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STATE UNIT ON AGINGa division of

STATE OF OREGON

DEPARTMENT OF HUMAN SERVICES

SENIORS & PEOPLE WITH DISABILITIES

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Service Units and Definitionsfor the

Older Americans Actand

Oregon Project IndependencePrograms

Presented by Rhonda Buedefeldt

June 21, 22, 28, 30 and July 27, 2011

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Course Objectives♦ Examine new, omitted and

modified services.

♦ Review service and unit definitions.

♦ Learn data elements required for Registered and Cluster services versus Non-Registered services.

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Course Objectives, continued

♦ Distinguish those services requiring a populated client roster and those that can be batched using only the ‘Guest box’.

♦ Decrease under and over reporting of clients and units.

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Course Objectives, continued

♦ Recognize services your agency provides, but inadvertently under-reports.

♦ Summarize changes to the monthly 148/150 reports.

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We will find . . .

Thirty-four definitions have been modified

Three new services have been added

Eight services have been deleted

Thirteen service names changed

Nine services were combined

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And . . . Form 148/150?

Instruction Pages• Updated to reflect new, omitted and changed

service names

Form 150, page 1• Biennial Allocation Line (optional to use)• ARRA columns removed• “At-a-glance” expended % of allocation line

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Form 148/150, continued

Form 150, page 2

• Service names updated, removed or added

• ARRA columns removed

• Match formula’s updated

Form 148

• Tracking box for eligible administrative funds

• Service names updated, removed or added

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Why changes were made

Align Oregon’s service and unit definitions with

new Administration on Aging (AoA) State Program

Report (SPR) requirements approved by the

Office of Management and Budget (OMB) and

published May 25, 2010 with Oregon’s effective

date beginning July 1, 2011 and with Oregon

Administrative Rule.

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We are required to annually report NAPIS data to the federal government.

NAPIS (National Aging Programs Information

System) refers to an old federal data collection system. The system no longer exists, but the term remains in use and represents client, service and expenditure data.

WHY is this “stuff” important?

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Okay . . . let’s take a CLOSER LOOK

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What’s New?

Table of Contents

General Terms and Definitions

Definitions are grouped by SPR category

CG serving children matrix numbers

Required data elements identified per category

Definition sources are cited

State and Federal resources listed

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Document Review

Table of Contents (page 2)Administrative FunctionsRegistered Services – clusters 1, 2 & 3Caregiver Services – groups 1 & 2Non-Registered Services – cluster 3

Summary of Changes (page 4)Your “quick reference guide”

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General Terms & Definitions

(Pages 6 through 12)

• Related to Older Americans Act and Oregon Project Independence

• Common terms and their definitions

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Moving forward . . .

Serviceand

Unit Definitions

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Administrative Services (Beginning page 14)

1. AAA Advocacy2. Area Plan Administration3. Program Coordination &

Development

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Registered Services (Beginning page 15)

Cluster 11. Adult Day Care/Adult Day Health2. Case Management3. Chore4. Homemaker5. HDMs6. Personal Care

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Registered Services (Beginning page 17)

Cluster 2

1. Assisted Transportation2. Congregate Meal3. Nutrition Counseling

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Non Registered Services (Beginning page 18)

Cluster 3

1. Cash and Counseling2. Information and Assistance3. Legal Assistance4. Nutrition Education5. Outreach6. Transportation

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Caregiver Services (Beginning page 20)

Group 1

1. Caregiver Cash & Counseling2. Caregiver Counseling3. Caregiver Supplemental Services4. Caregiver Support Groups5. Caregiver Training6. Respite Care

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Caregiver Services (Beginning page 23)

Group 2

1. Caregiver Access Assistance2. Information for Caregivers

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Health Promotion Services (Beginning page 24)

Cluster 31. Chronic Disease Prevention,

Management, and Education2. Physical Activity and Falls Prevention3. Preventive Screening, Counseling,

and Referral4. Medication Management5. Mental Health Screening and Referral6. Registered Nurse Services

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Non-Registered Services (Beginning page 26)

Cluster 3

From Center-Renovation/Acquisition to Volunteer Recruitment

There are nineteen (19) services total

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Eligible OAA Services for

Meeting Minimum Title IIIB

Expenditure Requirements

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In-Homeminimum expenditure is 3%

1.Personal Care (agency provided)2.Personal Care (HCW provided) 3.Homemaker/Home Care 4.Homemaker/Home Care (HCW provided) 5.Chore (agency provided)6.Chore (HCW provided)

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In Home, continued

7. Adult Day Care/Adult Day Health8. Home Repair/Modification9. In-Home Volunteers10. Respite11. Health & Medical Equipment 12. Registered Nurse Services13. Reassurance

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Legalminimum expenditure is 3%

1. Legal Assistance

Legal assistance related to income, health care, long-term care, nutrition, housing, utilities, protective services, defense of guardianship, abuse, neglect and age discrimination.

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Access Servicesminimum expenditure is 18%

1. Case Management

2. Assisted Transportation

3. Transportation

4. Information & Assistance

5. Outreach

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Access Services, continued

6. Mental Health Screening & Referral

7. Interpreting/Translation

8. Options Counseling

9. Newsletter

10. Fee-Based Case Management

11. Public Outreach/Education

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Next up . . .

How do I

report this

data?

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Let’s review entering service

data using the OAA Batch module

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First up - batching

R E G I S T E R E D

S E R V I C E S

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Creating or Editing an OAA Batch

1. Choose “Select” from menu

2. Double Click on OAA Batch

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The first screen you see is this NOTE: You can create a batch ahead of the data entry period

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“View All Batches” reveals a list of existing batches

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To create a batch

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Drop-Down menu example

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The Roster number is auto-assigned. A client list appears by default for a number of reasons: a) units were entered directly into the client file or b) clients were on Roster last month.

1) Select Modify Roster to view all clients with this service and “site” in their OAA Service profile.

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Results of selecting “Modify Roster”

1. Highlight & Move to Roster or use Select All checkbox

2. Push OK button

Voila! Names are in Roster

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The gang’s all here now. Notice I selected “ALL” for the qualifier. That is because as I moved names from the “Approved” list to the “Roster” I selected the applicable qualifier. Once I exited the Roster screen the names appeared here and I entered the units of service.

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What about a visitor who receives a registered service?

1) Populate the “Other Units/Guests” box

with the number of clients and units

received.

Note: Remember, a guest is 1-3 visits.

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Review of creating an OAA Batch and populating the fields.

1) Choose Select from menu bar

2) Highlight OAA Batch or use Ctrl+O shortcut

3) Select existing Batch or create new by populating the fields left to right

4) If units are already in client files – these client names will auto-populate in the Batch. To ensure you have all clients you wish to be in your Batch select Modify Roster from the bottom right hand area (see next slide for more)

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Review of creating an OAA Batch, continued

5) Highlight client names in Approved list (or select “All” if applicable) (remember all names in the Approved list are those clients with the service and site location listed on their OAA Svc/FCSP tab)

6) Move the clients to the Roster7) Enter the units of service8) Upon exiting the Batch screen all information

will be saved9) You can re-enter batch and modify as needed.

(Details on how to do this are in upcoming slides)

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And now batching

U N R E G I S T E R E D

S E R V I C E S

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1) For Unregistered Services use the “Other Units/Guests”. Populate the box with client and unit counts.

Note: “New Guests” really means “Unduplicated Clients”. Be careful not to duplicate client counts by entering the same client count each month. Populating a roster is recommended to avoid duplication.

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O o p s !

You say you made a mistake?

No problem.

Next, let’s talk about what to do

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How to delete or modify a Batch

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Replace units with or zero (0.00) out if you want to delete the entire Batch. Select “Save”

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The altered batch (#35000068) now shows:

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Questions?

Comments?

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Technical Assistance Resources

State Unit on Aging website

http://www.oregon.gov/DHS/spwpd/sua/index.shtml

You will find the 2011 Service Definitions, many guidance

documents, this presentation and others by selecting the

Area Agency on Aging business link located on the right-

side menu.

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My Contact Information

Rhonda Buedefeldt OAA/NAPIS Program Analyst

503.373.1854

rhonda.buedefeldt@state.or.us

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Thank you for particpating

Have a splendid day!

Contact me anytime