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

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SECTION XI SUPPORTIVE SERVICES

INTRODUCTION

The 1987 Amendments to the Older Americans Act and the regulations published on August 31, 1988, include a number of new requirements. These requirements are intended to enhance services and opportunities for older persons from the least to the frailest. In order to achieve the intent, the regulations to the Older Americans Act have provided an overall mission to each state agency and to each Area Agency, as follows:

Comprehensive and coordinated community-based delivery system. Supportive services shall be organized to meet the needs of active older persons as well as frail individuals living in their homes, congregate living facilities and community-based institutions.

The supportive services, enumerated in this policy section, shall be performed by qualified supportive service provider agencies unless the state grants a waiver as authorized under Section 306(b) of the Older Americans Act.

MISSION

The mission of the supportive service provider shall be to perform the services that are authorized under the approved area plan to eligible Title III participants. The supportive service provider shall assure that low-income minority individuals are given preference.

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DEFINITIONS

(1) Access means information and referral services, outreach service and transportation service.

(2) Adequate Proportion means no less than sixty-five (65) percent of the Federal Title III-B allocation, and no less than sixty-five (65) percent of the Area Agency's Federal Title III-B allocation, excluding Administrative funds.

(3) Case Management is a method of ensuring access to the continuum of care, ensuring that appropriate services (duration, scope, frequency) are provided, that meet the changing needs of the clients and the caregivers, assuring, through monitoring and evaluation, that high quality services are provided in a timely and cost-efficient manner.

(4) In-home Services are the supportive services enumerated in 45 CFR Part 1321.3 as follows:

(a) Homemaker;

(b) Visiting reassurance;

(5) Legal Assistance means legal advice and representation by an attorney, including to the extent feasible, counseling or other appropriate assistance by a paralegal or law student under the supervision of an attorney. It also includes counseling or representation by a non-lawyer, where permitted by law, to older individuals with economic or social needs. (OAA, Section 302(4))

(6) Participant is a person 60 years or over of age who is receiving services funded by Title III of the Older Americans Act. Certain supportive services, such as home-delivered meals and homemaker, may employ other requirements to target services as long as a means test is not utilized. ·The term "client", "resident" or "patient" shall mean the same as "participant."

(7) Supportive Service Provider is an entity that provides authorized Title III-B supportive services under an approved area plan

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RESPONSIBILITIES OF THE TITLE III B SERVICE PROVIDER

Responsibilities of supportive services providers shall be as follows:

(1) Services shall be provided in a manner consistent with provisions of Title III of the Older. Americans Act and. regulations promulgated there under except where special standards are identified for Homecare, Adult Day Care, Adult Day Health Care, and Alzheimer's Respite.

(2) All services shall be provided in accordance with the approved Lake Cumberland Area Agency on Aging and Independent Living Plan.

(3) Eligibility of each participant shall be established and personnel who approve services to be delivered shall be designated.

(4) Volunteers and paid staff with the same written job description and responsibilities shall meet comparable requirements for training and skills.

(5) Services shall be provided under the supervision of qualified personnel.

(6) Services shall be accessible to older persons by telephone, home visit, center location, or person-to- person contact.

(7) Center services shall be available on a regularly scheduled basis. Any major permanent changes shall have prior approval of Lake Cumberland Area Agency on Aging and Independent Living and be publicized to participants.

(8) The delivery of services shall be only by staff and volunteers trained to deliver those services. New staff shall receive an orientation and shall be trained prior to assuming responsibilities or receive on- the-job training from qualified agency staff. Existing staff shall receive training on job-related topics at a minimum of once per year.

(9) Staff shall not accept personal gratuities (gifts or money) from participants or vendors.

(10) Staff shall not, without prior approval of the supervisor, pay bills or cash checks for clients or participants.

(11) Designated staff that are trained and skilled in assessing and dealing with the needs of the elderly and in the delivery of each service shall be provided.

(12) There shall be a staff person, qualified by training and experience, responsible for administering each service and supervising assigned staff.

(13) The following activities facilitate the delivery of services but shall not be reported as units of service except where required for a specific service: (a) Review, update or maintenance of resource or agency files

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(b) Travel time incurred in the delivery of the service.

(c) Training, staff meeting.

(d) Project management.

(14) A record on each participant documenting participant identification data, requests for service, eligibility for services provided and follow-up shall be maintained.

(15) A procedure shall be utilized annually by the service provider for the evaluation of unmet needs.

(16) The results of the evaluation shall be made available to Lake Cumberland Area Agency on Aging and Independent Living to be used to plan and implement program changes to meet a participant’s needs.

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SERVICES FUNDED UNDER THE OLDERAMERICANS ACT

Only the following services shall be funded with Older Americans Act Title III-B and III-D monies. Services denoted with an * are funded by LCADD

(1) Advocacy;

(2) Assessment; *

(3) Case Management;*

(4) Counseling;

(5) Education;

(6) Employment Services;

(7) Escort;

(8) Friendly Visiting;

(9) Disease Prevention and Health Promotion;

(10) Homemaker, Home Management (includes Financial Management);*

(11) Information and Referral *

(12) Legal Assistance;*

(13) Ombudsman Services; *

(14) Outreach; *

(15) Recreation;

(16) Transportation *

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ASSESSMENT

Assessment shall be the identification and collection of information about a person's situation and functioning. Assessment is to identify needs and resources so that a comprehensive plan of care can be developed with the participant.

Assessments shall include these components: health problem identification; IADLs; ADLs; personal identification information; emergency contact information; living arrangements; characteristics of physical environment; identification of service needs; assessor sign-off; and active support system.

One unit of service consists of one-half hour of direct service. Procedure:

Assessments have the following requirements:

(1) Complete within two weeks of service delivery for all in-home services;

(2) Complete face-to-face;

(3) Conduct at least annually and as often as circumstances dictate;

(4) Perform by staff trained in the process of assessments; .and

(5) Submit assessment instrument to DAIL for approval.

(6) Assessment shall be entered into the SAMS Client Tracking System.

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CASEMANAGEMENT

Case management shall be a process of advocacy, planning, coordination, linking, monitoring, continuous evaluation of participants and available resources in order to achieve the best possible resolution to individual needs in the most effective way.

One unit consists of one-half hour of service directly to or on behalf of a participant.

Case Manager Requirements

Case management shall be provided only upon completion of an assessment and shall be provided by:

(1) A nurse (RN or LPN), trained in' the process of case management;

(2) A social worker, or trained in the process of case management; or

(3) A paraprofessional trained in the process of case management.

Case Management Record System

An adequate records system, which will assure compliance with the major functions of case management--service planning, service arranging, and monitoring shall be maintained. Case Managers shall input all information into the SAMS Client Tracking System.

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INFORMATION ANDREFERRAL

Information and Referral shall be the provision of information in response to an inquiry regarding opportunities and services available and assistance in accessing such opportunities and services. Referral links individuals with appropriate services and follows up to determine whether services were received and if the identified needs were met.

Information and referral services shall utilize an up-to-date record of appropriate community resources, and include completing the Universal Client Form for assessing participant needs and for making referrals to appropriate agencies. LCAAAIL will also conduct a priority rating for services that clients may request or need if there is a waiting list during the initial call.

One unit of service shall reflect one contact with, or on behalf of, a participant.

Referral Procedure:

a) Referrals will be made to appropriate agencies and/or organizations on behalf of a customer upon request.

b) Minimal information necessary to process a referral shall include but is not limited to name of person requesting services, address, phone number, and services requested.

c) It the responsibility of the AAAIL staff person working with the customer to notify the agencies and/or organizations of the referral

d) Follow-up contact will be made with all clients having presented complex issues / concerns, to include, but not limited to, those inquirers in endangerment situations. The AAAIL staff person is responsible for the follow-up contact.

e) Staff will assist in identifying and removing whatever practical obstacles exist between the customer and identified service(s) and / or advocate for the individual when requested.

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Health Promotion and Disease Prevention

Health Promotion/Disease Prevention shall provide for programs designed to maintain or improve the health and well-being of older persons. The services and information shall be available at multipurpose senior centers, congregate meal sites, home delivered meals programs, through in-home services programs and any other appropriate venues. Priority shall be given to areas which are medically underserved and in which there are a large number of older individuals who have the greatest economic need for such services. The three (3) funding sources for health promotion/disease prevention programs are state, Title IIIB and Title IIID. State funds may be used to support either Title III B or Title III D programs.

AAAIL Responsibilities:

(1) Title IIIB funds should be used for the following supportive services included in health promotion/disease prevention activities, Older Americans Act (OAA) Part B Section 321 (a) (1), (7), (8), (14) (B), and (17):

(a) Health (including mental health), education and training, welfare, informational, recreational, homemaker, counseling, or referral services;

(b) Services designed to enable older individuals to attain and maintain physical and mental well-being through programs of regular physical activity, exercise, music therapy, art therapy, and dance-movement therapy;

(c) Services designed to provide health screening (including mental health screening) to detect or prevent illnesses, or both, that occur most frequently in older individuals;

(d) Effective referral to existing health (including mental health) services; and

(e) Health and nutrition education services, including information concerning prevention, diagnosis, treatment, and rehabilitation of age- related diseases and chronic disabling conditions.

(2) Title IIID funds shall be used for evidence-based programs, which are shown to be effective at helping participants adopt health behaviors, improve their health status, and reduce their use of hospital services and emergency room visits. Section 362 of the OAA requires priority be given to areas of the State (1) which are medically underserved; and (2) in which there are a large number of older individuals who have the greatest economic need for such services. DAIL reporting requirements specify that Title III-D funds shall be reported in the following categories (a) Risk Assessment: health, medication, nutrition, and injury control;

(b) Information, counseling, and education;

(c) Health Promotion: exercise, self - help, stress management, and weight loss; and

(d) Medication management, screening and education.

(3) All Title IIID Health Promotion/Disease Prevention services must comply with the activities described by the definition provided in the OAA Section 102 (14). The

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Administration on Aging uses a graduated or tiered set of criteria for defining evidence-based interventions implemented through the OAA. Health promotion programs can fall within any of the three (3) following tiers, including minimal criteria. Based on the history of the program and the degree of change needed to transition to the optimal-level of evidence-based implementation, each program will need to be assessed based on the following criteria:

Minimal Criteria

Demonstrated through evaluation to be effective for improving the health and wellbeing or reducing disease, disability and/or injury among older adults; and

Ready for translation, implementation and/or broad dissemination by community-based organizations using appropriately credentialed personnel

Examples include:

Healthy Eating for Successful Living among Older Adults;

Tai Chi for Arthritis;

Tai Chi for Diabetes;

Tai Chi for Osteoporosis;

PEPPI (Peer Exercise Program Promotes Independence;

Silver Sneakers; or

Stay Strong Stay Healthy

Programs related to the prevention and mitigation of the effects of chronic disease (including osteoporosis, hypertension, obesity, diabetes, and cardiovascular disease), alcohol and substance abuse reduction, smoking cessation, weight loss and control, stress management, falls prevention, physical activity and improved nutrition; and most health screenings would also qualify at this level. Note: Not all programs of the types listed above meet the minimal criteria for Title IIID evidence-based services; however, low-cost programs that do meet the criteria are available.

Intermediate Criteria

Published in a peer-review journal;

Proven effective with older adult population, using some form of a control condition (e.g. pre-post study, case control design, etc.); or

Some basis in translation for implementation by community level organization.

An example includes: Eat Better Move More

Highest-level Criteria

Undergone Experimental or Quasi-Experimental Design;

Level at which full translation has occurred in a community site; or

Level at which dissemination products have been developed and are available to the public.

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Examples include:

Arthritis Foundation Exercise Program;

Active Living Every Day;

A Matter of Balance;

Chronic Disease Self-Management Program;

Enhance Fitness;

Healthy IDEAS (Identifying Depression, Empowering Activities for Seniors);

Healthy Moves for Aging Well;

HomeMeds;

Prevention and Management of Alcohol Problems in Older Adults;

Program to Encourage Active, Rewarding Lives for Seniors (PEARLS);

Stepping On;

Strong for Life;

Tai Chi: Moving for Better Balance;

Active Choices;

Enhanced Wellness;

Fit and Strong;

Walk with Ease;

Diabetes Self-Management Program;

Positive Self-Management Program for HIV; Arthritis Self- Management (Self-Help) Program;

Arthritis Self-Management (Self-Help) Program;

Chronic Pain Self-Management Program;

Online Chronic Disease Self-Management Program;

Better Choice, Better Health—Diabetes;

Healthier Living with Arthritis (Internet Arthritis Self-Management Program;

Tomando Control de su Salud (Spanish Chronic Disease Self- Management Program);

Programa de Manejo Personal de la Artritis (Spanish Arthritis Self-Management Program);

Programa de Manejo Personal de la Diabetes (Spanish Diabetes Self-Management Program);

Care Transitions;

New York University Caregiver Intervention (NYUCI);

Resources for Enhancing Alzheimer’s Caregiver Health II (Reach II); or

Brief Intervention & Treatment for Elders (BRITE)

(4) The AAAIL shall provide the department with plans as how they will implement health promotion/disease prevention services provided by Title IIID funds. Plans shall be submitted as an attachment to the area plan and shall be submitted electronically. Plans or plan revisions must be submitted to the department at least 30 days prior to implementation and must include the following information:

(a) What evidence based program will the AAAIL be implanting;

(b) How the AAAIL will ensure this program is appropriate (send supporting documentation);

(c) What category does this program fall under (Minimal Criteria,

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Intermediate Criteria, Highest-level Criteria);

(d) How the AAAIL will implement this program to ensure the fidelity to the service model;

(e) Where the AAAIL will be implementing this program (county specific);

(f) When and how often the AAAIL will be offering this program; and

(g) Budget pages or revised budget pages.

(5) Once a particular evidence based intervention is approved by the Department, supporting documentation does not need to be resubmitted by an agency.

(6) DAIL will compile a master list of approved interventions for replication across the state and will create a web-listing.

(7) One contact is one service unit as reported in the NAPIS report for Title III- B and Title III-D.

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LEGALASSISTANCE PROGRAM

Legal Assistance means legal advice or representation by an attorney non-lawyer under the supervision of an attorney that provides counseling or other appropriate assistance to older individuals with economic or social needs.

Legal Assistance Program Responsibilities

Legal assistance shall:

(1) Be provided in accordance with the approved Lake Cumberland Area Agency on Aging and Independent Living plan, which shall ensure an adequate proportion is planned and expended to fund access, in-home and legal assistance services.

(2) Be available for institutionalized older persons and other elderly persons otherwise entitled to legal assistance;

(3) Not be denied because of a person’s failure to disclose information about income or resources;

(4) Assure providers maintain records to include individual client services and group activities, covering topics, presenters, locations and numbers of participants; and

(5) Shall be accessible to participants by telephone, home visit, center location or person-to-person

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ELIGIBILITY FOR THE LEGAL ASSISTANCE PROGRAM

Definition

Participant is a person 60 years or over of age who is receiving services funded by Title III of the Older Americans Act (OAA). The term "client", "resident" or "patient" shall mean the same as "participant."

Target Population

The Older Americans Act (42 USC 3023) mandates that legal assistance shall target services:

(1) Caregivers of elderly citizens who suffer from dementia or related dysfunctions

(2) The needs of low-income minority individuals

(3) The population of low-income minority individuals

(4) Elderly citizens who:

(a) Elderly citizens in greatest social, economic need

(b) live in rural areas

(c) are in greatest social, economic need

(d) suffer from a disability

(e) have Limited-English proficiency

(f) suffer from dementia or related dysfunctions

(5) Eligibility of each participant shall be established and personnel who approve services shall be designated

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RESPONSIBILITIES OF THE LEGAL ASSISTANCE PROVIDER

The Legal Assistance Provider shall:

(1) Specify how it intends to target services for the needs of low-income minority individuals.

(2) Attempt to provide services to the population of low-income minority individuals at least he same proportion as the population bears to the older population as a whole.

(3) Provide individual legal casework, legal referral, and legal education to the elderly and training for attorneys in areas of the law relevant to the elderly.

(4) Contact institutionalized elderly, inform and educate these individuals about the legal assistance services available.

(5) Specify how it intends to coordinate its efforts with the efforts of the Regional Long Term Care Ombudsman.

(6) Meet at least annually with the local Ombudsman Program.

(7) Submit a written quarterly activities report to the Area Agency on Aging and Independent Living.

(8) Demonstrate competent knowledge in specific areas of the law affecting older persons in economic or social need, for example, public benefits, institutionalization, and alternates to institutionalization.

(9) Must have the capacity to provide support to other advocacy efforts, for example, the long term care ombudsman program.

(10) Must provide legal assistance in the principal language spoken by clients as required by the law.

(11) Must provide effective administration and judicial representation in all areas of the law affecting older persons.

(12) May not require an older person to disclose information about income or resources as a condition for providing legal assistance.

(13) May ask about the person’s financial circumstances as part of a process of providing legal advice, counseling, and representation, or for the purpose of identifying additional resources and benefits for which the person may qualify.

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LEGAL SERVICE STAFFING:

Staff training shall be as follows:

(1) New staff shall receive an orientation;

(2) New staff shall be trained prior to assuming responsibilities or shall receive on-the-job training from qualified agency staff;

(3) Existing staff shall receive training on job related topics at a minimum of once per year.

(4) Volunteers and paid staff with the same written job description and responsibilities shall meet comparable requirements for training and skills.

(5) Must have the capacity to provide support to other advocacy efforts, for example, the long-term care ombudsman program

(6) Must provide legal assistance in the principal language spoken by clients as required by the law

(7) Legal assistance services may utilize paralegals and law students but only when supervised by an attorney.

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CONFIDENTIALITYREQUIREMENTS FOR LEGALASSISTANCE PROVIDER

Policy:

Information about a client that is received by a Legal Assistance Service provider is protected by the "attorney-client privilege" (Sections 306(d) of the OAA as amended). The provider shall follow standard protocol for securing information and client files.

To allow compliance with the above while gathering information needed for evaluation, planning and needs assessment, the following procedures shall apply:

Procedure:

The provider is to document the legal activities and services provided to its clients and report aggregate data as requested by the Area Agencies on Aging, and the Department for Aging and Independent Living.

.

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LEGALASSISTANCECLIENTS

Legal assistance services shall be available for institutionalized older persons, and for any elderly person otherwise entitled to legal assistance. Services shall not be denied because of a person's failure to disclose information about income or resources.

.

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LEGALASSISTANCE PROVIDER LIMITATIONS

Definition

"Fee generating case" means any case or matter, which, if undertaken on behalf of an eligible client by an attorney in private practice, reasonably may be expected to result in a fee for legal services from an award to a client, from public funds, or from the opposing party.

A Legal Assistance provider:

(1) May engage in other legal activities to the extent that there is no conflict of interest nor other interference with their professional responsibilities as outlined above.

(2) Shall not use funds received under the OAA to provide legal assistance for a fee generating case unless other adequate representation is unavailable or there is an emergency requiring immediate legal action.

(a) Recovery of damages is not the principal object of the client;

(b) A court appoints a provider or an employee of a provider pursuant to a statute or court rule or practice of equal applicability to all attorneys in the jurisdiction; or

(c) An eligible client is seeking benefits under title II of the Social Security Act, 42 U.S.C. 401, et seq., Federal Old Age, Survivors, and Disability Insurance Benefits; or title XVI of the Social Security Act, 42 U.S.C. 1381, et seq., Supplemental Security Income for Aged, Blind, and Disabled.

(3) Must establish procedures for the referral of fee generating cases

(4) Shall seek and accept a fee awarded or approved by a court or administrative body, or included in a settlement.

(5) May accept reimbursement for out-of-pocket costs and expenses incurred in connection with the case or matter, if a case or matter accepted in accordance with this section resulted in recovery of damages, other than statutory benefits.

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LEGALASSISTANCE PROVIDER PROHIBITEDACTIVITIES

A provider, employee of the provider, or staff attorney shall not:

(1) Contribute or make available OAA funds, personnel or equipment to any political party or association or to the campaign of any candidate for public or party office; or for use in advocating or opposing any ballot measure, initiative, or referendum;

(2) Intentionally identify the title III program or provider with any partisan or nonpartisan political activity, or with the campaign of any candidate for public or party office;

(3) No attorney shall engage in any political activity;

(4) Participate in any activities intended to influence any decision or activity by any nonjudicial Federal, State, or local individual or body.

(5) Participate in any public demonstration, picketing, boycott, or strike, except as permitted by law in connection with the employee’s own employment situation;

(6) Encourage, direct, or coerce others to engage in such activities; or at any time engage in or encourage others to engage in any illegal activity or political activity.

(7) Use OAA funds to pay dues exceeding $100 per recipient per annum to any organization (other than the bar association).

Nothing in this section is intended to prohibit an employee from the following:

(1) Communicating with a governmental agency for the purpose of obtaining information, clarification, or interpretation of the agency’s rules, regulations, practices, or policies;

(2) Informing the client about a new or proposed statute, executive order, or administrative regulation;

(3) Responding to an individual client’s request for advice, only with respect to the client’s own communications to officials unless otherwise prohibited by OAA

(4) Making direct contact with an area agency

(5) Providing a client with administrative representation in adjudicatory or rulemaking proceedings or negotiations, directly affecting that client’s legal rights in a particular case, claim or application;

(6) Communicating with an elected official for the sole purpose of bringing a client’s legal problem to the attention of that official; or

(7) Responding to the request of a public official or body for testimony, legal advice or other statements on legislation or other issues related to aging; providing that no such action will be taken without first obtaining the written approval of the responsible area agency.

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OMBUDSMANSERVICES

Ombudsman Services shall include activities to promote and advocate for quality long-term care on behalf of residents and their families; identify problems in the existing long-term care system; and promote citizen, resident and community involvement.

Ombudsman services shall be responsible for the requirements of Long Term Care Ombudsman Program Policies.

One unit of service consists of one-half hour of staff time, either paid or volunteer, provided to or on behalf of a client or a group of clients.

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OUTREACHSERVICES

Outreach shall be a service designed to locate or re-establish contact, initiated by providers, to identify participants in need of services; to provide information, and to encourage the use of existing services; activities that identify isolated individuals and assist them in gaining access to services.

Outreach services shall be provided in all designated parts of the total geographic area served by Lake Cumberland Area Agency on Aging and Independent Living, in accordance with a plan to identify the elderly in that given area, and with priority given to low income minority.

For federal reporting purposes, one unit of service shall be one contact.

Outreach Workers

Outreach services shall be provided by an outreach worker with current knowledge of services available to the elderly, in accordance with each agencies established procedure for worker assistance to the participant in accessing appropriate services, including follow-up to assure the participant's need had been met.

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TRANSPORTATION

Transportation shall be the carriage of older persons to or from community resources in order that they may access or receive needed services.

Transportation shall be provided in compliance with all federal, state, and local regulations in order to ensure a safe journey from the point of departure to destination. Vehicles used shall be safe and accessible to older persons and properly insured to protect .the participants in accordance with state laws.

For federal reporting purposes, one unit shall be one trip one-way per participant.

Transportation Drivers

Transportation providers shall establish procedures for the selection and training of drivers.

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Eligibility

The primary consumers for senior programs and services are older adults, their families, and caregivers, as well as other targeted populations as noted in the Older Americans Act (including low-income elders, low income minority elders, older persons living in rural areas, older persons with limited English language proficiency and persons with disabilities). A Title III provider serves and is responsive to all older adults in the community. Services are to be provided to seniors 60 years of age or older and their families and caregivers residing in the Lake Cumberland AAAIL service area.

A. "Participant" is a person age 60 years or over receiving services funded by Title III of the Older Americans Act.

B. Agencies shall establish systems for prioritizing applicants to ensure services are targeted to those in greatest need.

C. Means tests shall not be allowed to determine eligibility.

D. The term "client", "resident", or "patient" shall mean the same as "participant".

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MEANS TESTING

Service providers shall not means test for any service for which contributions are accepted nor deny services to any individual who does not contribute to the cost of the services funded by the Older Americans Act as stated in section

315. (Consumer Contributions, (3) Prohibited Acts)

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GREATEST SOCIAL AND ECONOMICNEED

The Older Americans Act of 1965, as amended, requires LCADD AAAIL to provide assurance that preference will be given to providing services to persons age sixty (60) and over in the greatest economic and social need with particular attention to low income, low-income minority and older individuals residing in rural areas.

All service providers must follow priorities set by Lake Cumberland AAAIL for serving older persons with the greatest social or economic need. Service contractors may use methods such as location of services and specialization in the types of services most needed by these groups to meet this requirement. Methods of carrying out this objective must be documented in the application for service delivery.

Policy:

Greatest Social Need: Social factors such as isolation, physical or mental limitation, minority, racial or cultural obstacles or other non-economic factors which restrict an individual’s ability to carry out normal activities of daily living and which threaten an individual's capacity to live an independent life may be considered in determining greatest social need.

Procedures:

Criteria for determining the social need shall be:

1. Low income minority

2. Low income elderly

3. Lives in isolated rural areas

4. Lives alone

5. Physical or mental limitation that restricts daily activities

6. Seventy-five (75) years old or older

Note: The older individual with the greatest social need shall meet two or more of the criteria listed above.

Policy:

Greatest Economic Need: Greatest economic need is defined as need resulting from income at or below poverty level guidelines issued each year in the Federal Register by the Department of Health and Human Services.

Priority: Agencies receiving Older Americans Act funds must give preference to older individuals that meet the criteria for the greatest social and economic need.

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TITLE III-BPROVIDERRESPONSIBILITIES:

General Responsibilities:

1. Assure the provision of services throughout the service area covered under the plan or proposal

2. Treat clients in a respectful and dignified manner, involve the client and caregiver in the delivery of services and provide services in a timely and safe manner

3. Permit staff of the Department of Aging and Independent Living and LCADD AAAIL to access records and information sufficient to monitor and evaluate services provided

4. Assure that each paid or volunteer staff member meets qualifications and training standards established for each specific service by LCAAAIL or the Cabinet for Health and Family Services

5. Maintain written job descriptions for staff and volunteer positions involved in direct service delivery and maintain written personnel policies and wage scales for each job

6. Notify LCAAAIL when there is a change in key staff;

7. Designate a supervisor to ensure all staff providing Title III-B services are provided professional supervision and monitor the timeliness and quality of service delivery

8. Transfer of Client Records – in the event an agreement with LCADD is terminated, copies of all appropriate records of all active clients and/ or participant data shall be provided to the new Contractor;

9. Provide or arrange for appropriate insurance coverage to protect volunteers from personal liabilities

10. Provide and/ or secure appropriate orientation to the delivery of services and continued in-service training annually for staff responsible for the provision of Title III-B services in accordance with LCAAAIL Policies & Procedures

11. When services cannot be provided due to lack of attendance or unforeseen circumstances, contact LCADD and identify how services will be modified or rescheduled

12. The organization has policies and procedures regarding suspension/termination from the center/ services

13. Follow LCAAAIL procedures for client complaints and post a client complaint form in a conspicuous location at the center. Provide a written report to LCAAAIL in response to a complaint;

14. Notify LCADD AAAIL if an incident occurs involving a client, staff member or volunteer;

15. Post in a conspicuous location a monthly calendar of planned activities and services offered at the senior center/ focal point/ senior service site;

16. Establish partnerships/ linkages with other organizations to better coordinate services for the population served;

17. Utilize SAMS, the electronic data system adopted by LCADD AAAIL and follow LCADD AAAIL procedures for timely input and maintenance of client data, case notes, and communication with LCADD AAAIL staff;

18. Follow LCADD AAAIL procedures for reporting units of service, adjustment to Title III-B units and charges for the delivery of services. If an error is found in reporting and units billed, an adjustment shall be made and LCADD AAAIL notified of adjustments;

19. Ensure the accuracy of reports, units of service, and clients served on a monthly basis;

20. Subcontracting is prohibited without prior written approval of LCADD;

21. Notify Adult Protective Services and LCAAAIL when potentially unsafe and/ or hazardous conditions exist that may place the client, staff, or others in imminent danger;

22. Notify Adult Protective Services and LCAAAIL when there are suspicions of abuse, neglect, or exploitation irregardless of suspected perpetrator in accordance with KRS 209;

23. Implement an Emergency/ Contingency Plan that allows agencies to provide services at some level during emergencies. Ensure staff members understand the organization’s Disaster and Emergency Preparedness Plan;

24. Administer Client and Volunteer satisfaction surveys;

25. Encourage client contributions and donations; however pressure shall not be placed upon participants to make a donation/ contribution;

26. Submit to LCAAAIL quarterly program performance report;

27. Comply with the service contract and LCADD AAAIL Policy and Procedures manual.

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

Section XI Supportive Services Page 28

28. Each Senior Citizens Center must complete annual satisfaction surveys and provide LCAAAIL with the results of the survey by January 31 each year.

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

Section XI Supportive Services Page 29

TITLE III- B PROGRAM STAFF:

A. All paid staff and volunteers providing Title III services shall receive training within the first three (3) months of their hire date or volunteering.

B. A written plan outlining the training schedule for paid staff and volunteers shall be available.

C. Each paid staff person and volunteer must complete the required number of training hours specified in the current scope of work. Training must be related to the population served. Paid staff and volunteers shall receive training in working with persons with mental illness, mental retardation, and developmental disabilities.

D. Suggested training topics related to the provision of services may include: 1. Alzheimer’s disease and dementia

2. Death and dying

3. Aging services and programs

4. Management and supervision of programs and staff

5. Computer skills upgrade

6. Program and financial reporting

7. Emergency preparedness and response

8. First Aid and CPR

9. Blood-borne pathogens

10. Mental Health and Behavioral Health

E. At least one Title III staff person shall attend all LCADD mandatory meetings/training;

F. Program staff training recordsmust be maintained and available for review by LCAAAIL and DAIL staff.

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

Section XI Supportive Services Page 30

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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