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

Section V Kentucky Caregiver Program Page 1

SECTION V

KENTUCKY CAREGIVER PROGRAM

INTRODUCTION

The Kentucky Family Caregiver Program is to support grandparent caregivers by providing information, access assistance, training, counseling, support groups and supplemental services. The program is coordinated with the Title III-E National Family Caregiver Support Program of the Older Americans Act.

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. The Kentucky Department for Aging and Independent Living administers the program through State General funds and LCAAAIL implements the program to the Lake Cumberland service area.

Funds distributed will be prioritized for services to individuals with greatest social and economic need.

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

Section V Kentucky Caregiver Program Page 2

DEFINITIONS

District- is defined by KRS 205.455(4)

Exception Committee- a committee comprised of three (3) district directors or their designee.

Federal Poverty Level- the degree to which a household’s gross income matches the official poverty income guidelines published annually in the Federal Register by the U.S> Department of Health and Human Services.

Formal Support System- a service obtainable through public or private services programs.

Grandchild- a grandparents grandchild

Grant- a payment to a grandparent for services specified in 910 KAR 1:260 and based on need and actual cost

Household- an individual or group of individuals who are living together in a principal residence as one (1) economic unit.

Household income- means all annual gross earned and unearned income received by a household, including a: lump sum payment; or state or federal benefit assistance payment.

Informal Support System-any care provided to an individual, which is not provided as part of a public or private formal service program.

Local resolution- a phone conversation or meeting between a grandparent and district to resolve the grandparent’s dispute against denial of eligibility

National Family Caregiver Support Program –defined by 42 U.S.C. 3030s. Primary Caregiver- a grandparent providing full time care for that person’s grandchild Respite Assistance- is defined by KRS 205.455 (12).

Supplemental Services-services a grandparent may receive in accordance with Section 9 of 910 KAR 1:260 through application and grant or voucher process

Support Services-the services a grandparents may receive in accordance with Section 7 of 910 KAR 1:260 through application and grant or voucher process

Voucher-a payment made directly to a vendor for the services specified.

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

Section V Kentucky Caregiver Program Page 3

Program Service Categories

Policy:

Eligibility for the Kentucky Family Caregiver Support program will be conducted in accordance with the 919KAR 1:260, KRS statutes. They are as follows:

Services:

A. Grandparent Information (1 contact) – A service for grandparents that provides the public and individuals with information on resources and services available to the individuals within their communities. [Note: service units for information services are for activities directed to large audiences of current or potential grandparents such as disseminating publication, conducting media campaigns, and other similar activities.]

B. Grandparent Assistance (1 Contact) – A service that assists grandparents in obtaining access to the services and resources that are available within their communities. To the maximum extent practicable, it ensures that the individuals receive the services needed by establishing adequate follow-up procedures. [Note: Information and assistance to grandparents is an access service, i.e., a service that:

• Provides individuals with information on services available within the communities;

• Links individuals to the services and opportunities that are available within the communities;

• To the maximum extent practicable, establishes adequate follow-up procedures. Internet web site "hits" are to be counted only if information is requested and supplied.]

C. Grandparent Individual Counseling, Support Group, and Training (1 Session) – Counseling to grandparents to assist them in making decisions and solving problems relating to their caregiver roles. This includes counseling to individuals. Services to assist the grandparents in the areas of health, nutrition, and financial literacy, and in making decisions and solving problems relating to their caregiving roles.

D. Grandparent Supplemental Services (1 Activity) – Services provided to meet identified needs of grandparents raising grandchildren including the following (when using vouchers, each voucher is counted as one unit):

• Respite (1 Activity) care provided by a caregiver or agency approved by a district for a designated time period; and to temporarily relieve a grandparent who serves as primary caregiver to a grandchild.

• Legal Assistance (1 Activity) relates to the grandchild’s safety and stability and excludes unlawful activity.

• Child Clothing and Personal Care Needs (1 Activity)

• Educational Supplies/Assistance (1 Activity) – is documented by the grandchild’s school of attendance.

• Medical and Dental (1 Activity) – Co pays and premiums are prohibited.

• Furniture (1 Activity) – Bed or dresser to be used by the grandchild.

• Other (1 Activity) – Supplemental services shall not include:

a. Utilities

b. Appliances for household use, unless approved by the Department

c. Items utilized for the entire family

d. Technology unless prescribed for communication due to a disability

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

Section V Kentucky Caregiver Program Page 4

e. Computers unless written documentation is provided by the school requiring a home computer and then only one per household is allowed

Eligibility:

A. Grandparent must be a Kentucky Resident. Proof will be determined by address information included on intake form

B. The Grandparent must be related to Grandchild/ren by birth, through marriage or adoption. Grandparent must show proof of relationship through custody papers, birth certificates or indicate some agency/organization that can verify their relationship (i.e... DCBS or local school system)

C. The Grandparent must be the primary caregiver of Grandchild/ren (no more than 18 years of age). Proof will be determined through custody papers, birth certificates or indicate some agency/organization that can verify relationship (i.e. DCBS or local school system)

D. The grandparent’s household income must not exceed 150% poverty level. Proof will be determined through federal tax forms, W2, A pay stub, or other documentation of monthly income (Social Security statement, award letters, KTAP letter, etc)

E. The grandparent must reside with the grandchild and may not be residing in the same household with the grandchild’s parent. The grandparent and grandchild can reside in a house owned by the grandchild’s parent.

F. The grandparent may not be receiving Kinship Care assistance. Verification from will be obtained from local DCBS office

G. A grandparent who has adopted a grandchild shall be eligible for the KFCP if the grandparent is not eligible for other state or federal adoption subsidies, and for a period not to exceed one (1) calendar year from final order of adoption

H. Grandparent will be notified by phone or by letter if they are determined ineligible for the program with an explanation.

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

Section V Kentucky Caregiver Program Page 5

NEEDSASSESSMENT/ SATISFACTIONSURVEY

Policy:

A Needs Assessment Survey and a Satisfaction Survey will be conducted on an annual basis together.

Procedures:

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

B. The Needs Assessment/Surveys will be conducted by:

a. All caregivers on mailing list

b. Distributed at Caregiver Support Groups

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

D. Satisfaction 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.

E. Needs Assessment and Survey results will be calculated; and information will be used to guide services for caregivers in the Lake Cumberland Region, and results will also be forwarded to DAIL.

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

Section V Kentucky Caregiver Program Page 6

INTAKE/REFERRAL

Policy:

All calls regarding the Kentucky Caregiver Support Program will be first taken by the Aging Disability Resource Center intake personnel for a Level One Screening and then assessed of eligibility for the program

Procedure:

A. Inquiries and referrals are accepted from agencies, organizations, family members, and self-referrals.

B. General information will be explained at initial phone call and demographic information will be collected to determine if: a. Caller is raising grandchild

b. If caller receives Kinship care

c. Meet financial guidelines

d. If caller meets those basic eligibility a letter is sent to grandparent that includes: i. Information letter explaining eligibility, responsibilities and expectations for program

ii. Kentucky Caregiver Brochure

iii. Release of Information Form

C. Grandparent submits Release of Information form to LCAAAIL Caregiver Coordinator for processing.

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

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FACE-TO-FACE/HOME VISIT

Policy:

Caregiver Coordinator will have a face-to-face with all KCSP applicants that are new to the program and appear to meet (by self-report) eligibility for the program. Most of the application process will take place face-to-face in each counties Senior Citizens Center.

Procedure:

A. Caregiver Coordinator and designated staff will schedule meeting place and time in each county for face-to-face meetings with each applicant.

B. Caregiver Coordinator will make contact with applicant by mail or phone with information regarding the meeting.

C. During the visit the following information will be completed: a. Assessment of eligibility

b. Review Application form

c. Explanation of confirmation of benefits

d. Explanation of Voucher options for obtaining supplemental services

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

Section V Kentucky Caregiver Program Page 8

APPLICATIONPROCESS

Policy:

All referrals must make application to program to receive financial assistance through the Kentucky Family Caregiver Program.

Procedure:

1. Application will be provided to potential applicant at time of inquiry and/or face to face visit.

2. Each applicant will be provided a copy of the HIPPA /Grievance Policy.

3. Each applicant will review and sign the Eligibility, Rights, Risks, & Responsibilities Form which includes statement that HIPPA information was received.

4. Application must contain demographic information regarding the family’s household, supports and financial income with requested documentation to support relationship to child and income.

5. Application must include items that are being requested in specific amounts and quantities

6. Application must be signed by grandparent and LCAAAIL staff that is processing application.

7. Applications will be processed as received with priority going to those who are first time applicant

8. Confirmation of Benefits will be completed a. Confirmation of Benefits form will be completed

b. Confirmation will be requested of local Department of Community Based Services office of applicants residence via fax

9. Once release of information is returned by the client, then confirmation of benefits returned by DCBS, applicants will be notified if they are eligible for program by phone or letter after face-to-face meeting and proof of income is provided.

10. If applicant is not eligible they will be notified by letter or phone as to why they were ineligible

11. LCAAAIL will indicate in the case notes or referral log that other resources and referrals were given to clients for needs not covered by KFCP.

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

Section V Kentucky Caregiver Program Page 9

OUTREACH/MARKETING

Policy:

Lake Cumberland Kentucky Caregiver Support Program will conduct outreach and information services about the KCSP program throughout the 10 county regions.

Procedure:

A. A brochure will be available regarding the Kentucky 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 V Kentucky Caregiver Program Page 10

GRANT/VOUCHERSYSTEM FORASSISTANCE

Policy:

Each client that receives assistance through the Lake Cumberland Caregiver Support Program will be issued a voucher based on the needs identified on page two of the application. The amount will not exceed

$500.00 per child per fiscal year.

Procedures:

A. Grant Process a. The Lake Cumberland Kentucky Caregiver Support Program will issue mini-grants to Agencies who have applied to provide Support Groups in the ten county area. A check will be written will be issued to Agency Provider for the amount of the Grant requested for Start-up.

B. Voucher Process a. The Lake Cumberland Kentucky Caregiver program will issue vouchers to grandparent participants to be paid to third party vendors. The approved vendors for vouchers payments are: i. JCPenny

ii. K-mart

b. The voucher will include the following information: i. Name and address of Grandparent

ii. Name of grandchild

iii. Name and address of LCAAAIL/Kentucky Caregiver Support Program

iv. Vendor name

v. Specific list of items authorized for purchase

vi. Total amount of money authorized

vii. Date voucher issued

viii. Signature of Caregiver Coordinator

ix. The grandparent’s signature

x. Driver’s License

c. A grandparent will also be required to have a driver’s license or other photo ID at time of purchase.

d. A coy of voucher will be kept in the clients chart as to amount and date issued

C. Vendor Process a. Vendor is identified as a store, day care, camp, school, agency, business, lawyer, doctor, specialty store, etc. The Lake Cumberland Kentucky Caregiver support program must authorize the vendor before the vendor can participate in the program. A vendor cannot be a family member. A family member will not be eligible to receive payment for respite care services. If an individual day care/respite care service provider, Coordinator may contact service provider to verify they are provider. Some type of invoice/payment request is required to pay for respite services.

b. Vendors of voucher system will follow voucher requirements requiring signature and driver’s license for purchase.

c. Voucher vendors will mail back voucher with copy of receipt to Caregiver Coordinator

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

Section V Kentucky Caregiver Program Page 11

D. Billing Voucher Process a. Voucher will be issued to grandparents and will redeem at participating store that they chose on plan of care. The voucher will be returned to LCADD Caregiver Coordinator for payment.

b. LCADD Caregiver Coordinator will make purchase request to Financial Department for payment.

c. Payments are issued three times a month to vendors.

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

Section V Kentucky Caregiver Program Page 12

GRIEVANCEPROCEDURES

Policy:

The Lake Cumberland Kentucky Family Caregiver Support Program will provide information on grievance policy, as client requests or has a complaint or concern regarding services or eligibility a copy of the Commonwealth of Kentucky Cabinet for Health and Family Services Department for Human Support Services, Request for Hearing, Local Resolution Form.

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

Section V Kentucky Caregiver Program Page 13

QUALITYASSURANCE

Policy:

Delivery of Service will be in compliance with the application 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 they 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 V Kentucky Caregiver Program Page 14

ELIGIBILITY, RIGHTS, RISKS & RESPONSIBILITIES

Policy:

Consumer/Caregiver’s will know the rights, rights and responsibilities associated with the Kentucky Caregiver Support Program.

Procedure:

A. Each caregiver will receive information regarding rights and responsibilities

B. Each applicant will sign Grandparent Responsibilities form to indicate that they understand the information.

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

Section V Kentucky Caregiver Program Page 15

WAITING LIST

Policy:

In the event that funding for the Lake Cumberland Kentucky Caregiver Support Program has been exhausted and we are unable to provide financial assistance of people who meet eligibility, a waiting list will be maintained for the financial assistance.

Procedure:

The Lake Cumberland Kentucky Caregiver support Program waiting list will include clients who have made application for services, but there is not funding remaining in the program. Applications and Intakes for those individuals will be stamped on date of receipt, and added to waiting list in that order. If additional funding becomes available the applicants will be contacted to begin application process.

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

Section V Kentucky Caregiver Program Page 16

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 Lake Cumberland AAAIL Kentucky Caregiver Support Program 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.

B. A release of information will be obtained from grandparent caregiver for information to be released from DCBS regarding confirmation of benefits.

C. Access to client information is granted only to employees, 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 Kentucky 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 V Kentucky Caregiver Program Page 17

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

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