PATERSON-PASSAICCOUNTY - BERGENCOUNTY

HIV HEALTH SERVICES PLANNING COUNCIL

HOUSING ASSISTANCE/HOUSING RELATED SERVICES

MINIMUM STANDARDS

Approved by Planning Council July 11, 2006

Revised February 2009

Goal

The goal of the Bergen-Passaic Eligible Metropolitan Area (“EMA”) is to ensure a system of quality services that is consumer-centered, efficient, and effective in assisting the consumer in supporting adherence to medical care.(Medical care is defined, at minimum, as one of the following: an HIV/AIDS related medical visit every six months, T-cell and viral load count every six months, or being prescribed antiretroviral medication every six months, unless otherwise determined by the medical provider).

Housing Assistance/Housing Related Services Definitions

Housing Assistance: This assistance is limited to short-term emergency financial assistance to support temporary and/or transitional housing to enable the individual or family to gain and/or maintain medical care. Use of Parts A, B, and D funds for short-term or emergency housing must be linked to medical and/or health care services or be certified as essential to a client’s ability to gain or maintain access to HIV-related medical care or treatment.

Housing Related Services: Includes assessment, search, placement, and advocacy services provided by professional who possess an extensive knowledge of local, State and Federal housing programs and how they can be accessed.

A1:Housing Assistance/Housing Related Services Standards

Standard A1-1: Eligibility, Screening and Referral: The non-medical case manager will ensure that all consumers referred for Housing Assistance/Housing Related Services are eligible for Ryan White Part A Service and screened as part of the referral process.

Housing Assistance/Housing Related Services,a support/non-core service, is to be accessed after verification by the non-medical case manager of the consumer’s enrollment in medical services. This verification will need to take place every 6 months

In the event of an extreme consumer emergency, it is acceptable for the support/non-core service provider to deliver a support service one time only without a referral from a non-medical case manager. The support/non-core service provider must document the urgency of delivering services without a proper referral. It is required that the consumer obtain a proper referral for any subsequent request for the same service.

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Paterson-Passaic County-BergenCounty

HIV Health Services Planning Council

Housing Services

Minimum Standards )Revised February 2009)

Housing Assistance/Housing Related Services support/non-core service requires a referral from the non-medical case management each time the service is requested/needed. The non-medical case manager will document that the consumer is active in medical care.

All support/non-core service workers need to do an eCOMPAS(e2) look up to verify service and review other support service providers.

Indicator A1-1.1: Ryan White Part A eligibility must be confirmed by the non-medical case manager.

Example of evidence:

  • The signed and dated screening certification and referrals on agency letterhead, from the non-medical case manager are in the consumer’s file, as well as documentation of electronic referral and/or electronic verification of “in medical care.”

Indicator A1-1.2: An initial referral for housing assistance/housing related services is received from the non-medical case manager stating that the consumer has been screened (financial and insurance). The screening certification is on agency letterhead and has been signed and dated by the non-medical case manager. Subsequent referrals for housing assistance/housing related services made by the non-medical case manager will be in writing on agency letterhead, signed and dated by the non-medical case manager.

Example of evidence:

  • The signed and dated screening certification and referrals on agency letterhead, from the non-medical case manager are in the consumer’s file, as well as documentation of electronic referral and/or electronic verification of “in medical care.”

Standard A1-2: Housing Assistance/Housing Related Services: Upon referral from the non-medical case manager for housing assistance/housing related services, within five business days, the housing assistance/housing related services provider gives the consumer a written overview of housing assistance/housing related services, eligibility criteria for service, and the roles and responsibilities of the consumer.

Indicator A1-2: Housing assistance/housing related services described to consumer.

Example of evidence:

  • Consumer file contains signed documentation by consumer and witnessregarding housing assistance/housing related services.

Standard A1-3: Rights and Responsibilities: Before the consumer is provided with housing assistance/housing related services, he/she must be notified in writingof his/her rights and responsibilities, of the housing assistance/housing related service provider’s rights and responsibilities, and the housing assistance/housing related service provider’s grievance policy.

Indicator A1-3.1: A Consumer Bill of Rights form shall be signed by the consumer, witnessed, and dated. A signed copy shall be given to the consumer, and a copy shall be included in the consumer’s file. This form must include policy statements on:

  • Privacy
  • Confidentiality
  • Self-determination
  • Non-discrimination
  • Compassionate non-judgmental care
  • Dignity and self respect
  • Quality housing assistance/housing related services
  • Changing or discontinuing service
  • Grievance procedure written at a no higher than 8th grade reading level
  • Verbal and written consumer appeal process.

This form shall be updated annually.

Example of evidence:

  • A signed Consumer’s Bill of Rights shall be found in the consumer’s file.
Standard A1-4: Caps: All housing assistance/housing related services providers will adhere to established EMA Cap ($1,500 annually per client) for housing assistance/housing related services.

Examples of evidence:

  • Documentation that housing assistance/housing related services provider has accessed the MIS look-up feature to verify eligibility limits.
  • Documentation that housing assistance/housing related services provider has communicated with the original housing referral source regarding the status of the referral.
Standard A1-5: Confidentiality: Within the coordination of service delivery, all housing assistance/housing related service provider agencies and workers need to ensure the consumers they serve that the information provided by the consumer or information obtained on the consumer’s behalf by the housing assistance/housing related service worker is confidential.

Indicator A1-5.1: The non-medical case manager shall provide written assurance that the Management Information System (MIS) consent form signed by the consumer, witnessed and dated is included in the consumer’s file. This assurance will be provided at the time of referral and updated annually.

Example of evidence:

  • Written assurance from the non-medical case manager of the completed consent form and annual update is received and in the consumer’s file.

Indicator A1-5.2: Referrals from one agency to another will be made only with an individual’s written consent, as documented in the Consent to Release Information Form, and will be found in the consumer’s file.

Example of evidence:

  • Signed and dated releases are found in the consumer’s file.

Indicator A1-5.3: All records and files with identifying information will be locked or in a restricted access computer system.

Example of evidence:

  • Records and files are locked or in a restricted access computer system.

Standard A1-6: Cultural/Language/Reading Level Access/Facilitating Sign Language: Agencies will ensure culturally and linguistically appropriate services for all consumers.

Indicator A1-6: The agency shall have written policies in place for responding to cultural and linguistic diversity, including services for hearing impairment and translation services.

Examples of evidence:

  • The agency has a written policy on file detailing the process for language translation.
  • The agency has documentation confirming that each staff member has received cultural diversity training within the first year of hire and every two years thereafter.

Standard A1-7: American Disabilities Act (ADA) Compliance: All agencies must be in compliance with the ADA.

Example of evidence:

  • Agency demonstrates that the needs of disabled consumers are met.
Standard A1-8: Cooperation, Coordination and Collaboration: Cooperation, coordination, and collaboration are essential between all service provider agencies providing service to a consumer. Cooperation enhances the range of services and expedites their delivery to the consumer. It shall also serve to reduce duplication of services.

Indicator A1-8: All housing assistance/housing related services providers will have active communication with the non-medical case manager.

Example of evidence:

  • Documentation is in consumer file.
Standard A1-9: Data Entry: All providers of housing assistance/housing related services will input consumer data in the MIS within five (5) business days.

Example of evidence:

  • MIS entry

Standard A1-10: Documentation: All housing assistance/housing related service providers will keep written documentation for each housing assistance/housing related applicant including:

Datedreferral letter from non-medical care manager

Record Release Authorization/Consent to Release Information

Written letter of assurance of MIS consent from non-medical case manager

Housing assistance/housing related services provider staff person

Housing assistance/housing related service provider needs to document referrals to non-Part A housing services

Rent receipts and leases in consumer’s name or eviction notice, if applicable

If consumer’s name is not on lease, written and notarized statement from landlord is required

Bill from hotel for vouched shelter in consumer’s name, if applicable.

Example of evidence:

  • Documentation is in consumer file.
A2:Quality Assurance and Performance Improvement

Standard A2-1: Training and Supervision: Each housing assistance/housing related services staff member receives appropriate training and supervision.

Indicator A2-1.1: Each agency providing housing assistance/housing related services will ensure that the staff person/s providing this service is/are trained.

Example of evidence:

  • Documentation of attendance at housing assistance/housing relatedHIV workshops in personnel records.

Indicator A2-1.2: Each agency providing housing assistance/housing related services will ensure that the staff person/s providing this service is/are supervised.

Example of evidence:

  • Documentation of supervisory sessions and annual staff performance reviews are in personnel records.

Standard A2-3: EMA Quality Management: Each agency will participate in the collection of data for quality management and outcomes evaluation as required by the Ryan White Part A program.

Example of evidence:

  • Participation in the Electronic Comprehensive Outcomes Management Program for Accountability and Success (eCOMPAS(e2)).

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