ADRL Service Delivery Characteristics/Activities 650-25-26-01-15

(Revised 3/1/17 ML#3497)

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ADRL services must be delivered throughout the service area.

1. All requests for ADRL services must be responded to within two business days.
2. Requests for ADRL services may be received from an individual, family member, ADRL partner, another agency, etc. Determine if the request requires only I & A or if ADRL Options Counseling and/or other services are needed. Completion of the RASPA Options Counseling and FCSP Intake Form may assist in making the determination.
3. If it is determined that only I & A is needed, information should be given and/or a referral(s) made. Services must be coordinated with other agencies to eliminate duplication and assure seamless access for optimal service delivery.
4. If it is determined that ADRL Options Counseling is needed:

1. Complete the SAMS ADRL Options Counseling assessment form. Staff must attempt to obtain necessary data to determine consumer needs, preferences, values, and individual circumstances using person-centered planning strategies.
2. Provide customized information and assistance based on information communicated by the consumer, allowing the consumer to explore alternatives and make independent choices of both the service(s) to be received and the entity to provide the service. Assist the consumer in planning for future long-term care support needs.
3. Develop an action plan (SFN 1132 - ADRL Options Counseling Action Plan). The yellow copy of the completed plan should be given to the consumer.
4. Make referral(s), if indicated, to other agencies. Services must be coordinated with other agencies to eliminate duplication and assure seamless access for optimal service delivery.
5. Enter the completed SAMS ADRL Options Counseling assessment form data, including the action plan, referrals, and narratives in the SAMS data system by the 25th of the month following service delivery.

5. A follow-up contact (face-to-face, telephone, written correspondence or e-mail) must be made within 45 days of the assessment to finalize the consumer action plan or assure the consumer has made a successful connection to the needed supports and is satisfied with the services and choice of service provider(s). All contacts must be documented in the narrative section of the SAMS ADRL Options Counseling assessment form by the 25th of the month following service delivery. Documentation of each contact shall include:

• The specific purpose of the contact;
• A brief descriptive statement of the interaction including consumer satisfaction (if applicable), and any service needs identified;
• Options discussed; and
• An action plan.

Documentation in the narrative section must support any subsequent contacts that are made.

 

If ADRL Benefits Counseling and/or ADRL Futures Planning are provided, the activity must be recorded in SAMS as a subservice of ADRL Options Counseling Follow-up Contact [Service Delivery Procedure #3].

6. At the time that all action steps are completed or if there is no activity within 90 days, the SAMS ADRL Options Counseling record must be updated to reflect “inactive”; the Narrative section must be updated to reflect that ADRL Options Counseling is no longer being provided. If the consumer is enrolled in other Title III or HCBS services, the record must remain active; the Narrative should be updated to reflect that ADRL Options Counseling is no longer being provided. The ADRL Options Counseling Satisfaction Survey and cover letter must be given or mailed to the consumer along with a Department of Human Services self-addressed envelope.
7. If, after the consumer record has been made inactive, a consumer and/or a new referral indicates the need for additional ADRL Options Counseling, re-open the consumer record, review, and update the existing SAMS ADRL Options Counseling assessment form, and complete the action steps as identified in Section 650-25-26-01-15 (4)(a-e); (5); and (6).
8. Complete disaster/emergency contacts upon request from Aging Services Division.
9. A signed release of information document must be on file before information is shared or released.
10. Each case record must be maintained in an individualized file and secured in a locked file cabinet, a locked area, or an access coded computer program. At a minimum, the record should include the initial contact information, the SAMS ADRL Options Counseling assessment form, all documentation, and the release of information form(s) as applicable.
11. Provide on-going marketing and training to inform the public about home and community-based services. Specific effort must be made to educate professionals and maintain partnerships with county social services eligibility workers and case managers, public health nurses and home health nurses, hospital discharge planners, clinic staff, parish nurses and other faith based entities, centers for independent living and other agencies that work with older individuals. Marketing of home and community-based services must also be targeted to older individuals, caregivers, and family members as well as civic and fraternal groups. Distribute promotional materials as appropriate.
12. Record marketing and training activities in the respective regional SAMS Consumer Group: RASPA/FCSP – Region X (PubEd/OR/Trng/Adv). Include the date, location where activity occurred, audience, and number of participants in the Comments Section.