HomeMy WebLinkAboutCAIR MOU 22-25.pdf M-22-604
1 INTER-DEPARTMENTAL AGREEMENT
2 THIS INTER-DEPARTMENTAL AGREEMENT is made and entered into this 1st day of July, 2022, by
3 and between the COUNTY OF FRESNO, DEPARTMENT OF SOCIAL SERVICES, hereinafter
4 referred to as "DSS", and the COUNTY OF FRESNO, DEPARTMENT OF PUBLIC HEALTH,
5 hereinafter referred to as "DPH".
6 WITNESSETH:
7 WHEREAS, pursuant to the California Work Opportunity and Responsibility to Kids Act
8 (Welfare and Institutions Code sections 11200 et seq. hereinafter called CaIWORKs) and 42 United
9 States Code section 601 et seq. (Temporary Assistance for Needy Families Block Grant), the County
10 is mandated and funded to serve CaIWORKs participants; and
11 WHEREAS, pursuant to Welfare and Institutions Code section 11265.8, the County is
12 mandated to verify the immunization status of children under six years of age for CaIWORKs
13 participants; and
14 WHEREAS, DSS has need for providing education and outreach regarding the importance of
15 childhood immunizations, the CalWORKs and Medi-Cal programs, and the benefits of the online
16 California Immunization Registry (CAIR) to CaIWORKs and Medi-Cal applicants and recipients; and
17 WHEREAS, DPH has access to and participates in CAIR and is qualified, willing, and able to
18 provide immunization status, information, training, education, and support services to DSS staff, and
19 education and outreach regarding Medi-Cal, the importance of childhood immunizations, and the
20 benefits of CAIR to DSS clients;
21 NOW, THEREFORE, in consideration of their mutual covenants and conditions, the parties
22 hereto agree as follows:
23 1. SERVICES
24 A. DPH shall perform all services and fulfill all responsibilities as identified in
25 Exhibit A, under the heading "DPH Responsibilities", incorporated herein by reference and made part
26 of this Agreement.
27 B. DSS shall provide all services and fulfill all responsibilities as identified in Exhibit
28 A under the heading "DSS Responsibilities"
1 - COUNTY OF FRESNO
Fresno, CA
1 2. TERM
2 A. This Inter-Departmental Agreement shall be effective as of the 1st day of July
3 2022 and shall terminate on the 301h day of June 2023.
4 B. This agreement shall automatically be extended for two (2) additional twelve
5 (12) months periods upon the same terms and conditions set forth, unless written notice of non-
6 renewal is given by either party no later than thirty (30) days prior to the renewal period
7 3. TERMINATION
8 This Inter-Departmental Agreement may be terminated by either party upon the giving
9 of thirty (30) days advance written notice of an intention to terminate. However, termination of this
10 Inter-Departmental Agreement shall not affect any pending activities, which shall be handled to their
11 conclusion by either DSS an/or DPH.
12 4. COMPENSATION
13 DSS agrees to pay DPH and DPH agrees to receive compensation for actual services
14 provided pursuant to Paragraph One (1) of this Inter-Departmental Agreement and as identified in said
15 Exhibit B, "Budget" for each twelve (12) month period of this Inter-Departmental Agreement. In no
16 event shall compensation for services performed under this Inter-Departmental Agreement be in
17 excess of Two Hundred Seventy-Five Thousand Nine Hundred Thirty-Four Dollars ($275,934) for each
18 twelve-month period of this agreement. It is understood that all expenses incidental to DPH's
19 performance of services under this Inter-Departmental Agreement shall be borne by DPH.
20 5. INVOICE AND SUPPORTING DOCUMENTATION
21 A. DPH shall request reimbursement from DSS based on actual expenditures and
22 submit an Invoice monthly via email to DSSlnvoicesCcDfresnocountyca.gov by the 20th of each month
23 for the prior month's expenditures. Prior to submission to DSS, the Invoice shall be reviewed,
24 approved, and signed by a DPH representative who is authorized to certify services were performed
25 and reimbursement request represents actual costs. Requests for payment shall include a Monthly
26 Activity Report (Exhibit C) and supporting financial documentation with information including but not
27 limited to, a year-to-date statement, relevant labor documentation, and back-up documentation
28 justifying allowable expenditures for the period(s) during which costs were incurred.
- 2 - COUNTY OF FRESNO
Fresno, CA
I B. Reimbursement for services rendered under this Inter-Departmental Agreement
2 shall be in arrears and shall not be made until said Invoice and supporting documentation, as identified
3 hereinabove, are received and reviewed by DSS. If the Invoice is incorrect or is otherwise not in
4 proper form or substance, DSS shall have the right to withhold payment as to only that portion of the
5 Invoice that is incorrect or improper. DSS agrees to reimburse DPH monthly in arrears, within forty-five
6 (45) days after receipt and verification of DPH's Invoice.
7 C. Once the Invoice and supporting documentation have been approved for
8 payment by DSS, DSS staff will proceed with the creation of an Inter-Departmental Journal Voucher to
9 finalize cost reimbursement to DPH. The Inter-Departmental Journal Vouchers shall be subject to
10 County, State, and Federal audits.
11 6. MODIFICATION
12 A. Any matters of this Inter-Departmental Agreement may be modified from time to
13 time by the written consent of DSS and DPH without, in any way, affecting the remainder.
14 B. DPH hereby agrees to any amendments in funding to reflect a reduction from
15 State and Federal sources. In addition, this Inter-Departmental Agreement is subject to any
16 restrictions, limitation, or enactments of all legislative bodies which affect the provisions, term or
17 funding of this Inter-Departmental Agreement in any manner.
18 7. AUDITS AND INSPECTIONS
19 DPH shall at any time during business hours, and as often as DSS may deem
20 necessary, make available to DSS for examination all its records and data with respect to the matters
21 covered by this Inter-Departmental Agreement. DPH shall, upon request by DSS, permit DSS to audit
22 and inspect all such records and data necessary to ensure DPH compliance with the terms of this
23 Inter-Departmental Agreement.
24 8. NON-ASSIGNMENT
25 No party shall assign, transfer, or subcontract this Inter-Departmental Agreement nor
26 their rights or duties under this Inter-Departmental Agreement without the prior written consent of the
27 other party.
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3 - COUNTY OF FRESNO
Fresno, CA
1 9. RECORDS
2 DSS and DPH shall assume responsibility for maintaining detailed records for services
3 provided under this Inter-Departmental Agreement. Furthermore, DSS and DPH shall retain said
4 records for a minimum of five (5) years following the expiration of this Inter-Departmental Agreement.
5 In the event of any outstanding State of California or Federal audits or exceptions, DSS and DPH
6 agree to retain said records until such audits and exceptions are finalized.
7 10. RELATIONSHIP OF PARTIES
8 It is understood that this is an Inter-Departmental Agreement by and between two (2)
9 separate departments of the County of Fresno and is not intended to and shall not be construed to
10 create a relationship of agent, servant, employee, partnership, joint venture, or association.
11 11. DATA SECURITY
12 For the purpose of preventing the potential loss, misappropriation, or inadvertent
13 disclosure of DSS's or DPH's data including sensitive or personal client information; abuse of County
14 resources; and/or disruption to County operations, DSS and DPH must employ adequate data security
15 measures to protect the confidential information exchanged between DSS and DPH, for the purpose of
16 providing services under this Inter-Departmental Agreement as required by the County Administrative
17 Office Management Directives, Chapter 1300, Information Services.
18 12. CONFIDENTIALITY AND MED-CAL PRIVACY
19 All services performed by DPH under this Inter-Departmental Agreement shall be in
20 strict conformance with all applicable Federal, State, and local laws and regulations relating to
21 confidentiality including, but not limited to: California Welfare and Institutions Code Sections 10850
22 and 14100.2; the California Department of Social Services (CDSS) Manual of Policies and
23 Procedures, Division 19-0000; and the California Department of Health Care Services (DHCS) Medi-
2 4 Cal Eligibility Procedures Manual, Section 2H. In addition, all services performed by DPH under this
25 Inter-Departmental Agreement shall be in conformance with the Medi-Cal Data Privacy and Security
26 Agreement between DHCS and the County of Fresno (hereinafter referred to as "Medi-Cal Data
27 Agreement") that is then in effect, which is by this reference incorporated herein. The current Medi-
2 8 Cal Data Agreement is available upon request or can be viewed at:
4 - COUNTY OF FRESNO
Fresno, CA
1 www.fresnocountyca.gov/Medi-CalPrivacy. The purpose of this section is to assure all applications
2 and records concerning program recipients shall be kept confidential and shall not be opened to
3 examination, publicized, disclosed, or used for any purpose not directly connected with the
4 administration of this program. DPH shall inform all it's employees, agents, officers, and
5 subcontractors of this provision, and that any person knowingly and intentionally violating this
6 provision is guilty of a misdemeanor.
7 13. GOVERNING LAW
8 The rights and obligations of the parties and all interpretation and performances of this
9 Inter-Departmental Agreement shall be governed in all respects by all Federal, State, and local
10 statutes and regulations.
11 14. ENTIRE AGREEMENT
12 This Inter-Departmental Agreement, including all Exhibits, constitutes the entire Inter-
13 Departmental Agreement between DSS and DPH with respect to the subject matter hereof, and
14 supersedes all previous agreements, negotiations, proposals, commitments, writings, advertisements,
15 publications, and understandings of any nature whatsoever unless expressly included in this Inter-
16 Departmental Agreement.
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- 5 - COUNTY OF FRESNO
Fresno, CA
1 IN WITNESS WHEREOF, the parties hereto have caused this Inter-Departmental Agreement to
2 be executed by their signatures below.
3
4 ATTEST:
5 COUNTY OF FRESNO COUNTY OF FRESNO
DEPARTMENT OF SOCIAL SERVICES DEPARTMENT OF PUBLIC HEALTH
6
7 C
8 By: By:
/Z"-
Sa a u y, Dir ctor D id Luchini, Dire
9 �� l
Date: � 43 Z-3 Date: � Z Z ( Z Z
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Department of Social Services
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Fund/Subclass: 0001/10000
13 Organization: 56107001
14 Account/Program: 7295/0
15 Department of Public Health
16 Fund/Subclass: 0001/10000
Organization: 56201654
17 Account/Program: 5990/0
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- 6 - COUNTY OF FRESNO
Fresno, CA
EXHIBIT A- Page 1 of 3
SUMMARY OF SERVICES
ORGANIZATIONS: Department of Public Health
SERVICE: California Immunization Registry Services
CONTRACT PERIOD: July 1, 2022 —June 30, 2025
ANNUAL CONTRACT AMOUNT: $275,934
PROJECT DESCRIPTION:
The Department of Public Health (DPH) provides immunization information and services and
status updates to the Department of Social Services (DSS) and its clients. Per Welfare and
Institutions Code 11265.8, CalWORKs recipients must provide proof of immunization for children
under six (6) years of age to receive benefits. Verification and tracking of immunizations are
accomplished through the utilization of the California Immunization Registry (CAIR). DSS
Eligibility Workers are able to view CAIR but are not authorized to make new entries or updates
into CAIR. DPH staff fulfill this role. In addition to facilitating immunization record entries into
CAIR, DPH staff participate in outreach activities educating parents about required
immunizations, promoting use of CAIR, and the availability of health programs such as Medi-Cal
and the Affordable Care Act. CAIR benefits CalWORKs and Medi-Cal clients by ensuring a
child's immunization record is legible and easily located at the time of application and
subsequent renewals.
DPH STAFFING
• 1.0 FTE Health Education Specialist (HES) to conduct outreach and education activities
targeted to CalWORKs and Medi-Cal applicants and recipients informing them of the
importance of immunizations and CAIR, and provide ongoing training, education, and
support to Eligibility Workers (EWs) regarding the utilization of CAIR.
• 1.0 FTE Office Assistant (OA)to input and update immunization records in CAIR and
assist with outreach and education.
• 0.3 FTE Supervising Public Health Nurse (PHN) to provide oversight of the OA and HES,
attend meetings with DSS staff, and ensure the accuracy of the Monthly Activity Reports
and invoicing.
OUTCOMES
• Conduct a minimum of four (4) CAIR trainings during each 12-month period for all
appropriate DSS staff.
• Enter 100% of new or updated immunization information received from DSS or DPH
outreach into CAIR within forty-five (45) days of receipt.
DPH RESPONSIBILITIES:
• Provide read-only CAIR access to DSS EWs.
• Provide, in conjunction with DSS Staff Development, new and ongoing CAIR education
and training for DSS EWs, including the following activities:
EXHIBIT A- Page 2 of 3
Conduct training needs assessment upon request, including pre and post-tests;
Provide test results to DSS Supervisor, and upon request, other DSS staff or
management;
Present CAIR PowerPoint and training materials, upon request, to DSS staff or
management.
• Input and update children's immunization records into CAIR as received from DSS staff.
• Submit, along with each invoice and Monthly Activity Report, a narrative of the funded
Health Education Specialist.
• Submit to the DSS CAIR Liaison a monthly CAIR article for inclusion in the DSS Program
Specialist Newsletter.
• Provide information technology support for CAIR, as needed, such as processing
requests to add or delete users or reset existing user passwords at no additional cost.
• Participate in a minimum of eight (8) CaIWORKs and/or Medi-Cal outreach activities per
12-month period, both independently and with DSS staff, to discuss CAIR and enter
children's immunization records or refer children for the Child Health and Disability
Prevention (CHDP) Program.
• Use local radio or television media outlets to promote use of CAIR and childhood
immunizations in general. When possible, donated airtime should be used, however,
purchasing of airtime is also budgeted under Professional and Specialized Services.
• Attend meetings with DSS staff as needed to exchange pertinent information, resolve
issues, and effectively coordinate services.
DSS RESPONSIBILITIES:
• Allow the DPH HES to share and promote CAIR to DSS staff and clients. This may
include HES visits to DSS lobbies, recognizing DSS staff who facilitate entry of
immunization records into CAIR, and posting monthly immunization news and reminders
in the DSS Program Specialist Newsletter.
• Identify both a DSS CAIR Liaison and a DSS Staff Analyst who can respond to
questions from DPH. The DSS CAIR Liaison shall:
- Respond to DSS staff requests for password resets, account reactivation, and other
appropriate system needs; and
- Provide email notification to DSS CalWORKs Program Managers and Lobby
Supervisors in advance of scheduled lobby visits to promote CAIR, providing
information regarding the purpose of the visits and coordinating the scheduling of the
visits.
• Provide DPH HES with a completed Form 2310 —CAIR Immunization Registry Notice to
Patients and Parents, including written consent from the parent or legal guardian, copies
of the child(ren)'s immunization records, and required demographic information for any
child for whom DSS requests immunization records be entered into CAIR.
• Provide DPH HES, via email, with all information necessary to obtain DSS staff member
access to CAIR or to update existing user account. DSS Staff Development trainers will
also follow this procedure to obtain CAIR access for trainees.
EXHIBIT A- Page 3 of 3
• Provide DPH HES, via email, with all information necessary to delete DSS staff member
access to CAR immediately upon change in effected DSS staff member's employment
status.
• Facilitate DSS staff assessments, trainings, and evaluations in conjunction with DPH
HES.
• Provide DPH HES with a current contact list of all DSS CaIWORKs Eligibility Supervisors
every six (6) months. This list will be utilized by the DPH HES to contact supervisors
and address any training needs for their respective units.
• Meet with DPH CAR staff as often as needed to exchange pertinent information, resolve
issues, and work together to effectively coordinate services.
Exhibit B-Page 1 of 3
Budget Summary FY 2022-23
Department of Public Health California Immunization Registry(LAIR)Services
July 1,2022-June 30,2023
Salaries and Benefits
Percent 6100 6250 6350 6400 6500 6600 6650 Benefits Total
Position Time Salary Bilingual Pay Total Salary Unemp. Retirement OASDI Health Ins. Life Ins. Admin. Total Benefits S&B
OA 1 100% $34,794 $0.00 $34,794 $68 $16,635 $2,662 $10,409 $0.00 $138 $29,912 $64,706
H.E.S. 100% $49,608 $0.00 $49,608 $68 $23,718 $3,795 $10,409 $0.00 $138 $38,128 $87,736
S.P.H.N. 30% $114,185 $0.00 $34,255 $20 $16,377 $2,621 $3,123 $0.00 $41 $22,182 $56,437
TOTAL $198,586.35 $0.00 $118,657.00 $156.00 $56,730.00 $9,077.26 $23,941.00 $0.00 $317.00 $90,221.26 $208,878.26
Services and Supplies:
Professional&Specialized Services $43,909.74
Travel $3,000.00
Office Supplies $20,146.00
TOTAL S&S $67,055.74
TOTAL S&B and S&S $275,934.00
TOTAL ANNUAL BUDGET $275,934
Exhibit B-Page 2 of 3
Budget Summary FY 2023-24
Department of Public Health California Immunization Registry(LAIR)Services
July 1,2023-June 30,2024
Salaries and Benefits
Percent 6100 6250 6350 6400 6500 6600 6650 Benefits Total
Position Time Salary Bilingual Pay Total Salary Unemp. Retirement OASDI Health Ins. Life Ins. Admin. Total Benefits S&B
OA 1-11 100% $36,948 $0.00 $36,948 $69 $18,018 $2,827 $10,617 $0.00 $141 $31,672.12 $68,620.12
H.E.S. 100% $52,092 $0.00 $52,092 $69 $25,403 $3,985 $10,617 $0.00 $141 $40,215.44 $92,307.44
S.P.H.N. 30% $119,898 $0.00 $35,969 $20 $17,541 $2,752 $3,185 $0.00 $42 $23,540.25 $59,509.25
TOTAL $208,937.84 $0.00 $125,009.00 $159.12 $60,962.34 $9,563.19 $24,419.82 $0.00 $323.34 $95,427.81 $220,436.81
Services and Supplies:
Professional&Specialized Services $36,351.19
Travel $3,000.00
Office Supplies $16,146.00
TOTAL S&S $55,497.19
TOTAL S&B and S&S $275,934.00
TOTAL ANNUAL BUDGET $275,934
Exhibit B-Page 3 of 3
Budget Summary FY 2024-25
Department of Public Health California Immunization Registry(LAIR)Services
July 1,2024-June 30,2025
Salaries and Benefits
Percent 6100 6250 6350 6400 6500 6600 6650 Benefits Total
Position Time Salary Bilingual Pay Total Salary Unemp. Retirement OASDI Health Ins. Life Ins. Admin. Total Benefits S&B
OA II 100% $40,184 $0.00 $40,184 $70 $19,988 $3,074 $10,829 $0.00 $144 $34,105.54 $74,289.54
H.E.S. 100% $54,687 $0.00 $54,687 $70 $27,202 $4,184 $10,829 $0.00 $144 $42,429.48 $97,116.48
S.P.H.N. 30% $124,236 $0.00 $37,271 $21 $18,540 $2,851 $3,249 $0.00 $43 $24,703.71 $61,974.71
TOTAL $219,107.22 $0.00 $132,142.00 $162.18 $65,729.82 $10,108.86 $24,907.38 $0.00 $330.48 $101,238.72 $233,380.72
Services and Supplies:
Professional&Specialized Services $33,407.28
Travel $3,000.00
Office Supplies $6,146.00
TOTAL S&S $42,553.28
TOTAL S&B and S&S $275,934.00
TOTAL ANNUAL BUDGET $275,934
Interdepartmental Agreement
Monthly Activity Report
ORGANIZATION: Fresno County Department of Public Health
SERVICES: Immunization Registry&Outreach
CONTRACT PERIOD: July 1, 2022 --June 30, 2025
REPORT MONTH: Jul -22
MONTH YTD
1. Number of New CalWORKs Referrals 0 0
2. Number of New FCDPH Referrals (Resulting from outreach/other activities) 0 0
3. Existing CalWORKs Registry Clients 0 0
a. No Action Taken (No Updates Required) 0 0
b. Action Taken (Updates Required) 0 0
4. Existing FCDPH Registry Clients 0 0
a. No Action Taken (No Updates Required) 0 0
b. Action Taken (Updates Required) 0 0
5. Number of Registry Inputs (New CW & FCDPH Referrals +Action Taken) 0 0
6. Number of Times DSS staff accessed the Registry(Duplicated) 0 0
7. Number of Times DSS staff accessed the Registry(Unduplicated/Unique) 0 0
8. Number of CAIR Trainings 0 0
9. Number of Outreach Activities 0 0
ADDITIONAL COMMENTS:
I certify that this report is correct and complete to the best of my knowledge.
SIGNATURE DATE
Approved by: DATE
Legend:
New Referrals: Enter the number of children referred to the Department of Public Health Immunization Registry Program
from either CalWORKs or FCDPH that are new to the registry.
Existing Registry Clients: Enter the number of children from CalWORKs or FCDPH that are already known (have their
vaccination information record)to the Registry(CAIR) program.
No Action Taken: Number of children referred to the Registry with "Existing" CAIR records whose records did not require
an update (vaccination information on yellow card matches CAIR record).
Action Taken: Number of children referred to the Registry with "Existing" CAIR records whose records required an
update (vaccination information on yellow card did not match CAIR record).
Number of Registry Inputs: Total number of CAIR data entries resulting from New Referrals and Action Taken (updates
required); Calculation: 1+2+3b+4b.
Duplicated =The total number of times the registry was accessed by DSS staff during the month.
Unduplicated =A unique count of the total DSS individuals that accessed the registry during the month.