Alzheimer’s Respite SFY 2011Applicant Technical Assistance

MeetingApril 9, 2010

2

Agenda

10:00 Welcome Alzheimer’s Respite Program Overview Application Overview Application Forms and Instructions Excel Spreadsheets Highlights

Service Specifications Rules for Cost Sharing and Criminal Record Checks Contract Clauses

10:45 Q&A 11:30 Adjourn

3

Alzheimer’s Respite: Program Overview

“The purpose of these funds is to provide services that assist family caregivers of people with Alzheimer’s disease or related dementia.”

To be eligible, the care recipient must live with or have a family caregiver (not in a group home)

The care recipient must have a written physician’s diagnosis of Alzheimer’s or related dementia

The service must provide respite for the caregiver

4

Alzheimer’s Respite:Program Overview

The State of Ohio is the funding source Funding may change during the contract term

Funds cannot be rolled from one term to the next The contract cannot be renewed after 6/30/11 Contract usage rates monitored during the year Awards may be adjusted

If 65% of units have not been provided by 3/31/11 (75% of contract term)

Funds may be diverted from one provider to another to ensure maximum utilization

5

Alzheimer’s Respite:Program Overview

WRAAA does not refer consumers or manage cases Providers must perform outreach

Consumers and caregivers are encouraged to contribute toward the cost of the service But service is not to be denied to any individual who

does not contribute And means testing is not allowable

6

SFY 2011 Alzheimer’s Respite RFP

Purpose: To provide services that assist family caregivers of people

with Alzheimer’s disease or related dementia

Service area: Cuyahoga, Geauga, Lake, Lorain and Medina Counties

Funded services: Personal Care, Homemaker, and Adult Day Services

Alzheimer’s Associations only: Alzheimer’s Education, Care Consultation, Respite

Reimbursement and Core Services

7

Timeline Early Submission Due Date April 26th, noon

Final Submission Due Date May 4th, 4pm

Award Decision Mid-June

Contract Agreements Completed June 30, 2010

First Day of Service July 1, 2010

Last Day of Service June 30, 2011

8

Application Overview

Available Funding Application Materials Optional Early Submission Document Review Evaluation Criteria Award Appeal Process Contracting Reporting Monitoring New Provider Orientation

9

Application Instructions & Forms Document Checklist Signatures and Dates Questionnaires

Agency Conditions of Participation Service-Specific Previously Funded or New Applicant

Applicant-Provided Documents ie, Organizational Chart, Proof of Insurance

Excel Workbook Instructions

10

Excel Workbook Print Excel Workbook & Submit Hardcopies

One (1) Provider Contact Sheet

A three (3) page set for each service And for each county, if multiple counties are served One set = a Contract Service Page, a Cost of Service Detail

Page and a Sources of Revenue and Narrative Page

Worksheets are linked The Sources of Revenue Page is new for SFY 2011

11

SERVICE / SERVICE CODES UNIT

DEFINITIONCONSUMER

SERVICE SPECIFICATIONS

Adult Day Care (05) One Person / 4 to 8 Hour Day

Caregiver/Care Recipient

Rule 173-3-06.1

Homemaker (02 ) One Hour Caregiver/Care Recipient

Rule 173-3-06.4

Personal Care (01) One Hour Caregiver/Care Recipient

Rule 173-3-06.5

Respite Reimbursement (55)

One Dollar Caregiver/Care Recipient

ODA Policy 316

Alzheimer’s Education & Care Consultation (32)

One Hour Caregiver ODA Policy 316

Alzheimer’s Core One Dollar N/A ODA Policy 316

Service Unit Definitions

12

Rules Highlights

Rules – same as SFY 2010 Alzheimer’s Respite, but different from Traditional OAA

Review rules before completing application & reflect current rules in your responses

Rules are available for download from the Ohio Department of Aging (ODA) Website http://aging.ohio.gov/information/rules/current.aspx

Review contract sample carefully

13

ODA Rules Highlights: Terms & Conditions

Applicable Rules 173-3-01 Introduction and Definitions 173-3-04 Provider agreements in general 173-3-05 Competitive-bidding process 173-3-06 Mandatory clauses 173-3-06.1 Adult Day service 173-3-06.4 Homemaker service 173-3-06.5 Personal care service 173-3-07 Consumer cost-sharing policies 173-3-09 Appeals 173-9-01 Criminal records check

14

ODA Rules Highlights: Terms & Conditions

Mandatory Clauses (173-3-06) Requires Provider to comply with service specifications

in the Ohio Administrative Code. Adult Day Service (173-3-06.1) Homemaker (173-3-06.5) Personal Care (173-3-06.6)

Requires Provider to comply with written specifications Core Alzheimer’s Respite Education and Care Consultation Respite Reimbursement

15

ODA Rules Highlights: Terms & Conditions

Mandatory Clauses (173-3-06) Requires Provider to give priority to and satisfy

the service needs of older persons with greatest economic and social needs Low-income Low-income minorities Limited English proficiency Reside in rural areas At risk for institutional placement (frail)

16

ODA Rules Highlights: Terms & Conditions

Mandatory Clauses (173-3-06) Requires Provider to cooperate with the AAA and

ODA whenever the President declares that the provider’s service area is a disaster area

Requires Provider who is a mandatory reporter to notify county department of job and family services if reasonable cause to suspect abuse, neglect or exploitation (consent of older adult is not required).

17

ODA Rules Highlights: Terms & Conditions

Mandatory Clauses (173-3-06)

Requires Provider to safeguard information Store in designated, locked space Obtain consumer’s consent to disclose Utilize only for provision of services

Safeguard SAMS login information and passwords

18

ODA Rules Highlights: Terms & Conditions

Mandatory Clauses (173-3-06)

Encourage voluntary contributions If Cost Sharing, Provider must comply with

process of Rule 173-3-07 Providers must comply with the criminal records

check process in Rule 173-9-01 The Appeals process must follow Rule 173-3-09 The Contractor may not assign its duties without

consent of WRAAA

19

ODA Rules Highlights: Terms & Conditions

Criminal Records Check (173-9-01) Log of all applicants for direct care roles

Date criminal records check and references were requested and received, disqualifying offenses and their review, outcome (ex, conditionally hired)

BCII report Or FBI, if applicant moved to Ohio within last 5 years

No disqualifying offenses Or, documentation why applicant is unlikely to repeat

Report must be available for review Not sealed

20

ODA Rules Highlights: Terms & Conditions

Cost Sharing (173-3-07) Optional, but recommended, for:

Adult Day Personal Care Homemaking Respite Reimbursement

Not allowable for: Alzheimer’s Education and Care Consultation Core Services

Must have a written policy Provide to consumer, administer consistently

21

ODA Rules Highlights: Terms & Conditions

Cost Sharing (173-3-07)

Sliding fee

schedule

INCOME LEVEL SUGGESTED COST SHARE

149% and below 0%

150–174% 10%

175-199% 20%

200-224% 30%

225-249% 40%

250-274% 50%

275-299% 60%

300%-324% 70%

325-349% 80%

350-374% 90%

375 and above 100%

22

ODA Rules Highlights: Terms & Conditions

Cost Sharing (173-3-07)

2009 HHS Poverty

Guidelines are still in effect

Use 2010 PovertyGuidelines when

theseare updated

The 2009 Poverty Guidelines

Persons in family Poverty guideline

1 $10,830

2 14,570

3 18,310

4 22,050

5 25,790

6 29,530

7 33,270

8 37,010

For families with more than 8 persons, add $3,740 for each additional person.