HomeMy WebLinkAbout940589.tiff RESOLUTION
RE: APPROVE FAMILY RESOURCE SERVICE AGREEMENT BETWEEN HUMAN RESOURCES' AREA
AGENCY ON AGING CARELINK PROGRAM AND THE PARTNERSHIP GROUP, INC. AND
AUTHORIZE CHAIRMAN TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado,
pursuant to Colorado statute and the Weld County Home Rule Charter, is vested
with the authority of administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Family Resource Service
Agreement between the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Weld County Division of
Human Resources' Area Agency on Aging Carelink Program and The Partnership Group,
Inc. , with terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said
agreement, a copy of which is attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Family Resource Service Agreement between the County
of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Weld County Division of Human Resources' Area
Agency on Aging Carelink Program and The Partnership Group, Inc. be, and hereby
is, approved.
BE IT FURTHER RESOLVED by the Board that the Chairman be, and hereby is,
authorized to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded,
adopted by the following vote on the 20th day of June, A.D. , 1994.
LeMeteetaBOARD OF COUNTY COMMISSIONERS
ATTEST: WELD COUNTY, COLORADO
Weld County Clerk to the Board 1i��. i'L' e4
W. Webster, h irman
BY: < n n ---1eputy Cl rk to the Board Dale Hall, Pro em
APPROV AS TO FORM: �� lei C --"9---2
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//George/et. Baxter
`'"__ �'�V` fit e_._, ze . Baxter
i� ��) PY/[�t�1�f"
County Atto ney l Constance L. Harbert
Barbara J. Kirkmey r o
940589
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THE PARTNERSHIP GROUP
FAMILY RESOURCE SERVICE AGREEMENT
Agreement made this 1st day of May , 19 94 , by and between, The
Partnership Group, Inc., located at 840 West Main Street, Lansdale, PA, 19446, hereinafter
known as "TPG," and
Weld County Area Agency on Aging Carelink Program an elder care
referral agency
located at 1551 N. 17th Avenue, P.O. Box 1805 Greeley, CO 80632 hereinafter known
as "ECRA."
Whereas, TPG contracts with employers to provide a comprehensive elder care information
and referral service known as The Family Resource Service to employee—caregivers and
spouse of such employees, and
Whereas, a part of the service involves personalized elder care referral assistance by qualified
elder care counselors familiar with the communities in which the elders or employees live,
and
Whereas, the ECRA has such qualified counselors on its staff, and
Whereas, TPG and the ECRA have discussed the Scope of Services (Exhibit 1), now
Therefore the parties have agreed as follows:
1) Scope of Service: The ECRA will provide the services as described in Exhibit 1 of this
agreement.
2) Notice of Employees to be Served: The service will be provided to employees of the
clients who have contracted with TPG for this service. Both parties recognize that new
clients will be added from time to time. TPG will use its best efforts to provide a minimum
of 60 days notice prior to the effective date of service for any new client with corporate
headquarters or a large population of employees in the ECRA's service area. However, the
ECRA recognizes that such notice will not always be possible and agrees to use its best
efforts to provide referral assistance to families even if less than 60 days advance notice is
provided.
3) Payment for Services: TPG will pay the ECRA the amount of $118.45 for each referral
passed to the ECRA. Payment for such referrals will be made after TPG receives the
Referral Case Record form.
4) Materials Sent to Client Families: As per the Scope of Service outlined in Exhibit 1, the
ECRA agrees to the following standards when sending referrals or correspondence to client
families:
A. All referrals must be sent on the TPG Confirmation letter and referral
form
B. All referrals must be printed or typed and must include identifying as
well as descriptive data as outlined in Exhibit 1: Scope of Service
C. No additional educational materials are to be sent to the family by the
ECRA without TPG's prior knowledge and written approval.
D. Any additional information or letters sent to families must be printed
on TPG letterhead
5) Quality Measurements and Subsequent Year Fees: TPG conducts Quality Assurance
reviews of all families utilizing its subcontracted ECRAs. The ECRA will receive quarterly
reports on these Quality Assurance measures. Consistently poor ratings in the following areas
may adversely affect subsequent year rate increases:
A. Number of people rating service as Excellent and Good
B. Number of people rating ECRA Specialist as Excellent and Good
C. Number of people rating referral information as accurate
D. Number of people who found assistance from among the referrals given
6) Regular Reporting: Each quarter, TPG will provide the ECRA with a report of the open
referral cases which are assigned to the ECRA. The ECRA agrees to review the report and
notify TPG by phone within five working days of any discrepancies. On a monthly basis
(quarterly for agencies with low referral volume) TPG will provide a Technical
Assistance/Quality Assurance Report to the ECRA.
7) Referral Completion Reports: The ECRA agrees to complete a TPG Referral Case
Record form for each case it handles and to mail completed forms to TPG within five days of
closing a case. The ECRA also agrees to complete response time data on the Referral Case
Record form.
8) Family Complaint Procedures: The ECRA agrees to maintain a written set of procedures
for handling caregiver or elder complaints or concerns regarding elder care providers and to
provide TPG with a copy of such procedures within ten days of signing this contract or of
making any changes to said procedures. If a caregiver or elder reports a potential licensing or
registration violation, the ECRA should follow its written complaint procedures for reporting
the complaint to appropriate state or local agencies and for temporarily removing the provider
from active referral listings. The ECRA should notify TPG immediately by telephone, and
subsequently in writing, of a complaint made by a family previously referred by TPG or
working for a company served by TPG.
9) Proprietary Information: TPG will provide the ECRA with samples of caregiver
educational materials which TPG mails to families, and with samples of employer
communications materials which TPG provides to employers to assist in notifying employees
regarding the service. The ECRA agrees to treat such materials as proprietary and will not
disclose the content or existence of such materials to any other party in dealing with other
national or regional EAP or elder care referral firms with whom it has contracts.
10) Insurance: The ECRA agrees to use its best efforts to obtain and maintain
comprehensive general and professional liability insurance to cover all of its operations and
activities including those covered by this agreement. Nevertheless, TPG shall provide, at no
cost to the ECRA, insurance coverage for those activities undertaken by the ECRA under this
agreement and in conformance with the Scope of Service outlined in Exhibit 1. The ECRA
recognizes that TPG's coverage is presently $1,000,000, and is on an occurrence basis with an
exclusion for "AIDS Related" claims. TPG agrees to inform the ECRA about changes in
coverage.
11) Period: This agreement shall be in effect from the date of the ECRA's signature and shall
continue indefinitely until terminated in writing by either party with a minimum of 30 days
notice. A letter of termination must be sent via registered mail to:
Vice President, Family Resource Service
The Partnership Group, Inc.
840 West Main Street
Lansdale, PA 19446
12) Equal Opportunity: The ECRA hereby certifies that is does and will continue to abide
by all federal, state and local laws, especially those dealing with equal opportunity, and
certifies that it does not and will not discriminate on the basis of race, color, religion, sex,
national origin, age, or handicap.
13) Use of Employer Names: TPG hereby authorizes the ECRA to use the name of any
employer with whom TPG contracts as part of the ECRA's client list or public relations
campaigns.
14) Solicitation of Funds: The ECRA agrees not to solicit funds for its elder care
information and referral operations from any of the employers contracted with TPG without
prior written permission from TPG.
15) Designated Counselor: The ECRA agrees to designate
to serve as the ECRA's main
contact person for referrals from TPG. Also,
will serve as the backup
counselor. If the ECRA changes the designee(s), the ECRA will immediately notify TPG by
telephone.
16) Independent Contractor: For the purposes of this contract, the ECRA shall be
considered an independent contractor and hereby covenants and agrees to act in accordance
with that status, and the ECRA, employees and agents of the ECRA shall neither hold
themselves out as nor claim to be officers or employees of TPG, and shall make no claim for,
nor shall be entitled to, worker's compensation coverage, medical and unemployment benefits,
social security or retirement membership benefits from TPG.
17) This agreement supersedes all previous agreements between the parties.
Authorized Signatures:
For TPG:
V
Name
Vice President,
Family Resource Service
Date Da
For ECRA:
%� / /)
Name W.H. Webster 06/27/94
Chairman, Board of Weld County Commissioners
Title
06/20/94
Date
EXHIBIT 1
SCOPE OF SERVICE
ELDER CARE
Description of the Case Managed Approach
The employee (hereinafter referred to as "caller") calls The Partnership Group (TPG)
on the toll—free line and speaks with a Family Resource Consultant (hereinafter
referred to as "TPG Consultant"). The TPG Consultant does an in—depth needs
assessment of the caller and his/her elder's needs. Following a discussion of the
options and alternatives available to the caller/elder a ServicePlan is developed. The
TPG Consultant relays the information about the assessment and the ServicePlan to
the designated counselor (hereinafter referred to as "ECRA Counselor") at the Elder
Care Referral Agency (hereinafter referred to as ECRA).
NOTE: TPG's Case Managed Approach is initiated by a phone call from the
employee to the TPG Consultant. However, in rare instances, a caller of a TPG client
employer may contact the ECRA directly. In these case, TPG requests that the ECRA
counselor assess the situation, develop a ServicePlan and notify TPG of the caller's
contact and need. The TPG Consultant will process the case and call the ECRA back
with a case number.
II. Referral Process
Unless otherwise specified in the ServicePlan, the procedure for a standard case will
be as follows:
1. The caller calls TPG. The TPG Consultant engages in a counseling dialogue
with the caller with several goals in mind:
A. Assess the caller's concerns and elder's needs
B. Obtain intake data as needed to serve the family and as required
by TPG's client—employer
C. Develop a customized ServicePlan which will be responsive to the
family's needs
D. Explain the remainder of the process, including the hand—off to
the local agency and the close—out (Quality Assurance) call
2. A Case Description, which is a narrative provided by the TPG Consultant, is
given to the ECRA Counselor. The description will include a clear explanation
of the elder's care issues/needs, outlining:
A. Discussion of the elder's needs
B. Elder's income and assets
C. Urgency of need
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D. Age and gender of elder needing care
E. Reason service is needed
F. Desired geographic location for referral search
3. The TPG Consultant, within one (1) business day or as otherwise specified in
the ServicePlan will be responsible for mailing educational materials to the
caller.
4. The ServicePlan, which is communicated to the ECRA Counselor during the
initial contact between the TPG Consultant and the ECRA Counselor, includes
the following:
a. type of service needed
b. date care needed (if any)
c. delineation of times and dates for ECRA Counselor contacts
with caller
(1) introductory call
(2) referral call
(3) mailing of referrals
(4) confirmation call
(5) follow up calls
Communication of the Case Description and the ServicePlan
should involve a telephone conversation between the TPG
Consultant and the ECRA Counselor; however, in order to assure
that this contact can occur within one (1) business hour of the
completion of the call with the caller, the ECRA will agree to
the receipt of the referral by facsimile.
5. The ECRA Counselor is responsible for communicating any changes to the
ServicePlan to TPG. ServicePlan changes may occur at any time during the
progress of the case. Such changes may include, but need not be limited to:
a. Change in date care is needed
b. Change in caller's or elder's needs
c. Inability of counselor to communicate with the caller in the time
frame initially set
d. Scarcity or lack of resources required
The TPG Consultant, in turn, is responsible for approving changes to the
ServicePlan, providing support and guidance to the ECRA Counselor in order
for both to work in partnership to help caller resolve needs.
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6. Within four (4) business hours of receipt of information from the TPG
Consultant, or as otherwise specified in the ServicePlan, the ECRA Counselor
will contact the caller by telephone to accomplish the following:
a. Introduce him/herself by name as providing services through The
Partnership Group.
b. Provide a telephone number where the ECRA Counselor may be
reached at any stage during the process
c. Complete a Confirmation Letter Form, as instructed by the TPG
Consultant. TPG Consultant, using the TPG Confirmation Letter
Form.
7. In order to identify appropriate referrals that meet the criteria of the caller as
outlined in the ServicePlan, the ECRA Counselor will complete a search of the
database and make verification phone calls to the resources (including
vacancy checks in emergency situations), for the purpose of confirming the
accuracy of information about services offered by the resource.
8. Within twenty—four (24) working hours of the TPG Consultant's call to the
ECRA, or as otherwise specified in the ServicePlan, the ECRA Counselor will
contact the caller by telephone to convey the list of resources selected. If the
case has been designated as an emergency, then it is expected that the
counselor will have initial contact with the caller within one (1) hour of
receiving the referral from TPG and will have referrals by phone within 12
working hours. The Counselor will provide a minimum of three (3) referrals
whenever possible. Recognizing that three (3) referrals will not always be
possible, the Counselor will provide other options or alternatives to the caller,
as appropriate. The Counselor is requested to also explain to the caller that
resources are limited and only one resource exists for that need.
9. In the event that the ECRA is a provider of a particular service
requested, every effort should be made to provide additional
alternatives to avoid the appearance of any conflict of interest.
10. The information for each referral will be communicated verbally and in
writing (either by mail or facsimile) on the same day, using the TPG
Confirmation Letter Form.
11. Within one (1) week, or as otherwise designated in the ServicePlan, of the
communication of resources to the caller, the ECRA Counselor will telephone
the family to check on the progress of the caller's search and determine if
additional resources are needed. The ECRA Counselor is responsible for
continuing to provide resources and have on—going contact with the caller
until:
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• Caller advises the ECRA Counselor that the need is resolved
• Information will be kept for future planning purposes
• Family/elder no longer needs care
• Family has stopped looking for care
• Elder continues to need care but has been placed on a waiting
list (e.g. subsidized housing, nursing home placement)
12. At the time of the final telephone contact, close—out information will be
gathered and the Referral Case Record Form will be completed according to
the directions printed on the back of the form. If the ECRA Counselor is
unable to contact the family by phone at work or at home in order to close—out
the case, a follow—up letter should be sent by the Counselor to determine if
further assistance is needed. If there is no response to the letter, the case can
then be closed for payment.The ECRA Counselor then mails the white and
yellow copies of this form to TPG and retains the pink copy for her/his
records. The yellow copy of the Confirmation Letter Form and the yellow
copy of the Progress Notes (if used; these are not mandatory) should be
returned at the same time as the Referral Case Record Form is returned. All
forms should be sent to TPG within five (5) days of closing the case. Please
be aware that it is the return of this paperwork that triggers our payment to
you. No payment will be rendered without completion of the proper
paperwork.
13. If the family contacts the ECRA or TPG within thirty (30) days of the
date of the initial call and the elder's needs have remained the
same, the case will be extended and will not be considered a
new case. A new payment will not be generated.
14. TPG conducts a Quality Assurance call two to four weeks following
the close out date. The ECRA is requested to not make Quality
Assurance contacts with the family; however, TPG will provide
Quality Assurance information to the ECRA on a consistent
basis.
III. Database Information on Elder Care Service Providers and Programs
The ECRA is expected to maintain a resource file that includes all providers of elder
care service in its designated geographic area. This resource list shall include both
public and private agencies, programs and service. Available service and/or
information about specific programs shall include but are not limited to those listed in
Addendum II.
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The following minimum information shall be kept on each elder care service provider
and updated at least quarterly:
• Provider's name, address, telephone number, and contact person
• Whether licensed, bonded, registered, or exempt from regulation
• Days/hours of operation
• Holiday schedules (if applicable)
• Transportation provided/accessibility to public transportation
• Information about fees, subsidies, or other financial assistance
• Eligibility Information
• Application procedure and/or current waiting list
• Policies regarding acceptance of persons with Alzheimer's Disease (if
applicable)
• Brief program description, including any auxiliary service or special
facilities.
III. MATERIALS AND SUPPORT PROVIDED BY THE PARTNERSHIP GROUP
The Partnership Group will provide the ECRA with Elder Care Initial Intake Forms
to collect the data given to the ECRA by TPG's Elder Care Consultant. Confirmation
Letter Forms will be provided on which to record the information that is being sent
to the caller. Referral Case Record Forms are provided to be used for reporting case
data to TPG from the ECRA. Instruction forms are supplied with the initial
information that is sent to you after the contract has been signed.
The ECRA will also receive a supply of disclaimer stickers from TPG. A sticker
must be attached to any and all information that is sent to callers describing a
resource. The ECRA will receive a copy of all educational materials used by The
Family Resource Service. These materials are sent to the employee—caregivers by
TPG and are proprietary in nature. TPG reserves the right to approve any information
the ECRA would like to send to employees or elders. TPG always welcomes any
suggestions for additional materials and updating current materials.
IV. WORKSHOPS
TPG offers elder care workshops at client work sites where there has been interest
expressed by the employees. If a workshop is requested in your service area, TPG
may call you and ask you if you are interested in facilitating the workshop. If you are
not interested, we may ask you to help us locate an appropriate consultant who may be
able to facilitate the workshop. Payments for workshops are negotiated separately
from the payment indicated in this contract. No payment is offered for helping us find
an alternative consultant.
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ADDENDUM II
In-Home Service Health Insurance Nursing Nears Homemaker Agencies Health Insurance Counseling Skied Care Pacifies
Home Repairs Medicare Information Intermediate Cm Facilities
Laundry Medicaid Information Custodial Care Facilities
Meal Preparation (state specific) Bed Availability(for emergency
Medication Check Supplemental Insurance referrals)
Companionship Private Insurance State Regulations
Shopping Assistance HMOs OmbudananlAdvocacy
Emergency Response Systems Long Term Care Insurance Placement Issues
Geriatric Assessment
Private Duty Nursing Case Management Service Financial Information
Public Social Security
Nutritional Service Private Pensions
Veterans Benefits
Home Delivered Meals
Hospital Programs Estate Planning
Grocery Delivery
In Home Meals In Home SSI Program
Community In-Home Assistance
Special Diet Accommodation:low
In-Comsett, diabetic, etc. Money munity Assistance
Health Service Management
Emergency Food Programs Visiting Nurse Agencies
Nutrition Counseling Emergency Food
Physical Therapists Fuel Assistance
Caregiver Issues Occupational Therapists Prescription Programs(state
Support Groups Speech Therapists specific)
Health Screening Programs Other CountYlSfate Programs
p
Information Dental Service flow cost)
Education
Rehabilitation Facilities Living Arran
nt
Respite Care Durable Medical Equipment Shared Housing
Individual/Family Counseling Hospital ServicelPrograms Group Hama
Respite Service Geriatric Physicians Personal Care Facilities
Geriatric Assessment Units Congregate Care Facilities
In-Home Programs
In-Community Programs Retirement Communities
Mental Health Continuing Care Communities
Companion-Aide Service Ahheimer Support Groups
Subsided Housing
WidowlWidower Support Groups Low Income Housing
Transportation Bereavement Counselin g
Medical Appointments Counseling Service g Emergency Housing
Handicapped Accessible Foster Care Programs
6n-homelcommunit I
Recreational Y Property Tax Rebates
Rent Rebates
Public(state, local,Medical
Legal Issues Reverse Mortgage
Assistance-funded) Legal ServicePrograms
Senior Center Home Equity Conversion Programs
Powers of Attorney
Volunteer Durable Powers of Attorney
Escort Service
Living Wills
•
ChurchlSynagogue Wills
Legal Aid
SocialixStionlRecreation ConservatorshiplGuardianship
Senior Centers Elder Law Attorneys
Adult Day Care Estate Planning
Volunteer Opportunities
Senior Employment Service Abuse/Neglect Issues
Opportunities Elder Abuse Programs
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fig, tom�, mEmORAnDUm
W. H. Webster, Chairman
To
Board of County Commissioners Date June 10, 1994'
,V\"I
COLORADO From Walter J. Speckman, Executive Director, Human Resources
The Partnership Group Family Resource Service Agreement
Subject:
Enclosed for Board approval is an agreement with Family Resource Service,
The Partnership Group, Inc. This agreement allows the Area Agency on
Aging case management staff to provide personalized elder care referral
assistance to elders and families who are served through the Family
Resource Service.
The Family Resource Service contracts with major employers nationwide to
provide elder care information to their employees. The Family Resource
Service in turn negotiates agreements with local case management agencies
to handle the local referrals.
Under the terms of this agreement Family Resource Service will reimburse
the Weld County Area Agency on Aging $118.45 per referral.
The Area Agency expects to transact an average of two referrals per month
under this agreement.
Please call Linda Piper at 353-3816, extension 3320, if you have
questions.
940589
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