Guide to not losing service, I/DD Community Living Support Services
This guide is written for the parents and caregivers of adults and children receiving I/DD community living services in Oregon.
What is the risk?: If your agency can no longer support your needs, a few essential steps will streamline the process of transitioning to a new CLS support agency. These items are true for any agency transition, in general also.
What if my agency goes out of business?: There are a few essential actions you should take as soon as possible, summarized below.
Collect Essential Documentation
Caregiver
- Training records. Make sure you have a copy of all transcripts and details for the last two years.
- Background clearance letter: This letter was provided by Orchards (background check service) on your last positive background screening. Ask for a copy of this letter from your current Agency if you do not find it.
- Employment eligibility documents. ID and essential Tax information. Obtain copies of all pay stubs from the start of employment. Verify that all tax documents, end of year summaries, etc. are in your files.
- Check on your sick leave / Paid Time Off. Use or lose the balance is a normal arrangement.
- Verify when your current set of benefits will expire if you depart the company.
Client
- Collect information on the personal support agent, current brokerage; name, address, email, and phone numbers. Include information on the agents supervisor if possible.
- Support plans: Verify that you have the most recent valid copy of the ISP or plans for services
How to select a new agency.
§ Identify your needs
· Every family situation is different. You should determine, among the available options, what is most important to your caregiving situation. For one caregiver the best possible Dental insurance may be required, for another who already has insurance you may want paid time off, 401(k), or other benefits instead.
· Pay is always an important factor.
¨ You should not have to accept less than $26/hr.
¨ How often are caregivers paid? (Monthly, bi-monthly, weekly, etc?)
¨ How are clock-in and out events recorded. Where is EVV data collected?
¨ How much paid time off is provided?
· Overtime.
¨ Ask if overtime is paid. What are the specific rules for overtime? Is this a clear, easy to understand written policy?
· Care notes
¨ Are care notes automated? Are activities of daily living (ADLs) automated? Who collects the data? Who prepares and reports the monthly summary?
· Referrals
¨ ASK your current brokerage what agencies are active in your area.
¨ ASK other caregivers for referrals.
¨ CALL the agency, ask questions.
· Location
¨ Make certain the agency will service your area.
Ø Will they come to you? Do you have to travel to an office?
· Benefits
¨ When do benefits start? Usually there is a waiting period after the first full time check.
¨ Expect the following benefits:
Ø Assistance with the best option for your employment situation
Ø Medical Plan for full time employment
Ø Dental
Ø Vision
Ø 401(k) Retirement Plan
Ø Group term life insurance
Ø Employee Assistance Program
¨ Additional benefit services
Ø Health Savings Plan (HSA)
Ø Pay card (sends your paycheck to a bank card)
Ø Assistance with difficulty of care payments, tax information
Ø Assistance with Oregon Health Plan qualification
¨ Timekeeping
Ø Expect an automated solution or handheld application for clock-in and clock-out events with EVV compliance.
What works for your family?
Even if all the items above are covered, in the end you need to be happy with the new arrangement. Make sure you are comfortable with the new agency. Do they communicate well? Are they knowledgeable and responsive to your needs? Are they supportive of you finding the best option for your particular situation? It is critical that you select a new provider agency that meets your needs and the needs of your family.