1. Alzheimer’s Respite SFY 2011 Applicant Technical Assistance Meeting April 9, 2010

2. 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. 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. 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. 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. 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. 7 Timeline Early Submission Due Date April 26 th, noon Final Submission Due Date May 4 th, 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. 8 Application Overview Available Funding Application Materials Optional Early Submission Document Review Evaluation Criteria Award Appeal Process Contracting Reporting Monitoring New Provider Orientation

9. 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. 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. 11 SERVICE / SERVICE CODESUNIT DEFINITION CONSUMER SERVICE SPECIFICATIONS Adult Day Care (05)One Person / 4 to 8 Hour Day Caregiver/Care Recipient Rule 173-3-06.1 Homemaker (02 )One HourCaregiver/Care Recipient Rule 173-3-06.4 Personal Care (01)One HourCaregiver/Care Recipient Rule 173-3-06.5 Respite Reimbursement (55) One DollarCaregiver/Care Recipient ODA Policy 316 Alzheimer’s Education & Care Consultation (32) One HourCaregiverODA Policy 316 Alzheimer’s CoreOne DollarN/AODA Policy 316 Service Unit Definitions

12. 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. 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. 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. 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. 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. 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. 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. 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. 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. 21 ODA Rules Highlights: Terms & Conditions Cost Sharing (173-3-07) Sliding fee schedule INCOME LEVELSUGGESTED COST SHARE 149% and below0% 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 above100%

22. 22 ODA Rules Highlights: Terms & Conditions Cost Sharing (173-3-07) 2009 HHS Poverty Guidelines are still in effect Use 2010 Poverty Guidelines when these are updated The 2009 Poverty Guidelines Persons in familyPoverty guideline 1$10,830 214,570 318,310 422,050 525,790 629,530 733,270 837,010 For families with more than 8 persons, add $3,740 for each additional person.