H11-050– Information

August 18, 2011
TO: / Area Agency on Aging (AAA) Directors
Home and Community Services (HCS) Division Regional Administrators
Division of Developmental Disabilities (DDD) Regional Administrators
FROM: / Bill Moss, Director, Home and Community Services Division
Linda Rolfe, Director, Division of Developmental Disabilities
SUBJECT: /
Revised Standardized Homecare Agency Statement of Work(SOW) & Monitoring Tool and Non-core Billing Forms
Purpose: /
  • To implement revisions to the standardized statement of work for AAA and ADSAcontracted homecare agencies.
  • To implement revisions to the homecare agency monitoring tool effective September 1, 2011.
  • To distribute revised billing forms and procedures related to Family Caregiver Support Program (FCSP) Respite and other non-core state funded personal care services contracted by AAAs with homecare agencies.

Background: / A statewide, standardized statement of work (SOW) for AAA-contracted homecare agencies was implemented July 1, 2005. The DDD homecare contract was consolidated with the homecare agency statement of work in 2007. A statewide, standardized homecare agency monitoring tool was implemented January 1, 2005.
Recent legislation requires changes to language in both the SOW and the monitoring tool related to Agency Worker Health Insurance (AWHI). A federal audit finding necessitates a clarification on rounding hours for SSPS billing. Some SOW sections have become outdated, such as transition to TCARE® and the transition period of the family relation prohibition. Minor modifications to formatting and language clarification are also included in this revision to the SOW.
Beginning September 1, 2011 the Home Care Agency (HCA) vendor rate increased $2.15 an hour to include AWHI compensation. Prior to that date AWHI was billed outside the rate.This new method of reimbursement will affecthow AAAs will bill ADSA for FCSP Respite and other non-core personal care.
What’s new, changed, or
Clarified / Statement of Work
  1. Effective September 1, 2011, ADSA and AAAs shall use this standardized language as their statement of work for contracted homecare agencies that provide state-funded, personal care services to LTC and/or DDD clients.
  2. ADSA’s Interlocal agreement with AAAs requires that all clauses within the Agreement also be part of AAA subcontracts. These clauses must be added to the statement of work or included in other sections of each AAA’s contract.
  3. Throughout the statement of work the following phrase,(Insert AAA specific reference here: Subcontractor/vendor/contractor),must be replaced with the specific terminology used in AAA contracts to refer to a contractor.
  4. AAAs shall be permitted to add additional statement of work clauses only related to the following issues:
  1. Other services for which the AAA may contract with the homecare agency such as Respite, SCSA personal care, Family Caregiver Support, etc;
  2. Special terms and conditions related to contract performance in the form of corrective actions and/or remedies;
  3. Parameters for use of excess revenue related to services delivered under the contract.
  1. Any other AAA-specific clauses or recommended revisions to the standardized statement of work must be submitted to ADSA for prior approval.
Other revisions to the SOW under consideration that could have minor policy implications will be brought to a collaborative workgroup that will be convened in early 2012 for implementation into the SOW next fiscal year.
The standardized monitoring tool for homecare agencies has the following addition, “AWHI funds received through the Vendor Rate were spent on Health Insurance for eligible workers.”
FCSP Respite and other non-core personal care
Effective September 1, 2011, the hourly rate forthese services will be the same as the Medicaid Homecare Agency Vendor Rate of $19.72. Billing forms have been modified. When the AAA bills ADSA for FCSP Respite or other non-core funded personal care,they will be billing on two lines. The first line will contain the net balance (minus participation and AWHI). The other line, located above the Match section, will show the number of hours provided multiplied by $2.15 per hour to determine AWHI costs. Updated BARS forms are attached and can be found online at
AAA State/Fed and Older Americans Act contracts will be amended to include AWHI in the SOW. It is not necessary to update budgets or increasethe maximum consideration; the amounts reimbursed for AWHI are considered pass through funding.
ACTION: /
  1. Incorporate the attached standardized statement of work language into all homecare agency contracts as they are renewed or amended with start dates of September 1, 2011 or later.
  2. Begin using the revised monitoring tool for all homecare agency monitoring after September 1, 2011.
  3. Begin using the revised BARS forms for SFCSP, OAA Title 3B, Title 3E, and SCSA for service months beginning with September 2011.

Related
REFERENCES: / MB H11-047
ATTACHMENT(S): / Homecare Agency Statement of Work:

Homecare Agency Statement of Work in Track Changes:

Homecare Agency Monitoring Tool:

BARS forms:

CONTACT(S): / Susan Engels, Acting Office Chief, State Unit on Aging
(360) 725-2527

Bev Lord, Program Manager, State Unit on Aging
(360) 725-2529

Debbie Roberts, Program Manager, DDD
(360) 725-3525

Fiscal Questions:
Anna Glaas, Grants Unit Supervisor
(360) 725-2374

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