Agency Provider Information
The Planning and Quality Improvement Division (PQI) is responsible for provider operations in the various Agency on Aging programs (PASSPORT, Assisted Living, Care Coordination, Title-III, Alzheimer’s/Caregiver, HEAP), as well as the Agency’s strategic planning, advocacy efforts, and professional development and training.
Providers of various types may be eligible for participation in Agency programs. Interested parties should contact the PQI staff person administering the respective program. See list of extensions to the right.
The Agency on Aging contracts for the services delivered in each of the various programs. These services include: Adult Day Service, Assisted Living Service, Community Transitions Service, Chore, Congregate Meals, Emergency Response System, Home-Delivered Meals, Homemaker, Home Medical Equipment, Independent Living Assistance, Legal Counseling, Minor Home Modification, Nutrition Consultation, Personal Care, Socialization, Social Work/Counseling, Medical Transportation, and Visiting.
Each program offers a menu of services that include some, but not all, of the above.
The application process for providers varies by program and service. The following is the application process for providers in Agency programs.
Application Process (By Program)
PASSPORT
Currently established companies that are already delivering the applied-for service in the local community, and that are in compliance with the rules and regulations of the PASSPORT program at the point of application.
Services
Adult Day Service, Chore, Emergency Response System, Home-Delivered Meals, Homemaker, Home Medical Equipment, Independent Living Assistance, Minor Home Modification, Nutrition Consultation, Personal Care, Social Work/Counseling, Medical Transportation.
Application Process
A prospective provider must work with the Agency on Aging in which the provider’s corporate or service-delivery office is located. The Agency on Aging, 10B, Inc. serves Summit, Portage, Stark & Wayne counties. Prospective providers must obtain a copy of the rules and regulations to first verify their compliance with same and/or modify their processes to come into compliance, then contact the Agency on Aging to obtain all the necessary application forms. Forms must then be submitted to the Agency on Aging for review, who will then schedule a visit at the office of the prospective provider to verify compliance. All the documentation is then submitted by the Agency on Aging to the Ohio Department of Aging and the Ohio Department of Job and Family Services for a determination of either acceptance or denial.
What application/other forms are needed?
Prospective providers must have documentation of their compliance with all the rules and regulations at the point of application, as verified in a visit by Agency on Aging staff to the office of the prospective provider. The Agency on Aging staff will review the prospective provider’s polices and procedures, personnel files, billing records, service delivery documentation, insurance coverage, and any other relevant documentation to verify compliance with the rules and regulations.
Frequently Asked Questions Regarding PASSPORT
Q: How long do I have to be in business before I can apply for certification?
A: A prospective provider must be delivering the desired service in the local community to at least two clients/patients for a minimum of three months prior to submitting an application to the Agency on Aging.
Q: How long does the application process take?
A: The length of the application process varies depending on a number of factors, but on average it takes approximately 3-4 months from the point of application to the time of signing a contract.
Q: What happens if my application is denied?
A: The prospective provider whose application is denied for any reason will be prohibited from reapplying for a minimum of 1 year from the date of denial. This is why it is so important for prospective providers to bring their policies and procedures into compliance with the PASSPORT rules and regulations before submitting the application to the Agency on Aging.
Q: What happens if my application is approved?
A: Once approved, providers are required to sign a contract with the Agency on Aging specifying the services which the Agency is agreeing to purchase from the provider and at what rate.
Q: How do I get referrals from the agency on aging?
A: Once the contract is completed, referral of clients/patients is made by the Agency to the provider as requested by the consumer or as needed by the Care Manager. The Agency makes no guarantees that providers will receive any given number of referrals. Our consumers make their selection of providers most often based on name recognition.
Q: Is there a need for specific types of services or providers in the 10b service region?
A: The 10B region currently has an abundance of providers of all types of services, so competition for referrals is significant. In particular, there are already more than 60 providers currently contracted just to deliver Personal Care and Homemaker services, and likewise for Home Medical Equipment.
Assisted Living Program
The Assisted Living Waiver pays for services (over and above the monthly rent) for eligible consumers residing in approved and contracted Assisted Living Residences.
A prospective Assisted Living Residence must first be licensed by the Ohio Health Department as a Residential Care Facility (RCF). The Agency on Aging cannot assist with the process of licensure by the Ohio Department of Health. Interested providers should contact that office in Columbus directly for information.
A prospective provider who is a licensed RCF must also meet the Conditions of Participation and Service Specifications of the Ohio Department of Aging in order to apply for certification.
Services
Assisted Living Service at three tiers (levels) of assistance. Providers must provider three meals daily, and be able to meet a resident's unscheduled needs, as well.
Application Process
A prospective provider must work with the Agency on Aging in which the provider’s RCF is located. The Agency on Aging, 10B, Inc. serves Summit, Portage, Stark and Wayne counties. Prospective providers must obtain a copy of the rules and regulations to first verify their compliance with same and/or modify their processes to come into compliance, then contact the Agency on Aging to obtain all the necessary application forms. Forms must then be submitted to the Agency on Aging for review. The Agency on Aging then refers the application to the Ohio Department of Health, who will conduct a site visit at the facility to verify compliance with RCF and ALW physical requirements. The Agency on Aging will follow-up with a scheduled visit at the facility of the prospective provider to verify compliance with any additional documentation requirements. All the documentation is then submitted by the Agency on Aging to the Ohio Department of Aging and the Ohio Department of Job and Family Services for a determination of either acceptance or denial.
What application/other forms are needed?
Prospective providers must have documentation of their compliance with ALL the rules and regulations at the point of application, as verified in a visit by both the Ohio Department of Health and the Agency on Aging staff to the applying RCF. ODH and Agency on Aging staff will review the prospective provider's polices & procedures, personnel files, billing records, service delivery documentation, insurance coverages, and any other relevant documentation to verify compliance with the rules and regulations.
Frequently Asked Questions Regarding the Assisted Living Program
Q: How long do I have to be in business before I can apply for certification?
A: In addition to being licensed as a Residential Care Facility by the Ohio Department of Health, a prospective provider must be delivering the desired service in the facility to at least two clients/patients for a minimum of three months prior to submitting an application to the Agency on Aging.
Q: How long does the application process take?
A: The length of the application process varies depending on a number of factors, but on average it takes approximately 3-4 months from the point of application to the time of signing a contract.
Q: What happens if my application is denied?
A: The prospective provider whose application is denied for any reason will be prohibited from reapplying for a minimum of 1 year from the date of denial. This is why it is so important for the prospective provider to bring their policies and procedures into compliance with the PASSPORT rules and regulations by the point of submitting the application to the Agency on Aging.
Q: What happens if my application is approved?
A: Once approved, providers are required to sign a contract with the Agency on Aging specifying the services which the Agency is agreeing to purchase from the provider at what rate.
Q: How do I get referrals from the Agency on Aging?
A: Once the contract is completed, referral of clients/patients is made by the Agency to the facility as requested by the consumer or as needed by the Care Manager. The Agency makes no guarantees that providers will receive any given number of referrals.
Residential State Supplement
The RSS program provides a monetary supplement to low-income adults with disabilities who do not require nursing home care. This supplement allows the adult to pay up to $750 in monthly rent to a licensed group home or residential facility, and up to $650 a month to an adult family home or adult foster home.
Application Process
Prospective providers of RSS service must be either licensed by the Ohio Department of Health as a family home, group home, or residential care facility, or certified by the Agency on Aging as an adult foster home. Homes licensed by the Department of Health are automatically eligible to accept RSS consumers if they choose.
A provider seeking adult foster home status must work with the Agency on Aging. Prospective providers must obtain a copy of the rules and regulations to first verify their compliance with same and/or modify their processes to come into compliance, then contact the Agency on Aging to obtain all the necessary application forms. Forms must then be submitted to the Agency on Aging for review.
Planning & Quality Improvement Phone Extensions
- PASSPORT Brandi Veal (ext. 5230) or Tim Martin (ext. 5228)
- Care Coordination Tim Martin (ext. 5228)
- Assisted Living April O'Herron (ext. 5229) or Tim Martin (ext. 5228)
- Title-III Leigh Sliwinski (ext. 5226)
- Alzheimer's/CG Tim Martin (ext. 5228)
- HEAP April O'Herron (ext. 5229)
- Training/Advocacy Linda Vogel (ext. 5227)
- Registrations, etc. Michele Barley (ext. 5225)
- Vice-President Kirk Davis (ext. 5203)
Forms
PASSPORT and Assisted Living Regulations
- Adult Day Service
- Assisted Living Services
- Chore Service
- Criminal Background Check
- Code of Ethics - Revised 2-26-07
- Community Transition Services
- Conditions of Participation
- Emergency Response Systems
- Home Delivered Meals
- Home Medical Equipment
- Homemaker Service
- Independent Living Assistance
- Introductions and Definitions
- Medicaid HME Supply List
- Minor Home Modification
- Nutritional Consult Services
- Personal Care Service
- Social Work Counseling
- Transportation Service
- Appeal Hearings and Adjudication Orders
- Appeal of Denial of Certification and Proposed Sanctions
- Notice of Denial of Certification and Proposed Sanctions
- Provider Certification
- Provider Structural Compliance Review
- Sanctions for Non Compliance
Title-III Regulations
- Title III Conditions of Participation and Service Specifications
- Title III Transportation Specifications
