R510-200-6. Area Agency on Aging/Provider Agency Responsibilities

  (1) The AAA/Provider Agency shall:

  (a) administer the contract for the daily operation of the local LTCOP in its service area, including:

  (i) meet the criteria to administer the local LTCOP contract;

  (ii) fiscal and Program monitoring of the local LTCOP in order to assess provision of LTCO services pursuant to the contract;

  (iii) provide annually a fiscal report to the SLTCO;

  (iv) provide an annual report to the SLTCO. Such report shall:

  (A) describe the activities carried out by the AAA/Provider Agency for the year in which the report is prepared;

  (B) contain analysis of the LTCOP data for the area covered by the AAA/Provider Agency;

  (C) describe evaluation of the problems experienced by, and the complaints made by, or on behalf of, residents of long-term care facilities for the area covered by the AAA/Provider Agency;

  (D) contain analysis of the successes and failures of the LTCOP for the area covered by the AAA/Provider Agency; and

  (E) describe barriers that prevent the optimal operation of the LTCOP in the area covered by the AAA/Provider Agency.

  (v) monitoring local LTCOP attainment of its goals and objectives as stated in the Local LTCOP Annual Plan; and

  (vi) ensure that all long-term care facilities in the coverage area of the AAA/Provider Agency are visited at least quarterly for a non-complaint related walk-through.

  (b) support the local LTCOP by:

  (i) providing opportunities for the local LTCOP and other aging and social services organizations to collaborate to promote the health, safety, welfare and rights of residents;

  (ii) making referrals to the local LTCOP;

  (iii) promoting awareness of LTCO services to consumers and the general public within the service area; and

  (iv) supporting the local LTCOP in systems advocacy on behalf of residents of long-term care facilities.

  (c) assure that local LTCOP data is provided to the Office of the SLTCO in the format required;

  (d) prohibit disclosure of the identity of any complainant or resident of a long-term care facility with respect to LTCO files or records;

  (e) provide a transition plan to minimize disruption in LTCO services to residents of long-term care facilities when the contract for the local LTCOP is terminated or not renewed;

  (f) perform each of its responsibilities in administering the local LTCOP in accordance with all applicable Federal and State laws, regulations, and rules, as directed by the SLTCO;

  (g) act as the sole provider of LTCO services in the service area designated through contract;

  (h) operate the local LTCOP in accordance with the provisions of the contract for LTCO services with the Division;

  (i) provide LTCO staff in addition to the LTCO Supervisor if necessary in order to fulfill the program components and maintain or exceed the level of services provided in the service area during the previous fiscal year;

  (j) restrict access to records located with the Provider Agency to certified LTCO staff only;

  (k) assure LTCO attendance at certification training and all mandatory statewide LTCO trainings;

  (l) provide professional development opportunities for LTCO staff;

  (m) provide staff support as needed for the operation of the LTCOP such as fiscal management, clerical, and telephone coverage;

  (n) arrange, in consultation with the SLTCO, for temporary provision of LTCO services in the service area when the LTCO staff of the AAA/Provider Agency are unavailable or the staff position is vacant;

  (o) request a temporary waiver from the SLTCO if, due to unusual circumstances, it anticipates it will be unable to comply with any of these responsibilities;

  (p) shall not have or maintain personnel policies or practices which prohibit a representative of the LTCOP from performing the required duties; and

  (q) may require that representatives of the LTCOP adhere to the other personnel policies and procedures of the AAA/Provider Agency, which are otherwise lawful.