HomeMy WebLinkAboutM-23-441 - FY 23-24 IHSS-APS PHN MOU Final.pdf M-23-441
1 INTERDEPARTMENTAL AGREEMENT
2 THIS INTERDEPARTMENTAL AGREEMENT is effective July 1, 2023, by and between the
3 FRESNO COUNTY DEPARTMENT OF SOCIAL SERVICES, hereinafter referred to as "DSS" and the
4 DEPARTMENT OF PUBLIC HEALTH, hereinafter referred to as "DPH", both separate departments of
5 the COUNTY OF FRESNO.
6 WITNESSETH:
7 WHEREAS, DSS's In-Home Supportive Services (IHSS) Program was developed to meet the
8 needs of the aged, blind, or disabled who are unable to perform the activities of daily living in order to
9 stay safely and independently in their own homes; and
10 WHEREAS, DSS's Adult Protective Services (APS) Program was developed to meet the needs
11 of the elderly and dependent adults who are unable to meet their own needs and/or are victims of abuse,
12 neglect, or exploitation; and
13 WHEREAS, DSS's IHSS and APS Programs need Public Health Nurse (PHN) services; and
14 WHEREAS, through this Interdepartmental Agreement, DPH can be reimbursed for the services
15 provided by PHNs assigned to IHSS and APS Programs; and
16 WHEREAS, DPH is both willing and qualified to provide services consistent with the intent and
17 purpose of the IHSS and APS Programs as authorized by the State of California Department of Social
18 Services (CDSS) and the State of California Department of Health Care Services (DHCS).
19 NOW, THEREFORE, in consideration of their mutual covenants and conditions, the parties
20 hereto agree as follows:
21 1. SERVICES
22 A. DPH shall make available two (2) Full-Time Equivalent (FTE) PHN 1/11 to provide
23 appropriate nursing services within DSS' IHSS and APS Programs.
24 B. DPH shall ensure each PHN maintains current licensure with the State of
25 California.
26 C. DPH agrees to provide all services as specified in this Interdepartmental
27 Agreement and as set forth in Exhibit A, "Summary of Services", attached hereto and by this reference
28 incorporated herein and made part of this Interdepartmental Agreement.
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I D. For the delivery of services as described in the Interdepartmental Agreement,
2 DSS and DPH agree that DPH's two (2) FTE PHNs shall be co-located with DSS staff currently
3 located at DSS Building 3, 250 West Pontiac Way, Clovis, CA 93612. Should DSS APS and IHSS
4 program staff be relocated, DPH PHNs will follow. Through this provision, DPH PHNs shall be
5 provided by DSS with all necessary program office supplies to deliver the services as outlined in this
6 Interdepartmental Agreement.
7 E. DSS may request additional services from DPH, which are not otherwise
8 provided for in this Interdepartmental Agreement, which DPH, at its sole discretion, may choose to
9 provide. If DPH is unable to provide said additional services to DSS when requested, DPH shall
10 immediately notify DSS. Compensation for any such additional services shall be mutually agreed
11 upon and provided within the scope of this Interdepartmental Agreement as determined by the DPH
12 Director, or designee and DSS Director or designee, unless DPH and DSS agree otherwise in writing.
13 All costs to DSS are for services provided are auditable based on State and Federal regulations.
14 F. All costs to DSS are for services provided and are auditable based on State and
15 Federal regulations.
16 2. TERM
17 A. This retroactive Interdepartmental Agreement shall become effective on the 1st
18 day of July 2023 and shall terminate on the 30t" day of June 2024.
19 3. TERMINATION
20 A. Non-Allocation of Funds - The terms of this Interdepartmental Agreement, and
21 the services to be provided there under, are contingent on the approval of funds by the appropriating
22 government agency. Should sufficient funds not be allocated, the services provided may be modified
23 or this Interdepartmental Agreement terminated at any time by DSS providing DPH sixty (60) days
24 advance written notice.
25 B. Without Cause - Under circumstances other than those set forth above, this
26 Interdepartmental Agreement may be terminated by either party upon the giving of sixty (60) days
27 advance written notice of an intention to terminate. However, termination of this Interdepartmental
28 Agreement shall not affect any services to active cases pursuant to this Interdepartmental Agreement,
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I which shall be handled to their conclusion by DPH.
2 4. COMPENSATION
3 DSS agrees to pay DPH and DPH agrees to receive compensation for services
4 provided pursuant to Paragraph One (1) of this Interdepartmental Agreement and as identified in
5 Exhibit A, "Summary of Services" and in accordance with the budget identified in Exhibit B, "Budget
6 Summary", attached hereto and incorporated herein, and made part of this Interdepartmental
7 Agreement. In no event shall actual services performed under this Interdepartmental Agreement be in
8 excess of Three Hundred Seventy-Seven Thousand Seven Hundred Thirty-Eight and No/100 Dollars
9 ($379,738). It is understood that all expenses incidental to DPH's performance of services under this
10 Interdepartmental Agreement shall be borne by DPH, including but not limited to any and all
11 personnel, equipment (computers, portable devices, cell phones and any ancillary items) and supplies
12 required in the performance of these services.
13 Payments by DSS shall be in arrears for services provided during the preceding
14 quarter, within forty-five (45) days after receipt and verification of DPH's quarterly invoices by DSS. In
15 the event the State of California is unable to meet its financial obligations and funding to DSS is
16 reduced or delayed, DSS may reduce, delay or defer payment to DPH until such time as State budget
17 issues are resolved. In these circumstances, DPH must accept reduced, delayed or deferred payment
18 for services.
19 5. INVOICING
20 A. DPH shall submit quarterly invoices to DSS that detail DPH's requested
21 expenditure reimbursement for services provided pursuant to the terms and conditions of this
22 Interdepartmental Agreement. Supporting documentation shall include payroll and accurate
23 documentation of time spent on APS or IHSS activities. Invoices shall be submitted by the 20t" of the
24 month for the prior quarter's expenses to DSS.
25 B. No reimbursement for services rendered under this Interdepartmental
26 Agreement shall be made until said invoices and supporting documentation, as identified herein
27 above, are received and reviewed by DSS. If said invoices are incorrect, incomplete, or otherwise not
28 in proper form, DSS shall have the right to withhold payment as to only that portion of the invoice that
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I is incorrect or improper.
2 C. Once invoices have been approved for payment by DSS, an Inter-Department
3 Journal Voucher shall be prepared to reimburse DPH for expenditures. The Inter-Departmental
4 Journal Vouchers shall be subject to County, State and Federal audits.
5 D. All invoices shall be supported by properly executed payrolls, time records,
6 invoices, vouchers, orders or other accounting documents pertaining in whole or in part to this
7 Interdepartmental Agreement, and they shall be clearly identified and readily accessible. The
8 supporting documentation must indicate the line-item budget account to which the cost is charged, if
9 applicable.
10 E. Invoices and all supporting documentation shall be sent to DSS, via email, at
11 DSSlnvoices@fresnocountyca.gov.
12 6. MODIFICATION
13 Any matters of this Interdepartmental Agreement may be modified from time to time by
14 the written consent of all the parties without, in any way, affecting the remainder.
15 7. NON-ASSIGNMENT
16 Neither party shall assign, transfer, or subcontract this Interdepartmental Agreement
17 nor their rights or duties under this Interdepartmental Agreement without the prior written consent of
18 the other party.
19 8. CONFIDENTIALITY
20 All services performed by DPH under this Agreement shall be in strict conformance with
21 all applicable Federal, State of California, and/or local laws and regulations relating to confidentiality.
22 9. RECORDS
23 DPH shall assume responsibility for maintaining detailed records to support its invoices
24 to DSS for services provided under this Interdepartmental Agreement. DPH shall provide DSS with
25 access to said records for audit purposes. Furthermore, DPH shall retain said records for a minimum
26 of five (5) years following the expiration of this Interdepartmental Agreement. In the event of any
27 outstanding State of California or Federal audits or exceptions, DPH agrees to retain its records until
28 such audits and exceptions are finalized.
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1 10. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS
2 DSS, DPH, their officers, consultants, subcontractors, agents, and employees shall
3 comply with all applicable State, Federal, and local laws and regulations governing projects that utilize
4 Federal Funds.
5 11. NONDISCRIMINATION
6 During the performance of this Interdepartmental Agreement, DPH shall not unlawfully
7 discriminate against any employee or applicant for employment, or recipient of services, because of
8 race, religion, color, national origin, ancestry, physical disability, medical condition, marital status, age
9 or gender, pursuant to all applicable State of California and Federal statutes and regulations.
10 12. RELATIONSHIP OF PARTIES
11 It is understood that this is an Interdepartmental Agreement by and between two (2)
12 separate departments of the County of Fresno and is not intended to and shall not be construed to
13 create a relationship of agent, servant, employee, partnership,joint venture or association.
14 13. ENTIRE AGREEMENT
15 This Agreement, including all Exhibits, constitutes the entire Interdepartmental
16 Agreement between DSS and DPH with respect to the subject matter hereof and supersedes all
17 previous agreements, negotiations, proposals, commitments, writings, advertisements, publications,
18 and understandings of any nature whatsoever unless expressly included in this Interdepartmental
19 Agreement.
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1 IN WITNESS WHEREOF,the parties hereto have caused this Interdepartmental Agreement to
2 be executed by their signatures below.
3
4 ATTEST:
5 COUNTY OF FRESNO COUNTY OF FRESNO
6 DEPARTMENT OF SOCIAL SERVICES DEPARTMENT OF PUBLIC HEALTH
7
8 By: By:
9 Sanj Bu y, irector Luchini, Dir
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Date: evAl L231 Date:
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13 Fund/Subclass: 0001110000
14 Organization: 56107001
Account/Program: 7295
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SUMMARY OF SERVICES
ORGANIZATION: Department of Public Health (DPH)
SERVICES: Public Health Nurse (PHN) Services for In-Home Supportive
Services (IHSS) and Adult Protective Services (APS)
CONTACT PERSON: Supervising Public Health Nurse
BUDGET: $379,738 for FY 2023-24
PROGRAM DESCRIPTION
Two (2) Full-Time Equivalent (FTE) PHN I/II employed by DPH shall provide services within the
IHSS and APS Programs administered by the Department of Social Services (DSS). These
nursing services are necessary to meet the needs of the more severely impaired population
receiving services through IHSS, and the elderly and dependent adults in APS who are unable
to meet their own needs and/or are victims of abuse, neglect or exploitation.
DPH/PHN RESPONSIBILITIES
1. Identify medical needs of eligible seniors and disabled clients referred by DSS staff,
including but not limited to, recommending appropriate levels of supportive care and
alternative resources, and expediting health services.
2. Act as liaison between DSS staff, clients and the medical community.
3. Review documentation from medical professionals, care plans and other pertinent
information to ensure services as determined by DSS staff are consistent with
clients' medical needs.
4. Conduct consultation and home visits with DSS staff, as requested, to evaluate
clients' health issues and make recommendations for supportive services and
appropriate level of care.
5. Provide consultation, guidance, and training to DSS staff in the areas of
documentation, medical terminology, medications, diagnoses, and universal
precautions.
6. Upon request, assist DSS staff in the interpretation of medical reports and related
documents as part of program service review.
7. Document all nursing activities and interventions, as appropriate.
8. Provide skilled nursing consultation for clients who are or at risk of being victims of
abuse or neglect.
9. Provide expert testimony during legal proceedings related to program services
and/or paramedical issues.
10. Participate in the development of health-related policies and procedures for IHSS
and APS.
11. Upon request, review case files to ensure supportive services are appropriate to
clients' medical needs.
12. Attend meetings and trainings to maintain and enhance knowledge and expertise in
the areas of senior health care, assessments, and case planning for senior and
disabled clients.
13. Communicate and coordinate with DSS staff to ensure services are provided in the
most effective, efficient, and timely manner possible.
14. Complete timesheets with accurate work codes to document program activities, and
all timesheets will be retained by DPH for audit purposes.
15. Provide assigned PHNs with computers, portable devices, cell phones, ancillary
items and healthcare supplies required in the performance of services under this
Interdepartmental Agreement.
16. Submit monthly activity reports by the 10th of the following month. Reports will
document the activity, number of clients worked with, and time spent on each case.
Format of the report will be determined by, and can be reformatted based on need,
by both Departments.
17. Attend monthly monitoring meetings with DSS staff.
DSS RESPONSIBILITIES
1. Provide workspace, desk phone, computer monitors and necessary program office
supplies for DPH PHNs co-located in DSS facilities for purposes of this
Interdepartmental Agreement.
2. Communicate and coordinate referrals and consultations with PHNs as often as
needed to ensure client services are provided in the most effective, efficient and
timely manner.
OUTCOMES
1. DPH PHNs will follow up on all appropriate client referrals by DSS IHSS and APS
staff.
2. DPH PHNs will document all provided services on all client referrals by DSS IHSS
and APS staff.
Exhibit B
FY 2023-24 Budget Summary
Organization: Department of Public Health
Services: Public Health Nurse Services for In-Home Supportive
Services and Adult Protective Services
Account Account Name Amount
6000 Salaries and Employee Benefits
6100 Regular Salaries $222,524.00
6200 Extra Help $0.00
6300 Overtime $0.00
6350 Unemployment Insurance $0.00
6400 Retirement Contribution $115,825.00
6500 OASDI Contribution $17,023.00
6550 Workers Comp Contribution $0.00
6600 Health Insurance Contribution $21,916.00
6650 Life and Disability Insurance $0.00
6670 Benefits Administration $450.00
Total Salaries and Benefits $377,738.00
7000 Services and Supplies
7415 Training $2,000.00
Total Services and Supplies $2,000.00
TOTAL APPROPRIATIONS $379,738.00