PATERSON-PASSAICCOUNTY – BERGENCOUNTY

HIV HEALTH SERVICES PLANNING COUNCIL

FOOD BANK/HOME DELIVERED MEALS

MINIMUM STANDARDS

(FinalJune 6, 2006)

Revised February 2009

Goal

The goal of the Paterson-PassaicCounty – Bergen County 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).

Food Bank/Home Delivered Meals Definition

Provision of actual food or meals prepared but not payments to individuals to purchase food or meals. Food Bank/Home Delivered Meals services would serve to enhance compliance with outpatient medical care.

A1:Food Bank/Home Delivered Meals Practice Standards

Standard A1-1: Eligibility, Screening and Referral: The non-medical case manager will ensure that all consumers referred to Food Bank/Home Delivered Meals are eligible for Ryan White Part A Service and screened as part of the referral process.

Food Bank/Home Delivered Meals, 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 that same support service.

Food Bank/Home Delivered Meals, a support/non-core service, requires only an initial non-medical case management referral. The initial referral is valid for the fiscal year. Subsequently, at the request of the referral agency, the non-medical case manager will need to provide written documentation that the consumer remains eligible for Ryan White Part A services (i.e., active in medical care every six months).

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Paterson-Passaic County – BergenCounty

HIV Health Services Planning Council

Food Bank/Home Delivered Meals

Minimum Standards (Revised February 2009)

All support/non-core service workers need to do an eCOMPAS(e2) lookup 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 form for Food Bank/Home Delivered Meals 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 managers.

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: Food Bank/Home Delivered Meals Overview: Upon referral from the non-medical case manager for food bank/home delivered meals, within five business days, the food bank/home delivered meals service provider gives the consumer a written overview of food bank/home delivered meals, eligibility criteria for service, and the roles and responsibilities of the consumer.

Example of evidence:

  • Consumer contact file contains documentation indicating that the consumer has received an overview of services and the roles and responsibilities of the providers’ food bank/home delivered meals services that is witnessed by the provider.

Standard A1-3: Rights and Responsibilities: Before consumers are provided with food bank/home delivered meals they must be notified of their rights and responsibilities, of the food bank/home delivered meals provider’s rights and responsibilities, and the food bank/home delivered meals 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 food bank/home delivered meals
  • 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: Confidentiality: Within the coordination of service delivery, all food bank/home delivered meals service 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 food bank/home delivered meals worker is confidential.

Indicator A1-4.1: 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 provide 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 A1-4.2: 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 A1-4.3: 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 A1-5: Cultural/Language/Reading Level Access/Facilitating Sign Language: Agencies will ensure culturally and linguistically appropriate services for all consumers.

Indicator A1-5: 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 A1-6: 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 A1-7: Service Coordination, Cooperation and Collaboration: Service Coordination, Cooperation and Collaborationare essential between all service provider agencies providing services 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 A1-7: Food bank/home delivered meals services providers will have active communication with the non-medical case manager regarding consumer usage and issues regarding food bank/home deliver meal services usage.

Example of evidence:

  • Consumer record documents consumer usage and issues regarding food bank/home delivered meals services and worker contact with the non-medical case manager.

Standard A1-8: Data Entry: All providers of food bank/home delivered meals will input consumer’s data/units of service within five (5) business days.

Example of evidence:

  • MIS entry

Standard A1-9: Documentation: All food bank/home delivered meals providers will keep written documentation for each food bank/home delivered meals applicant including:

Dated referral letter from non-medical case manager

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

Record Release Authorization/Consent to Release Information

Food bank/home delivered meals staff person or volunteer

Outcome of food bank/home delivered meals service referral

Receipt of food or meals signed by the consumer and provider

Example of evidence:

  • Documentation is in consumer file or other record.

A2:Food Safety/Handling must be in compliance with the Department of Health regulations.

Standard A2-1: Health Department Documentation: Agency must contact local Health Department to obtain necessary documentation to set up food bank/home delivered meals services.

Examples of Evidence:

  • Documentation on file in agency.
  • Food handlers’ certification is displayed in service area.

Standard A2-2: Sanitary Inspections: In accordance with chapter 12 of the New Jersey State Sanitary code, local health departments will make necessary inspections.

Examples of Evidence:

  • Current inspections report on file in agency.
  • Current sanitation license is displayed in public area.
A3:Quality Assurance and Performance Improvement

Standard A3-1: Training and Supervision: Each agency providing food bank/home delivered meals will ensure that the staff or volunteer providing this service are trained and supervised.

Indicator A3-1.1: Each agency providing food bank/home delivered meals services will ensure that the staff/volunteer providing this service is trained in food handling.

Examples of evidence:

  • Documentation on file in agency.
  • Food handlers’ certification is displayed in service area.
  • Documentation of sanitation and food handling training on file in agency.

Indicator A3-1.2: Each agency providing food bank/home delivered meals services will ensure that the staff/volunteer providing this service is supervised.

Example of evidence:

  • Documentation of supervision/food service inspection schedules on file in agency.

Standard A3-2: 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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