Title: Virginia Department for the Aging 2003 Financial Management Training Presentation (FY 2002 Program/Financial Compliance Review )
1Virginia Department for the Aging 2003
Financial Management Training Presentation (FY
2002 Program/Financial Compliance Review )
- Raymond L. Williams, Jr.
- External Financial Auditor
2Program/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.
3Program/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.
4Review 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
5Findings 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.
6Review 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.
7Financial Review Findings/Observation
(AAA-Contractor)
- Review Highlights
- Advisory Council not meeting as required.
- AMR and AIM Data not consistent.
- Reassessments not completed as required.
8Adult Day Care Review Finding /Observation
(AAA-Contractor)
- Review Highlights
- Incomplete or the lack of data on UAI.
- No assessment, presenting problems documented.
-
9Information 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. -
10In-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.
11Care 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.
-
12Congregate 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.
13Title 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.
14Review 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..
15Review 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
16Program / Financial Compliance Review
- 2003 Financial Management Training PFCR
Presentation -
- Questions Answers
- Thank You!!!!!!!!!!!!!!!!!!!!!!!!!!