Virginia Department for the Aging 2003 Financial Management Training Presentation (FY 2002 Program/Financial Compliance Review ) - PowerPoint PPT Presentation

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Virginia Department for the Aging 2003 Financial Management Training Presentation (FY 2002 Program/Financial Compliance Review )

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Title: Virginia Department for the Aging 2003 Financial Management Training Presentation (FY 2002 Program/Financial Compliance Review )


1
Virginia Department for the Aging 2003
Financial Management Training Presentation (FY
2002 Program/Financial Compliance Review )
  • Raymond L. Williams, Jr.
  • External Financial Auditor

2
Program/Financial Compliance Review Objective
  • Perform a follow-up review of completed
    corrective-action
  • Evaluate compliance with applicable state and
    federal laws, regulations, for care coordination
    Respite, Title III Home Services, Nutrition
    Disease Prevention/Health Promotion, Title V,
    Budgeting procedures, Governing Board
    responsibility, procurement practices and
    Guardianship program and records review.

3
Program/Financial Compliance Review Objective
  • Verify AAA adherence with the program and
    reporting requirements specified in our
    contracts
  • Identify potential problems and possible
    resolutions
  • Ensure effective services are delivered to our
    citizen clients
  • Provide technical assistance in meeting
    regulatory requirements.

4
Review Staff
  • Faye Cates,
  • Information Assistance\Referral
  • Pat Cummins, Title V
  • Carol Driskill,
  • Nutrition Services
  • Ellen Nau, CHORE
  • Services
  • Terry Raney,
  • Guardianship
  • Raymond L. Williams, Jr., Financial

5
Findings Observations Definition
  • Findings are deficiencies identified during the
    review which are determined to be non-compliant
    with federal or state requirements.
  • Observation are potential deficiencies, however
    there is no specific regulatory requirement, but
    staff experience indicates that some evaluation
    should occur by the program to consider
    incorporating recommendations to assist with
    improving program outcome.
  • Positive observations are those applications
    which appear to work exceptionally well.

6
Review Activities
  • Total of 47 individual reviews were were
    completed.
  • 25 Area Agencies on Aging.
  • 7 Guardianship Programs.
  • 12 General Program Contracts.
  • 3 Title V Programs.

7
Financial Review Findings/Observation
(AAA-Contractor)
  • Review Highlights
  • Advisory Council not meeting as required.
  • AMR and AIM Data not consistent.
  • Reassessments not completed as required.

8
Adult Day Care Review Finding /Observation
(AAA-Contractor)
  • Review Highlights
  • Incomplete or the lack of data on UAI.
  • No assessment, presenting problems documented.

9
Information and Assistance\Referral Record Review
Finding /Observation (AAA-Contractor)
  • Review Highlights
  • Client name and social security not listed on
    all pages of the UAI.
  • Uniform Consent to Exchange information not
    complete.
  • Whiteout used on records.
  • Staff not signing off on documents in client
    files.
  • Various required data elements missing from
    files.
  • Staff not documenting work complete for a
    client.

10
In-Home and Respite Services ProgramsFinding
/Observation (AAA-Contractor)
  • Review Highlights
  • Homemaker program policies and procedures should
    be documented.
  • Required documentation not client files.
  • Maintenance of case logs.
  • Maintenance of care plans.

11
Care Coordination Program Records Review Finding
/Observation (AAA-Contractor)
  • Review Highlights
  • Use of whiteout on client files.
  • Clients name and social security number are
    missing from pages.
  • Documents missing from client files.

12
Congregate Nutrition and Home Delivered Nutrition
Finding /Observation (AAA-Contractor)
  • Review Highlights
  • Inconsistent meal temperature documentation for
    congregate meals and home delivered meals.
  • Refrigerators and freezers that store food for
    the elderly nutrition program dont have
    thermometers.
  • Documentation of milk temperatures for congregate
    meals should be improved.
  • Material Safety Data Sheets (MSDS) were not
    available for hazardous materials used at
    congregate nutrition sites.
  • The lack of complete fire drill reports.

13
Title V Program Review Review Finding/Observation
(AAA-Contractor)
  • Review Highlights
  • Insufficient eligibility determination
    documentation was in client files.
  • Obtaining enrollee signatures on documents that
    had not been completed with the required personal
    information about the enrollee.
  • No documentation of the required quarterly
    on-site monitoring visits to work sites.
  • Job placement goals are not being met.

14
Review Activities Future (AAA-Contractor)
  • Beginning July 1, 2003 (contractors) October 1,
    2003 (AAA)
  • Financial cost allocation Client
    confidentiality Aim Corrective action follow-up
    review.
  • Programs selected AAAs and contractors
    corrective action follow-up review..

15
Review Activities - Future
(AAA-Contractor)
  • Future Program Financial Compliance Reviews
  • FY 03 July 1, 2003 June 30, 2004
  • FY 04 October 1, 2004 September 30,
  • 2005

16
Program / Financial Compliance Review
  • 2003 Financial Management Training PFCR
    Presentation
  • Questions Answers
  • Thank You!!!!!!!!!!!!!!!!!!!!!!!!!!
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