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Family and Social Services Administration

Aging Home > Forms, Documents & Tools > Frequently Asked Questions > FAQs from Regional Case Management Meetings FAQs from Regional Case Management Meetings


Where can I find an up-to-date Division of Aging Staff Directory?

A Staff Directory can be found on the Division of Aging website at http://www.in.gov/fssa/da/3461.htm.

Where can I find the policy for documentation of Self-Directed Care?

This is being developed; volunteers are welcome to help formulate the policy.

Do case managers need training in Cardiopulmonary Resuscitation (CPR)?

No

Do case managers need to be tested for tuberculosis (TB)?

No

How do we measure the 20 hours of annual case management training?

Annual case management training is measured on a calendar-year basis.  New hires should have their training hours pro-rated.

Can the employee working in the Self-Directed Care program work more than 40 hours per week if the limit on attendant care (ATTC) hours is increased?

No; 40 hours is the limit any one employee can work per week. If a participant is approved for more than 40 hours per week, another employee must be hired to work the additional hours.

Should we document participant changes in the 90-day review or in the case notes?

The best practice is to document in both places.

Should every “no” on the 90-day checklist have a response?

Yes; document any information you give to participant, i.e. if participant says they have not been to a dentist in past year, please document that you have provided information on available dental services

If a provider sets a minimum of two hours for service delivery and the participant needs only an hour of care, what should be done?

Document and provide what the participant needs, not what a provider wants.

In what order do we document participant’s wants versus the case manager’s determination of needs?

Document the participant’s wants in the CCB and add note of the case manager’s assessment of needs and that the participant has been advised of that assessment. Submit the CCB and let the Division of Aging issue the decision and appeal rights if necessary.

Can we have another copy of "Side-By-Side" document?

Click here to download the “Side-By-Side” document.

May we see agency and provider audit questions in advance?

Yes; AAA management (Executive Director and Finance Director) receives this information in advance of the audit

Can the Division of Aging provide copies of the sample Self-Directed documentation form?

Please click this link to download a copy of the sample Self-Directed documentation form.

How should the sample Self-Directed Care form be used in the home?

It is the employer’s (participant’s) responsibility to assure their employee documents services delivered as detailed in the care plan separate from the timesheet. Documentation should be kept in the home and this sample form or a notebook can be used to note each service delivered.  Case managers’ responsibility is to review documentation at least every 90 days to assure the care plan is meeting participant’s needs.  Surveyors and auditors may also review this documentation.

Do Self-Directed Care employees need to have Cardiopulmonary Resuscitation (CPR) training and tuberculosis (TB) testing?

Yes; this is the same attendant care service provided by an agency so the same guidelines apply.

Can you provide a resource list of where these employees can get low-cost training and testing?

The Division of Aging recommends contacting Red Cross and/or Indiana Association for Home & Hospice Care, and contacting the ADRC to locate local providers.

Do Self-Directed Care employees have Worker’s Compensation insurance?

NO, not through PPL, as Worker’s Compensation insurance is not a payroll requirement. The participant-employer would be liable with their homeowner’s insurance if their employee was injured while providing care. In the CHOICE program, employees might be covered if they are paid through the AAA’s payroll. If payroll is paid by a fiscal intermediary such as ADP, they are unlikely to have Worker’s Compensation coverage.

Are we supposed to take individuals off the Waiver waitlist when they are admitted into a nursing facility?

Yes; contact the individual within 90 days of admission and remove them if still admitted. They can later transition to the community via MFP or appeal the removal.

Can we have the MFP program refer any applicant not accepted for MFP to the local Ombudsman for follow up on the resident’s reasons for wanting to leave the facility?

Yes; in fact, the Division of Aging recommends it.

Does depression diagnosis always trigger a Level 2 assessment?

A depression diagnosis usually will trigger a Level 2 assessment, but there is a need to differentiate between situational depression and a diagnosis of on-going depression.

If a client has appealed a decision and a hearing is scheduled can we provide transportation to that hearing if they have no other means of transport?

Yes

What should be done if a PAS hearing is being “re-opened”?

You should contact the nursing facility to determine the issues.

If a provider files a non-waiver incident by paper or email can the follow up be done on the web?

No; the incident would not appear within the new web-based system.

Will there be training for providers on Non-waiver incident reporting?

YES.  The upcoming training sessions are as follows:

Green Activities Center, Vincennes University Campus
120 West Harrison
Vincennes, Indiana 47591
Training Date: August 3, 2011
Training Time: 1:00 PM – 3:00 PM
*Please note: There will be a provider fair immediately prior to training from 12 PM to 1 PM

Ivy Tech Community College
220 Dean Johnson Blvd., Room 1121
South Bend, Indiana 46601
(574) 289-7001
Training Date: August 9, 2011
Training Time: 10:00 AM – 1:00 PM

Indiana Government Center South Auditorium
402 W. Washington St.
Indianapolis, Indiana 46204
Training Date: August 23, 2011
Training Time: 10:00 AM – 1:00 PM

New Albany – Floyd County Public Library/Auditorium
180 West Spring
New Albany, Indiana 47150
(812) 944-8464
Training Date: September 23, 2011
Training Time: 10:00 AM – 1:00 PM

Can the Division of Aging provide AAAs slides for training in advance of the training sessions?

Yes; email a request and the Division of Aging will send them out.

Are bedbugs in the home a reason to file an incident report?

Yes; The Centers for Disease Control and Prevention (CDC) has determined that bedbugs are carriers of E. coli.

Do I need to file an incident report even if the situation is not severe?

Yes; it is better to err on the side of over-reporting rather than under- reporting incidents.  For all incidents: when in doubt, report.

If a waiver client is chosen for a Liberty survey and he/she declines to be surveyed, is the entire survey related to the client canceled?

No; the other parts of the survey which includes review of the service plan, review of documentation, and interview with providers will continue.  Only the face-to-face client satisfaction and personal experience questions will be eliminated