue-based work groups (Quality Action Circles) will be formed from
the Roundtable membership organization and will work to address priority issues related to
staffing, advocacy, training and LTC legislation (See Figure 1: Diagram of the Roundtable). A
Steering Committee comprised of a broad base of professionals and consumers will be created
to oversee establishment of the Roundtable and Quality Action Circles and to provide the
infrastructure support. The Planning Task Force prepared the draft Guidelines for the
Operation of the LTC Roundtable (Appendix C) to include the following main points:
• The activities of the Roundtable and all subcommittees and working groups are under
the auspices of the Orange County Advisory Board on Aging;
• Steering Committee members shall be nominated by the Orange County Advisory
Board on Aging and appointed by the Orange County Board of Commissioners;
• The Steering Committee will be a short-term committee with a one-year commitment;
• Once established, the Steering Committee will elect officers and define their mission
statement, meeting schedule, and membership guidelines;
• The Advisory Board on Aging will determine continued need for the Steering
Committee following the first year.
Upon Board of Commissioner approval of the Operating Guidelines for the Roundtable, the
Steering Committee will be established and will begin planning for the initial Roundtable
membership meeting which will occur no later than February 2003. The Quality Action Circles
will be created during that meeting and will immediately begin work on their identified priority
issues. The Quality Action Circles will report to the Steering Committee regarding their
progress no later than July, 2003, and the Steering Committee will report to the Advisory Board
on Aging who in turn will report to the Board of County Commissioners no later than September,
2003.
The creation of the Roundtable would result in some of the following key outcomes:
(1) Establishment of family councils in long term care facilities.
(2) Procurement of funds to obtain an Access Dental unit to serve Orange County and
Region J long term care facilities.
(3) Develop a recognition program for long term care personnel and family caregivers.
(4) Develop a standardized residents' rights and orientation admissions packet adopted by
all long term care facilities.
The Orange County Advisory Board on Aging, the Social Services Board, the Nursing Home
Community Advisory Committee and the Adult Home Community Advisory Committee have all
reviewed the proposed guidelines and have approved submission to the Board of County
Commissioners.
FINANCIAL IMPACT: There is no additional financial impact. Funds and staff for operating the
Roundtable will come from the existing Deparment on Aging's operating budget and from
donations from Roundtable members.
RECOMMENDATION(S): The Manager recommends that the Board approve the Guidelines
for the Operation of the Orange County Long Term Care Facility Roundtable as outlined above
and in the attached documents.
Appendix A
MASTER AGING PLAN GOALS AND OBJECTIVES REFERENCING THE 3
ORANGE COUNTY LONG TERM CARE ROUNDTABLE
Goal IV-A: Orange County residents who require lone term care
Appendix A
support for a series of demonstration projects that will test new processes for 4
improving CNA and PCA retention rates (e.g. multi-disciplinary care planning
that involves CNAs and PCAs, career ladders, training requirements tied to
incentives, etc.)
Lead agency: Orange County LTC Roundtable and OCDOA
Staffing: Student Intern
[Cost: Start-up—Grant, Annual-Grant]
FY 2003 Objectives—Goal IV-A
a13)Develop and implement a County Commissioner endorsed recognition program
for long-term care personnel and family caregivers.
Lead agency: BOCC and Orange County LTC Roundtable
Staffing: Existing
[Cost: Start-up-$2000, Annual-$1000]
al 5)Provide quarterly training for long term care activity directors in partnership with
the UNC Schools of Education, Recreation, & Occupational Sciences, Regional
Ombudsman, and OC Dept. of Social Services.
Lead Agency: Orange County LTC Roundtable
Staffing: Existing
[Cost: Start-up-None, Annual-None]
a17)Develop incentives approved by the County Commissioners for more adult care
homes to accept special assistance monies in order for residents not to be place in
out -of-county facilities.
Lead Agency: BOCC and Orange County LTC Roundtable
Staffing: Existing
[Cost: Start-up-TBD, Annual-TBD]
FY 2004 Objectives- Goal IV-A
a20) Implement a recruiting campaign for qualified health care and other service
providers who specialize in meeting the needs of older persons.
Lead Agency: BOCC and Orange County LTC Roundtable
Staffing: TBD
[Cost: Start-up-TBD, Annual-TBD]
b) Dental Services for Long Term Care Facilities: Assure access of all
long term care residents, regardless of payment source or level of
functioning, to quality dental services provided by professionals
trained in geriatric dentistry, who are knowledgeable of and can
accommodate those with special needs.
FY 2001 Objectives—Goal IV-A
Page 2 of 4
Appendix A
5
b2) Establish a committee to pursue the procurement of the funds (grants/corporate
gifts) necessary to obtain an Access (Mobile)Dental Unit to serve Orange County
and Region J.
Lead agency: OCDOA's Senior Wellness Advisory Board in partnership with the
UNC School of Dentistry, Triangle J LTC Ombudsman Program, O.C. LTC Roundtable
and other interested groups.
Staffing: Existing
[Cost: Start-up- Grant/$425,000, Annual-User Fees]
Multi year continuation objective 2002—2004: Procure grant monies to obtain/operate a
dental access mobile unit in Orange County.
a mm
pr
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a) Quality of Care Provision Objective: Establish county mechanisms for
maintaining and improving the quality of long term care facilities.
FY 2001 Objectives—Goal IV-B
al)Advocate and promote the establishment of family councils in long term care
facilities.
Lead Agency: OC LTC Roundtable,Nursing Home Advisory Committee and Adult Care
Home Advisory Committee
Staffing: Existing
[Cost: Start-up-None, Annual- None ]
a2) Present"business of excellence awards" , endorsed by the County Commissioners to
long term care facilities that meet and/or surpass federal and state guidelines
concerning residents' rights/quality of care/quality of life. Award to include
media recognition for the winning facilities.
Lead Agency: Orange County LTC Roundtable, Economic Dev. Commission and
BOCC
Staffing: Existing
[ Cost: Start-up-None, Annual- $1500 ]
FY 2003 Objectives—Goal IV-B
a6)Develop a standardized residents' rights and orientation admissions packet to be
used in all long term care facilities within the county.
Lead agency: OC Long Term Care Roundtable, Regional Ombudsman, Nursing
Home and Adult Care Home Community Advisory Committees
Staffing: Existing
Page 3 of 4
Appendix A
[Cost: Start-up-None, Annual-None] 6
a8)Develop and implement county-wide quality of life standards that long term care
and service providers must meet or be subject to county ordinance penalties adopted
by Orange County Board of Commissioners. (ex. Lincoln County model)
Lead agencX: BOCC and OC Long Term Care Roundtable
Staffing: Existing
[Cost: Start-up-TBD, Annual-TBD]
a9) Drawing on the contents of Senate Bill 10, implement county ordinances that
require truth in advertising for all long term care services: adult day, hospitals, adult care
homes, nursing homes, home health agencies, hospice, etc. (Reference Senate Bill 10—
Long Term Care Safety Initiative—Special Care Disclosure Act section)
Lead agency: BOCC and OC Long Term Care Roundtable
[Cost: Start-up-TBD, and Annual-TBD]
OTHER
FY 2003 Objectives–Goal III-A
b4) Expand respite programs in nursing homes and assisted living facilities to include
a respite bed reservation service.
Lead agency: OC Long Term Care Roundtable (OCLTCR) and O.C. Dept. on
Aging(OCDOA)
Staffing: Existing
[Cost: Start-up-None, Annual-None]
Page 4 of 4
7
Appendix B
ORANGE COUNTY LONG TERM CARE FACILITY ROUNDTABLE
PLANNING TASK FORCE DESCRIPTION
PURPOSE
The Orange County Advisory Board on Aging, in collaboration with the Orange County
Department on Aging and the Nursing Home and Adult Care Home Community Advisory
Committees established a short-term planning task force to accomplish the following:
1. Define the target population of the Orange County Long Term Care Facility
Roundtable (OC LTC Facility Roundtable).
2. Define the mission of the OC LTC Facility Roundtable.
3. Define the intended members and draft structure of the OC LTC Facility Roundtable.
4. Identify priority issues to be addressed by the OC LTC Facility Roundtable as
outlined in the Master Aging Plan and through feedback from frontline caregivers and
nursing home administrators and others.
5. Research similar county-level Roundtable models in the state and/or country.
6. Draft Guidelines for Organization and Operation of the OC LTC Facility Roundtable.
7. Draft an objective timeline document for the establishment of the OC LTC Facility
Roundtable and all subcommittees.
8. Draft Action Agenda Item Abstract for the Advisory Board on Aging to submit for
Orange County Board of Commissioner consideration.
9. Organize the Steering Committee for establishment of the OC LTC Facility
Roundtable.
MEMBERS
The Planning Task Force for establishment of the Orange County Long Term Care Facility
Roundtable and all subcommittees consists of the following members:
• Florence Soltys (Chair, OC Advisory Board on Aging)
• Jerry Passmore (Director, OC Dept. on Aging)
• Carla Julian (Graduate Student Intern to Jerry Passmore, UNC School of Public Health)
• Jill Passmore (Region J LTC Ombudsman to Orange County)
• Renee Bynum(Adult Services Supervisor, OC Dept. of Social Services)
• Gwen Phillips (Adult Care Home Specialist, OC Dept. of Social Services)
• Carol Gunther-Mohr(Chair, OC Adult Care Home Community Advisory Committee)
• Margaret F. Hudson(Chair, OC Nursing Home Community Advisory Committee)
• Cherie Rosemond(Member, OC Adult Care Home Community Advisory Committee)
• Sue Coppola(Member, OC Adult Care Home Community Advisory Committee)
• Yvonne Eaves (Member, Nursing Home Community Advisory Committee)
STATUS
Page 1 of 2
Appendix B
8
The Planning Task Force has met monthly beginning in July 2002 and has accomplished eight of
the nine tasks identified above. Upon Board of County Commissioner approval of the
Guidelines for Organization and Operation of the OC LTC Facility Roundtable, the Steering
Committee will be created, which will then organize the establishment of the overall Roundtable
membership organization and the Quality Action Circles.
Page 2 of 2
Appendix C 9
DRAFT
GUIDELINES FOR ORGANIZATION AND OPERATION OF THE
ORANGE COUNTY LONG TERM CARE FACILITY ROUNDTABLE
ARTICLE I
NAME
The name of this organization is the Orange County Long Term Care Facility
Roundtable, (hereinafter referred to as the Roundtable).
ARTICLE II
PURPOSES
SECTION 1. The Roundtable is an association of persons interested in working
collaboratively to define, address, and resolve priority issues related to the quality
of care and quality of life for the long term care facility population in Orange
County.
SECTION 2. The purpose of this organization shall be to maintain an association
of persons interested in promoting the health, dignity, and rights of the long term
care facility population; to focus attention on and to stimulate public interest in
finding ways to ensure quality of care and quality life for this population; and to
find methods that promote effective coordination and communication between
facilities and service's to which this population transitions back and forth (such as
home, hospital, assisted living, and nursing facilities).
SECTION 3. The activities of the Roundtable and all subcommittees and
working groups are under the auspices of the Orange County Advisory Board on
Aging.
ARTICLE III
OFFICES
SECTION 1. The Roundtable Steering Committee shall identify the principal
office of the Roundtable membership organization and all subcommittees.
ARTICLE IV
MEMBERSHIP
SECTION 1. Eli ibility: All persons who live or work in Orange County or have
family members in Orange County long term care facilities and who are interested
in supporting the purposes of The Roundtable shall be eligible for membership.
Page 1 of 3
Appendix C
10
DRAFT
SECTION 2. Composition: The Roundtable shall be comprised of a diverse
community base, including: administrative representatives from all long term care
facilities, facility caregivers and staff, advocacy groups (Ombudsmen,
Community Advisory Committees, family members), support groups (Dept. of
Social Services, Dept. on Aging), consumers, regulators (County Commissioners)
and any other groups or individuals interested in supporting the purposes of the
Roundtable. The business affairs of the Roundtable, as well as the oversight of
issue-based working groups (Quality Action Circles) will be handled by a
Steering Committee. The Quality Action Circles will be comprised of
representatives from the overall Roundtable membership organization who have
interest and/or experience with the specific priority issues to be addressed by that
Quality Action Circle.
SECTION 3. Meetings: The Steering Committee shall determine the frequency
of Roundtable meetings, to take place at a minimum of twice a year. The purpose
of the general membership Roundtable meetings will be to review the progress of
the Quality Action Circles, to redefine previously identified priority issues, to
identify new issues for consideration, to review finances, and to review current or
pending legislation affecting long term care.
ARTICLE V
OFFICERS & STEERING COMMITTEE
SECTION 1. Officers: The officers of the Roundtable and Steering Committee
shall consist of a Chair and Vice Chair. The Department on Aging Director or
designee shall serve as secretary to the Roundtable and Steering Committee. The
duties of the Chair and Vice Chair shall be designated by the Steering Committee.
The Vice-Chair shall, in the event of the absence of the Chair, possess all the
powers and perform all the duties of the office. The Department on Aging
Director or designee shall keep minutes of all meetings of the Roundtable and
Steering Committee. He/she shall notify all officers and members of Roundtable
and Steering Committee meetings and agendas, and shall perform such other
functions as defined by the Steering Committee.
SECTION 2. Steering Committee: Members of the Steering Committee shall be
nominated by the Orange County Advisory Board on Aging and appointed by the
Orange County Board of County Commissioners. The Steering Committee shall
be comprised of the following representatives:
Orange County Community Origin (number of members)
• Advisory Board on Aging (1) (Chair or Designee)
• Nursing Home Community Advisory Committee(1) (Chair or
Designee)
Page 2 of 3
Appendix C
DRAFT
• Adult Care Home Community Advisory Committee (1) (Chair or
Designee)
• LTC Ombudsman(1)
• Department of Social Services (1) (Adult Services Supervisor or
Designee)
• OPC Area Mental Health/Substance Abuse Program (1) (OCP
Area Board Chair or Designee)
• Department on Aging(1) (Director or Designee)
• UNC Hospitals Inpatient Geriatric Unit(1) (Administrative head or
designee)
• Nursing Home Administration Representative (1)
• Adult Care Home Administration Representative(1)
• Nursing Home Family Member(1)
• Adult Care Home Family Member(1)
• Adult Care Home Resident(1)
• Consumers (2)
SECTION 3. Steering Committee members shall serve a one-year term, and the
Advisory Board on Aging will determine if there is continued need for a Steering
Committee at the end of one year. All other membership criteria and guidelines
shall be determined by the Steering Committee.
Page 3 of 3
Figure 1 . Orange County Long Term Care Facility Roundtable, Steering Committee, and Quality Action Circles
THE ROUNDTABLE
Staffm /training
Action Circle Dept. on
Aging Board with members of Aging
Roundtable
Dept of Social LTC Ombudsman
Services Program
Facility
Administrators Any community
member who
wishes to join
Frontline Steering Committee
Caregivers comprised of
representatives from
the Roundtable �� z Consumers
Inpatient
Geriatric Liaison ,
_ Advocacy Regulators
Policy Action Circle
Action Circle with members of
with members of Roundtable
Roundtable
Family LTC Facility
Members Community Advisory
Committees
N