Main Menu

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 1

SECTION IV

NATIONAL FAMILY CAREGIVER SUPPORT PROGRAM OLDER AMERICANS ACT, AS AMENDED IN 2006.

TITLE III – GRANTS FOR STATE AND COMMUNITY PROGRAMS ON AGING.

The Family Caregiver Support Program is applicable to Title III-E of the Older Americans Act. Funding is from the

U.S. Department of Health and Human Services and administered by the Kentucky Cabinet for Health and Family Services, Department of Aging and Independent Living through the Lake Cumberland AAAIL.

INTRODUCTION

The Family Caregiver Support Program was developed nationally by mandate of the Older Americans Act, Title III-E, and amended in 2006. The federal Administration on Aging provides funding to each state to develop a multifaceted support system for family caregivers.

LCADD AAAIL with funding from the Department for Aging and Independent Living has established a family caregiver program, which serves the ten county areas of Adair, Casey, Clinton, Cumberland, Green, McCreary, Pulaski, Russell, Taylor and Wayne Counties

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 2

DEFINITIONS

Assistance – one-on-one contact to provide assistance to caregivers in locating and arranging for services.

Care Recipient – a person 60 or older or under 60 with early onset dementia or a child 18 years old or younger receiving care services.

Caregiver Training – providing structured opportunities for caregivers to acquire knowledge and skills.

Child - the term child means an individual who is not more than 18 years of age.

Counseling – individual or group interviewing or discussions to advise and enable the caregiver to resolve problems or to relieve temporary stresses.

Family Caregiver - means an adult family member, or another individual, who is an informal provider of in-home and/or community care to an individual who is 60 years of age or older or to an individual under 60 years of age who has been diagnosed with early onset dementia.

Family Caregiver Support Program – a federally funded program, beginning in 2001, to support the efforts of people who are caregivers. Administered by Area Agencies on Aging in 15 Regions in Kentucky and in all 50 U.S. states.

Grandparent or Older Individual who is a relative caregiver - means a grandparent or step grandparent of a child, or a relative of a child by blood or marriage, who is 55 years of age or older and;

A. Lives with the child,

B. The biological or adoptive parents are unable or unwilling to serve as the primary caregiver of the child,

C. Has legal custody or has a legal relationship to the child, such as guardianship, or is raising the child informally.

Information – providing individualized information about the needs expressed by the caregivers. Group services, including public education, provision of information at health fairs, and other similar events.

Respite – temporary, substitute supports or living arrangements to provide a brief period of relief or rest for caregivers.

Supplemental Services – services necessary to support the needs of caregivers to assist them in their duties as caregivers.

Support Groups – two or more caregivers meeting with a facilitator to discuss their issues regarding their caregiving role.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 3

ELIGIBILITY

To be eligible for the services of the FCSP the "family caregiver" must be an adult family member or other individual who is an "informal", unpaid provider of services for an older individual 60 years of age or older. The older individual is determined to be

A) unable to perform at least two activities of daily living without assistance (verbal reminding, supervision)

B) due to cognitive or mental impairment requires substantial supervision due to behavior that poses serious safety or health hazard to self or others.

To be eligible for Grandparent Services one must be a Grandparent or relative over the age of 55 and they are the primary caregiver for a minor child under 18 years of age.

Priority consideration may be given to persons in greater social and economic needs with particular attention to low-income, minority individuals.

Services are provided on a temporary and limited time and are based on availability of funds. No discrimination of race, sex or other will be tolerated in determining who shall receive services

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 4

NEEDS ASSESSMENT/SATISFACTION SURVEYS

Policy:

A Needs Assessment Survey and a Satisfaction Survey will be conducted on a regular basis.

Procedure:

A. The Needs Assessment will be completed on an annual basis.

B. The Needs Assessment will be conducted by:

a. All caregivers on mailing list

b. Distributed at Caregiver Support Groups/Trainings

C. The Satisfaction survey will be completed as services are provided, at least annually.

D. Satisfaction Surveys will be sent to all persons who have received services from The Family Caregiver program.

E. Satisfaction Evaluation Surveys will be completed at each training that is conducted to gain information regarding speaker and information provided as well as ideas for future topics.

F. Survey results will be calculated and information is to be used to guide services for caregivers in the Lake Cumberland Region and results will also be provided to DAIL annually.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 5

PROGRAM SERVICE CATEGORIES

Policy:

Services provided under the National Family Caregiver shall be provided in accordance with the service categories as defined under the Older Americans Act.

Procedures:

A. Caregiver Support Groups (Unit of service is one session) 1. Caregiver support groups are documented by the facilitator using signed client attendance sheets with each person coded as to type of caregiver, age of Caregiver and age of Care Recipient and a new participant form to be completed on each caregiver the first time they attend a support group session.

2. Individuals in the support groups would indicate positive benefits and less stress as a result of the support groups, by completing a survey.

B. Caregiver Training (Unit of service is one session) 1. Caregiver training is documented by facilitator using signed client attendance sheets with each person coded by type of caregiver, age of Caregiver and age of Care Recipient and a new participant form completed on each caregiver the first time they attend a training session.

2. Caregiver training curriculum is kept on file at the provider agency and a copy sent to LCADD AAAIL with the monthly report.

3. Evaluation of caregiver knowledge, attitudes, values, skills, and behaviors gained in the training, using pre and posttests, are documented by a survey instrument.

4. Any training or promotion materials, along with results are kept on file and submitted monthly to LCADD AAAIL.

5. Individuals in the training program will indicate positive knowledge gain as a result of the training by satisfaction survey.

6. Participants will evaluate education or training as having physical/emotional health(stress level), has stabilized or improved, by use of a satisfaction survey.

C. Cash and Counseling (One Activity ) 1. Documentation of Cash and Counseling services shall be submitted monthly to LCAAAIL utilizing the Cash and Counseling Voucher. For an individual to receive Cash and Counseling services an assessment will be conducted on the Caregiver to determine their needs.

2. Cash and Counseling Services can offer temporary, substitute supports or living arrangements for care recipients in order to provide a brief period of relief or rest for caregivers. They are designed to provide temporary, occasional relief to the caregiver from their care giving responsibilities of the care recipient.

3. Persons receiving Cash and Counseling will indicate positive benefits of this service.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 6

SERVICE PROVIDER RESPONSIBILITIES

Policy:

Agencies working with LCADD AAAIL under the Family Caregiver Support Program shall meet all of the requirements of the program in order to implement and provide services.

Procedures:

A. Assure the program staff shall treat the caregiver in a respectful and dignified manner, involving them in decisions and delivery of service.

B. Assure the provision of services throughout the geographic area covered under its plan or proposal.

C. Provide access for staff of the LCADD AAAIL and the Cabinet for Health and Family Services, Department for Aging and Independent Living, for monitoring and evaluation purposes.

D. Signed participant attendance records including the date, facilitator signature, location of service, name of presenter, topic presented and type of Caregiver service provided are to be kept on file at provider agency and a new participant form to be completed on each caregiver the first time they attend a support group or training session.

E. A summary of participant caregiver satisfaction survey data shall be submitted as provided.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 7

INQUIRY/INTAKE/REFERRAL POLICY & PROCEDURE

Policy:

Each call into the AAA requesting information or services regarding the FCSP will be reported on the call log.

Procedure:

A. ADRC staff will provide intake via Level One Screening and referral for the Caregiver Program by obtaining basic information such as name, address, and telephone number and the need they are requesting.

B. An Intake form will be completed during the initial phone call. Information collected will include (but not limited to) the following information: a. Age of both Caregiver and Care receiver

b. Medical conditions of both caregiver and care recipient

c. Relationship

C. Services family is already receiving

D. Nature of their inquiry

E. Any specific needs will be documented on the Intake form.

a.The Caregiver Program accepts referrals from family, community, providers, as well as self- referrals.

F. Information will remain confidential and will not be released without the permission of the caregiver.

G. Information on local support groups and training will be given to each person who inquiries about support services.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 8

ASSESSMENT

Policy:

In case of a requested service(s) by an eligible Caregiver requiring voucher assistance, supplemental services, individual counseling, or respite, an assessment will be completed to gather information and document the need for service(s).

Procedures:

A. A DAIL approved assessment tool will be used to establish the need and gather information about the caregiver, care recipient, and service(s) requested.

B. A plan of care documenting service(s) requested by the Caregiver will be completed at the assessment and signed by the Caregiver and Family Caregiver Coordinator or Caregiver Program staff.

C. Once an assessment is completed the voucher process and/or other potential caregiver services will be explained to the Caregiver.

D. A National Family Caregiver Handbook will also be given to every new client during the application process.

E. Forms to be included in Initial Application Process: Hand Book with Responsibility form with signature, Application, Plan of Care, Voter Registration, HIPPA, Case Notes, Expenditure Page, Prioritization tool and Voucher copies.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 9

ACCESSING RESPITE & CASH AND COUNSELING RESPITE

Policy:

Respite and Cash and Counseling Respite services are to be provided as funds and resources are available to meet the needs of Family Caregivers.

Procedures:

A. Respite services for the Family Caregiver program can be used, as the family deems necessary. Respite can be used for support groups, training, and when the family sees a need for a break. Cash and Counseling / Respite needs will be evaluated on a case-by-case basis.

B. Family Caregiver Support Program (FCSP) Coordinator will determine if caregiver is appropriate for Cash and Counseling services by completing an assessment and Request for Services

C. Respite needs will be evaluated on a case-by-case basis based on conversations with the Caregiver. The Caregiver Coordinator will determine the amount of respite to be allocated based on need and availability. At the time of assessment, a packet of information containing the respite procedure and responsibilities will be given to the caregiver. Family Caregivers will be given following options for respite services: a. Hiring their own provider and being reimbursed (Limit of $599.00 Fiscal Year)

b. Or Hiring an Agency Provider thru Voucher system (Cash and Counseling)

c. Limit for Respite Vouchers is $1,000 (Fiscal Year), with additional for an emergency need.

D. Cash and Counseling Procedure:

a. The voucher system and payment process is explained to the caregiver.

b. The caregiver will receive a voucher made out to the provider/agency of their choosing. Respite will be allocated in dollar amounts based on availability.

c. Respite services for the Family Caregiver program can be used, as the family deems necessary. It can be used for support groups, training, and when the family sees a need for a break. Respite services are scheduled by the Caregiver directly. Invoices are completed and signed by the provider.

d. Invoices will be mailed to the FCSP Coordinator. Invoices are due by the 5th of the month to ensure payment within that month. FCSP Coordinator and AAAIL Director approve units and submit for payment. Payment is mailed directly to provider.

E. Units will be entered into SAMS computer system by Program Coordinator monthly.

F. Unit of service is =1 hour for Respite

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 10

ASSISTANCE

Policy:

Assistance will be provided as needed to those individuals requesting services and meeting the eligibility requirements

Procedure:

A. Assistance can be defined as any form of access or care coordination where services are deemed necessary.

B. Examples may include, but are not limited to the following:

a. Caregiver calls inquiring about potential services

b. Staff calls to find resources for individuals

c. Return calls to caregivers with resources

d. Monthly mailing of events and resources to assist caregiver

C. If services are requested, contact in form of phone call or correspondence will be made with Caregiver in follow up to determine if there are additional services requested.

Unit of service = 1 Contact

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 11

ACCESSING SUPPLEMENTAL SERVICES

Policy:

Supplemental services are those services that are very individualized to the specific caregiver and will be provided as provisions (limited to 20% of budget) are available. Supplemental Services are services provided on a limited basis to complement the care provided by caregivers.

Procedures:

A. Supplemental services will be evaluated on a case-by-case basis.

B. All other resources for assistance shall be exhausted and documented prior to allocation of money.

C. An application process will need to be completed before receiving services.

D. Approval is needed from both the Caregiver Coordinator and the Director of Aging Services to pay provider or reimburse caregiver.

E. If equipment is to be purchased, The Caregiver Coordinator will assist the family in making the purchase.

F. Vouchers will also be utilized thru Cash & Counseling Supplemental Services.

G. Limit on Supplemental Service will be up to $500.00 per fiscal year. (Unless deemed an emergency or extraordinary circumstance)

Unit of Service = 1 Activity

Example:

Supplemental Services will be 1 unit per job completed (1 ramp, 1 piece of equipment), or invoice from provider.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 12

CAREGIVER TRAINING

Policy:

Training will be available and provided through the Family Caregiver Support Program to residents of Lake Cumberland District regarding Caregiver issues.

Procedure:

A. Training can be in group setting or one-on-one, however mainly at Support Group Meetings.

B. Training topics will be on caregiver related issues and generated by Caregiver Needs assessment and satisfaction surveys.

C. Target audience may include family caregivers, professionals, and/or the general public.

D. At least one conference/training will address issues related to Grandparent raising Grandchildren issues, if not hosted by LCADD , will be referred to another training in or outside of the district.

E. Committees may be formed to plan and coordinate larger annual conferences.

F. Satisfaction Surveys will be completed at conclusion of each training and information will be shared with committees, and speakers upon request.

G. Caregivers attending Trainings will be required to complete a New Participant Form which captures data for SAMS/NAPIS reporting and sign in.

Unit of service= 1 session per participant

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 13

CAREGIVERSUPPORTGROUPS

Policy:

Support Groups will be available to Caregivers of the Lake Cumberland region.

Procedure:

A. Support groups may be developed as needed or desired by county or by region.

B. Mini-Grant Applications will be mailed annually to current and new Providers and once approved will be given funding up front. With monthly expenditure Reports/Receipts due to FCC.

C. Support groups will meet on a regular basis. The dates and times of meetings will be determined by Support group members/facilitators.

D. Caregiver Coordinator will provide information as needed and requested by groups.

E. Caregiver Coordinator will visit groups at least annually to assess continuing needs of the group.

F. Caregiver Coordinator will maintain database and assist in sending out memos regarding meetings to interested caregivers.

G. Upon Intake each Caregiver will be informed of local support groups that may assist in meeting their needs, via handbook.

H. Support group leaders should be caregivers or professionals with experience or interest in caregiver issues.

I. Caregivers attending Support Groups will be required to complete a New Participant Form which captures data for SAMS/NAPIS reporting and sign in.

Unit of Service= 1 session per participant

Support Groups: The FCPC has identified several support groups in our area such as: Cancer Society Support Group; Active Adult Day Care Support Group; Grandparent Support Groups; and a Senior Friends Group. The FCPC will continue to make contacts with other groups on an ongoing basis. The FCPC will also continue to assist in coordination and training of current groups and develop new support groups in areas not identified, as appropriate, based on request from caregivers groups and/or agencies. New and current Support Groups (Family and Grandparent) can apply annually for a mini-grant to sponsor their meetings; each of these groups is led by individuals (facilitators) within their agencies.

In accordance with the mini-grant specifications, in order to receive mini-grant a monthly expenditure report of money spent with receipts participant’s forms, and sign-in sheets are required to be mailed to LCADD Family Caregiver Coordinator.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 14

CONFIDENTIALITY

Policy:

Consumer/Caregiver’s rights will be protected. Lake Cumberland AAAIL will take reasonable measure to maintain the security and confidentiality of protected client records and charts in accordance with current law and regulations.

The physical chart is owned by the AAAIL and the information contained in the record belongs to the client.

Procedures:

A. HIPPA guidelines will be followed with respect to Consumer’s personal information. HIPPA information will be shared with clients at time of assessment and Caregiver will sign a statement indicating receipt of the HIPPA guidelines.

B. A release of information will be obtained from caregiver if needed for referrals to other agencies.

C. Access to client information is granted only to employees, subcontractors and the Department of Aging and Independent Living involved directly with the provision of care, payment or health care operations.

D. Information contained in the client chart is confidential. Unauthorized use/disclosure of this information may result in termination of employment.

E. The Family Caregiver Program will make reasonable efforts to limit protected health/consumer information to the minimum necessary to accomplish the intended purpose of the use.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 15

OUTREACH/MARKETING

Policy:

Information regarding the Family Caregiver Support Program will be made available to the residents of the ten counties in the Lake Cumberland Region

Procedure:

A. A brochure will be available regarding the Family Caregiver Support Program that contains pertinent information regarding the services provided, as well as eligibility criteria, and contact information

B. Lake Cumberland AAAIL/Caregiver Coordinator will participate in area health fairs/events to promote program and activities.

C. Flyers and brochures will be made available regarding special events/support groups

D. Information will be available on Lake Cumberland Area Development District website regarding FCSP services (www.lcadd.com)

E. Flyers/posters are shared with local service providers to be displayed area business

F. Informational sessions are held with area organizations/civic groups to raise awareness of services provided by the Family Caregiver Support Program.

G. Information will be made available through local media outlets (newspaper, local radio) as deemed appropriate by the AAAIL

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 16

QUALITY ASSURANCE

Policy:

Delivery of Service will be in compliance with the Plan of Care and the highest quality of care will be provided to clients.

Procedure:

A. On admission to the Family Caregiver Program each client will be given a copy of the Quality Assurance Agreement. The Quality Assurance Agreement will be included in the Handbook provided at the Assessment phase for those receiving Respite and Supplemental Services.

B. The Quality Assurance Agreement will state that staff will make every effort to provide services listed in the plan of care and the services will be the best possible to meet their needs. It encourages client to contact staff at any point that the believe services to be unacceptable or they have concerns.

C. The Quality Assurance Agreement will contain: Names, addresses and telephone number of Family Caregiver Support Program Coordinator, a contact Person for the ADD, Department for Aging and Independent Living, and the Office of the State Ombudsman.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 17

WAITING LIST

Policy:

In the event that funding for the Lake Cumberland Family Caregiver Support Program has been exhausted and we are unable to provide respite or supplemental service assistance to people who meet eligibility, a waiting list will be maintained for the program.

Procedure:

The Lake Cumberland Family Caregiver support Program waiting list will include clients who have made application for services, but there is not funding remaining in the program. Clients on waiting list can include persons awaiting assessment, or those who have been assessed. The Caregiver Coordinator will determine if the client is potentially eligible based on prescreening information. Clients will be prioritized by need utilizing the LCADD priority rating. Caregiver Prioritization tool will be utilized after the intake to score Priority in order to be placed on the waiting list.

• 1-14 points = Low Priority

• 15-25 points = Moderate Priority

• 26-35 points = High Priority

If additional funding becomes available the applicants will be contacted for assessment and home visit at that time. Clients will be notified that they have been placed on a waiting list.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 18

GRIEVANCE PROCEDURES

Policy:

The Lake Cumberland Family Caregiver Support Program will utilize the Lake Cumberland AAAIL Grievance Procedure and it will be provided to clients upon the initial assessment.

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 19

ELIGIBILITY, RIGHTS, RISKS & RESPONSIBILITIES

Policy:

Consumer/Caregiver’s will know the eligibility, rights, risks & responsibilities associated with the National Family Caregiver Support Program.

Procedure:

A. Each caregiver will receive information regarding rights and responsibilities, LCADD Family Caregiver Handbook

B. Eligibility, Rights Risks & Responsibilities information sheet will be distributed as part of the assessment packet

C. As caregivers are assessed for respite or supplemental services, Eligibility, Rights Risks & Responsibilities form will be reviewed and signed by Caregiver

Lake Cumberland Area Agency on Aging & Independent Living Policies and Procedure Manual

Section IV National Family Caregiver Support Program Page 20

LCADD Contact Info

Lake Cumberland Area Development District
P.O. Box 1570
(mailing address)
2384 Lakeway Dr.
(street address)
Russell Springs, KY 42642
Phone: 270-866-4200
Toll Free: 800-264-7093
TDD: 800-648-6056
Fax: 270-866-2044
info@lcadd.org

LCADD Calendar

July 2017
S M T W T F S
1
2 3 4 5 6 7 8
9 10 11 12 13 14 15
16 17 18 19 20 21 22
23 24 25 26 27 28 29
30 31