2. 1 STATE UNIT ON AGING a division of STATE OF OREGON DEPARTMENT OF HUMAN SERVICES SENIORS & PEOPLE WITH DISABILITIES

3. 2 Service Units and Definitions for the Older Americans Act and Oregon Project Independence Programs Presented by Rhonda Buedefeldt June 21, 22, 28, 30 and July 27, 2011

4. 3 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.

5. 4 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.

6. 5 Course Objectives, continued ♦ Recognize services your agency provides, but inadvertently under- reports. ♦Summarize changes to the monthly 148/150 reports.

7. 6 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

8. 7 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

9. 8 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

10. 9 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.

11. 10 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?

12. 11 Okay... let’s take a CLOSER LOOK

13. 12 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

14. 13 Document Review Table of Contents (page 2) Administrative Functions Registered Services – clusters 1, 2 & 3 Caregiver Services – groups 1 & 2 Non-Registered Services – cluster 3 Summary of Changes (page 4) Your “quick reference guide”

15. 14 General Terms & Definitions (Pages 6 through 12) Related to Older Americans Act and Oregon Project Independence Common terms and their definitions

16. 15 Moving forward... Service and Unit Definitions

17. 16 Administrative Services (Beginning page 14) 1.AAA Advocacy 2.Area Plan Administration 3.Program Coordination & Development

18. 17 Registered Services (Beginning page 15) Cluster 1 1.Adult Day Care/Adult Day Health 2.Case Management 3.Chore 4.Homemaker 5.HDMs 6.Personal Care

19. 18 Registered Services (Beginning page 17) Cluster 2 1.Assisted Transportation 2.Congregate Meal 3.Nutrition Counseling

20. 19 Non Registered Services (Beginning page 18) Cluster 3 1.Cash and Counseling 2.Information and Assistance 3.Legal Assistance 4.Nutrition Education 5.Outreach 6.Transportation

21. 20 Caregiver Services (Beginning page 20) Group 1 1.Caregiver Cash & Counseling 2.Caregiver Counseling 3.Caregiver Supplemental Services 4.Caregiver Support Groups 5.Caregiver Training 6.Respite Care

22. 21 Caregiver Services (Beginning page 23) Group 2 1.Caregiver Access Assistance 2.Information for Caregivers

23. 22 Health Promotion Services (Beginning page 24) Cluster 3 1.Chronic Disease Prevention, Management, and Education 2.Physical Activity and Falls Prevention 3.Preventive Screening, Counseling, and Referral 4.Medication Management 5.Mental Health Screening and Referral 6.Registered Nurse Services

24. 23 Non-Registered Services (Beginning page 26) Cluster 3 From Center-Renovation/Acquisition to Volunteer Recruitment There are nineteen (19) services total

25. 24 Eligible OAA Services for Meeting Minimum Title IIIB Expenditure Requirements

26. 25 In-Home minimum 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)

27. 26 In Home, continued 7.Adult Day Care/Adult Day Health 8.Home Repair/Modification 9.In-Home Volunteers 10.Respite 11.Health & Medical Equipment 12.Registered Nurse Services 13.Reassurance

28. 27 Legal minimum 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.

29. 28 Access Services minimum expenditure is 18% 1.Case Management 2.Assisted Transportation 3.Transportation 4.Information & Assistance 5.Outreach

30. 29 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

31. 30 Next up... How do I report this data?

32. 31 Let’s review entering service data using the OAA Batch module

33. 32 First up - batching R E G I S T E R E D S E R V I C E S

34. 33 Creating or Editing an OAA Batch 1.Choose “Select” from menu 2.Double Click on OAA Batch

35. 34 The first screen you see is this NOTE: You can create a batch ahead of the data entry period

36. 35 “View All Batches” reveals a list of existing batches

37. 36 To create a batch

38. 37 Drop-Down menu example

39. 38 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.

40. 39 Results of selecting “Modify Roster” 1.Highlight & Move to Roster or use Select All checkbox 2.Push OK button Voila! Names are in Roster

41. 40 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.

42. 41 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.

43. 42 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)

44. 43 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 Roster 7)Enter the units of service 8)Upon exiting the Batch screen all information will be saved 9)You can re-enter batch and modify as needed. (Details on how to do this are in upcoming slides)

45. 44 And now batching U N R E G I S T E R E D S E R V I C E S

46. 45 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.

47. 46 O o p s ! You say you made a mistake? No problem. Next, let’s talk about what to do

48. 47 How to delete or modify a Batch

49. 48 Replace units with or zero (0.00) out if you want to delete the entire Batch. Select “Save”

50. 49 The altered batch (#35000068) now shows:

51. 50 Questions? Comments?

52. 51 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.

53. 52 My Contact Information Rhonda Buedefeldt OAA/NAPIS Program Analyst 503.373.1854 rhonda.buedefeldt@state.or.us

54. 53 Thank you for particpating Have a splendid day! Contact me anytime