Area Agencies on Aging Policies and Procedures Manual - NCTCoG
http://www.azleg.gov/ArizonaRevisedStatutes.asp for current state law. 2.0
Recipient Responsibilities. Throughout this Handbook those entities that receive
funding through ADOH are referred to as ?recipients?. It should be noted that,
depending on the program that funds each activity, the technical nomenclature
for that ...
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POLICIES & PROCEDURES
(ADD LOGO HERE) AREA AGENCY ON AGING
FUNDED IN PART BY
THE TEXAS DEPARTMENT OF AGING AND DISABILITY SERVICES Revision date: April 12, 2006 FOREWORD This manual was prepared in Spring 2002 by Fulmer and Associates, and last
updated on April 12, 2006 by Doni Van Ryswyk. It is current only as of
this date. It is based on a policies and procedures manual developed by
Betty Ford of the Concho Valley Area Agency on Aging. It combines relevant
sections of the Older Americans Act, Texas Administrative Code (TAC),
Program Instructions (PIs), Technical Assistance Memoranda (TAMs), and the
contract between the Department of Aging and Disability Services (DADS) and
the AAAs. This manual is distributed in electronic format to allow area agencies on
aging to customize it to their region, and to add content as needed or
desired. Sections that require customization appear with a blue
background. Sections that require development of customized regional
policies appear with a green background. The AAA Policies and Procedures Manual is intended to provide a foundation
by which AAAs may develop local policies to satisfy with the Department's
requirements. It is neither inclusive nor sufficient to demonstrate
compliance with DADS' regulations. As such, it provides no guarantees that
AAA users will be without findings. The AAA Policies and Procedures manual is a tool of the area agencies on
aging. Although it has been reviewed by Department staff, it is not a tool
of the Department and has not been authorized by the Department. For AAAs' convenience, DADS has placed relevant technical assistance
memoranda, State and Federal program instructions, and procedures on its
website. Please go to:
http://www.dads.state.tx.us/business/aging/AAA/index.html to access this
information. Those who have comments about content of this manual should contact Van
Ryswyk at (817) 695-9193, or dvanryswyk@nctcog.org. Those who have
questions about policy interpretations should contact:
t3ahelp@dads.state.tx.us. TABLE OF CONTENTS CHAPTER I: AREA AGENCY ON AGING OPERATIONS A. Purpose and
Mission................................................................
.................................5
B. Principal Law and Support Documents
.................................................................6
C. Aging Advisory Committee
.......................................................................
..............9 CHAPTER II: ADMINISTRATIVE RESPONSIBILITIES A. Organizational Structure
.......................................................................
..............10
B. Titles
......................................................................
..................................................11
C. Staff Resources
.......................................................................
..............................11
D. Conflicts of Interest
.......................................................................
.........................12
E. Accountability
.......................................................................
................................13 Provider Review
.......................................................................
..............................15 F. Records
.......................................................................
...........................................17
G. Targeting Service Delivery
.......................................................................
............18
H. Visibility
.......................................................................
.............................................20
I. Uniform Telephone Listings
...............................................................21
J. Listing of DADS as Primary Funding Source
..........................................21
K. Identification of Focal
Point................................................................22
L. Identification of Area Agency on Aging
Facilities......................................22
M. Emergency Management
.................................................................23
N. Approval of Direct Services Applications from
Area Agencies on Aging
.........................................................24
O. Direct Purchase of Service (DPS)
......................................................25
P. Appeals Procedures for Service Providers and
Applicants ......................26
Q. Grievance Procedures for Participants in
Older Americans Act
Programs.................................................28
R. Americans with Disabilities Act (ADA) Grievance
Procedures for Participants in Older Americans
Act Programs .........30 CHAPTER III: Area Agency on Aging Fiscal Responsibilities A. Purchases
........................................................................
..............33
B. Independent Audit
........................................................................
...35
C. Indirect Costs Allocation Plan
..............................................................35
D. Disallowance of Costs
.....................................................................36
E. Budget, Request for Reimbursement, and Request for Adjustment
Journal Submissions
................................................................3
7 Compliance with AAA Responsibilities,
Rewards and Sanctions
............................................................40
Contracting
........................................................................
.............45 F. Service Match
........................................................................
.........48
G. AAA Administrative Match
..................................................................51
H. Program Income
........................................................................
.......52
I. Adequate Proportion
........................................................................
..54
J. Ombudsman Maintenance of Effort
.......................................................55
K. Responsibilities of the AAA for Carryover
................................................56
L. Area Agency
Accountability.........................................................
.........57 CHAPTER IV: ACCESS AND ASSISTANCE A. Access and Assistance Program
..........................................................59
B. Information, Referral, and Assistance
.....................................................60
C. Care Coordination
........................................................................
......64 Benefits Counseling
........................................................................
....68
Ombudsman
........................................................................
.............74 CHAPTER V. SERVICE STANDARDS/ REPORTING REQUIREMENTS
A. General Service Requirements
..............................................................79
B. Transportation Service Standards
..........................................................82
C. Nutrition Service Standards
..................................................................84
D. Participant Assessment
.......................................................................
.93
E. Homema