TITLE 40.SOCIAL SERVICES AND ASSISTANCE

Part 1. TEXAS DEPARTMENT OF HUMAN SERVICES

Chapter 20. COST DETERMINATION PROCESS

40 TAC §20.112

The Texas Department of Human Services (DHS) proposes to amend §20.112, concerning attendant compensation rate enhancement, in its Cost Determination Process chapter. The purpose of the amendment is to expand the definition of an attendant in the Residential Care (RC) and Community Based Alternatives Assisted Living/Residential Care (CBA AL/RC) programs to include drivers as attendants. The amendment will help RC and CBA AL/RC providers meet their spending requirements, since additional staff salaries will be counted toward their actual attendant spending. The amendment also corrects references to the CBA AL/RC program so they are consistent throughout the rule.

Gordon Taylor, Chief Financial Officer, has determined that, for the first five-year period the proposed section is in effect, there are no fiscal implications for state or local government as a result of enforcing or administering the section.

Bettye M. Mitchell, Deputy Commissioner for Long Term Care, has determined that, for each year of the first five years the section is in effect, the public benefit anticipated as a result of enforcing the section is that RC and CBA AL/RC providers will have a greater probability of meeting their spending requirement, which will result in fewer providers facing recoupment of enhanced funds. There is no adverse economic effect on small or micro businesses as a result of enforcing or administering the section, because the proposed section has no impact on the funding of the enhancement program overall. There is no anticipated economic cost to persons who are required to comply with the proposed section. There is no anticipated effect on local employment in geographic areas affected by this section.

Questions about the content of this proposal may be directed to Carolyn Pratt by telephone at (512) 491-1359, or by fax at (512) 491-1998, in Texas Health and Human Services Commission (HHSC) Rate Analysis. Written comments on the proposal may be submitted to Ms. Pratt by fax at (512) 491-1998 or by mail at HHSC Rate Analysis, Mail Code H-400, 1100 West 49th Street, Austin, TX 78756-3101, within 30 days of publication in the Texas Register .

Under Government Code, §2007.003(b), DHS has determined that Chapter 2007 of the Government Code does not apply to these rules. The changes these rules make do not implicate a recognized interest in private real property. Accordingly, DHS is not required to complete a takings impact assessment regarding these rules.

These rules are proposed by DHS, subject to the subsequent transfer of rulemaking authority to HHSC. DHS is currently scheduled to transition sometime in 2004 into two successor agencies, the existing Texas Health and Human Services Commission (HHSC) and a new agency, the Texas Department of Aging and Disability Services (DADS).

This reorganization is mandated by House Bill 2292, 78th Leg., R.S. (2003). At the inception of operations of DADS, the authority to adopt all rules for the operation and provision of health and human services by DADS will lie with HHSC. These changes may result in the migration of these rules from one title of the Texas Administrative Code to another or other changes.

The amendment is proposed under the Human Resources Code, Chapter 22, which authorizes DHS to administer public assistance programs.

The amendment implements the Human Resources Code, §§22.0001-22.040.

§20.112.Attendant Compensation Rate Enhancement.

(a) (No change.)

(b) Definition of attendant. An attendant is the unlicensed caregiver providing direct assistance to the clients with Activities of Daily Living (ADL) and Instrumental Activities of Daily Living (IADL).

(1) In the case of DAHS, RC, and CBA AL/RC programs, the attendant may perform some nonattendant functions. In such cases, the attendant must perform attendant functions at least 80% of his or her total time worked. Staff in these settings not providing attendant services at least 80% of their total time worked are not considered attendants. Time studies must be performed in accordance with §20.105(b)(2)(B)(i) for staff in the DAHS, RC and CBA AL/RC programs that are not full-time attendants but perform attendant functions to determine if a staff member meets this 80% requirement. Failure to perform the time studies for these staff will result in the staff not being considered to be attendants.

(2) (No change.)

(3) An attendant also includes a driver in the DAHS , RC, and CBA AL/RC programs [ program ].

(4) An attendant also includes medication aides in the RC and CBA AL/RC program.

(c)-(l) (No change.)

(m) Determination of attendant compensation rate component for nonparticipating contracts. For each of the programs identified in subsection (a) of this section, DHS or its designee will calculate an attendant compensation rate component for nonparticipating contracts as follows.

(1)-(2) (No change.)

(3) For each contract included in the cost report database used to determine rates in effect on September 1, 1999, divide the result from paragraph (2) of this subsection by the corresponding units of service. Provider projected costs per unit of service are rank-ordered from low to high, along with the provider's corresponding units of service. For DAHS, the median cost per unit of service is selected. For all other programs, the units of service are summed until the median unit of service is reached. The corresponding projected cost per unit of service is the weighted median cost component. The result is multiplied by 1.044 for all programs in subsection (a) of this section except for RC and CBA AL/RC, which is multiplied by 1.07. The result is the attendant compensation rate component for nonparticipating contracts.

(4) (No change.)

(n)-(dd) (No change.)

This agency hereby certifies that the proposal has been reviewed by legal counsel and found to be within the agency's legal authority to adopt.

Filed with the Office of the Secretary of State on April 16, 2004.

TRD-200402527

Carey Smith

Deputy Commissioner, Legal Services

Texas Department of Human Services

Earliest possible date of adoption: May 30, 2004

For further information, please call: (512) 438-3734


Chapter 61. COMMUNITY SERVICES--VOLUNTEER SERVICES

The Texas Department of Human Services (DHS) proposes to repeal §§61.9001- 61.9013; and proposes new §§61.1-61.16, concerning volunteers who assist DHS in carrying out its programs, in its Community Services--Volunteer Services chapter. The purpose of the repeals and new sections is to reorganize and rewrite DHS's rules governing its volunteer services program in plain English to make them easier for the public to navigate and understand. The new sections contain substantially the same information as the current rules, with the addition of a purpose statement and definitions. The new sections provide (1) guidance on how volunteers are recruited, trained, and supervised; (2) information on the kinds of service DHS volunteers provide and how those services may be provided; (3) reimbursement guidelines; and (4) methods for volunteer recognition.

Gordon Taylor, Chief Financial Officer, has determined that, for the first five-year period the proposed sections are in effect, there are no fiscal implications for state or local government as a result of enforcing or administering the sections.

Jerry Wallace, Assistant Deputy Commissioner for Regional Operations, has determined that, for each year of the first five years the sections are in effect, the public benefit anticipated as a result of enforcing the sections is that the rules for volunteers will be easier for the public to understand. There is no adverse economic effect on small or micro businesses, or on businesses of any size, as a result of enforcing or administering the sections, because the rules impose no economic requirements but rather state DHS's expectations and limits that apply to anyone who chooses to volunteer. There is no anticipated economic cost to persons who are required to comply with the proposed sections. There is no anticipated effect on local employment in geographic areas affected by these sections.

Questions about the content of this proposal may be directed to Connie Williams, at (512) 438-5217 in DHS's Community Services-Volunteer Services section. Written comments on the proposal may be submitted to Supervisor, Rules Unit-094, Texas Department of Human Services E-205, P.O. Box 149030, Austin, Texas 78714-9030, within 30 days of publication in the Texas Register .

Under §2007.003(b) of the Government Code, DHS has determined that Chapter 2007 of the Government Code does not apply to these rules. The changes these rules make do not implicate a recognized interest in private real property. Accordingly, DHS is not required to complete a takings impact assessment regarding these rules.

These rules are proposed by DHS, subject to the subsequent transfer of rulemaking authority to HHSC. DHS is currently scheduled to transition sometime in 2004 into two successor agencies, the existing HHSC and a new agency, the Texas Department of Aging and Disability Services (DADS).

This reorganization is mandated by House Bill 2292, 78th Leg., R.S. (2003). At the inception of operations of DADS, the authority to adopt all rules for the operation and provision of health and human services by DADS will lie with HHSC. These changes may result in the migration of these rules from one title of the Texas Administrative Code to another or other changes.

40 TAC §§61.1 - 61.16

The new sections are proposed under the Human Resources Code, Chapter 22, which authorizes DHS to administer public assistance programs; and the Government Code, Chapter 2109, which authorizes DHS to implement a volunteer program.

The new sections implement the Human Resources Code, §§22.0001-22.040; and the Government Code, §§2109.001-2109.006.

§61.1.What is the purpose of this chapter?

This chapter governs the role that volunteers play in helping the Texas Department of Human Services carry out its mission.

§61.2.What do the words and terms used in this chapter mean?

The following words and terms, when used in this chapter, have the following meanings unless the context clearly indicates otherwise:

(1) DHS--The Texas Department of Human Services.

(2) Volunteer--An individual or group who gives time, skills, or contributions for the benefit of DHS clients, either directly or indirectly, without expectation of reimbursement for services rendered.

§61.3.How are volunteers selected?

(a) DHS selects volunteers to fill a specific job description with a known time commitment from the volunteer.

(b) DHS selects volunteers through a screening process that allows both volunteers and staff to choose appropriate job descriptions that match volunteers' fields of interest, past relevant activities, competence, and motivation for service.

(c) DHS interviews and screens potential volunteers on an individual basis whenever possible.

§61.4.What kinds of service do volunteers provide?

(a) Some volunteers provide direct help to clients, as further explained in §61.7 of this chapter (relating to What are the requirements for volunteers providing direct help to clients?).

(b) Some volunteers provide indirect support services, including working in DHS offices, serving on projects, and advocating for DHS and clients.

(c) Except in the case of a staff member's illness or temporary absence, the volunteer does not replace a staff member, but supplements the work of staff members.

§61.5.What does DHS expect of its volunteers?

(a) DHS expects volunteers to abide by the same regulations and policies as DHS employees, including regulations and policies concerning the confidentiality of case records and client information.

(b) DHS requires volunteers to register as follows:

(1) Each person who volunteers for DHS must complete a Volunteer Registration Form for the volunteer's supervisor, no later than the first day of volunteer service, that provides basic information about the individual. This information may be used for job placement, planning, and providing information about the volunteer to the supervisor.

(2) If the nature of the service or the group is such that individual registration of each member of the group is impossible or unnecessary, orientation and job assignment overview, including information on confidentiality requirements, is sufficient.

(c) DHS expects volunteers to commit themselves to any assignment they accept and to perform that task dependably. Volunteers must report immediately to their supervisor or regional volunteer specialist/community service director any circumstances that prevent such performance.

(d) DHS does not allow volunteers to use DHS vehicles for any purpose.

(e) DHS staff members must not ask any volunteer to perform any task that is in conflict with DHS policy or with federal, state, or local laws.

(f) DHS may dismiss a volunteer for a violation of the requirements of this section.

§61.6.What are the requirements for volunteers transporting clients?

(a) Volunteers who use their own automobiles to transport clients must carry at a minimum the auto liability insurance required by Texas state law and must hold a valid driver's license.

(b) Volunteers transporting infants and small children must use child safety seats.

§61.7.What are the requirements for volunteers providing direct help to clients?

(a) When delivering services to clients under the direct supervision of DHS or contracted staff, volunteers must work from the client's service plan.

(b) Volunteers must document their interaction with clients as required by the specific program standards.

(c) Before a group of volunteers works with a client, the client must grant permission for the release of information. The volunteers' supervisor must confirm that the permission is documented in the client's case record.

§61.8.What kind of identification is required for volunteers?

(a) DHS gives each volunteer a volunteer identification card before starting work. This card is used for identification purposes only.

(b) For the protection of clients and the volunteer, each volunteer working directly with clients must be provided a DHS photo identification card.

(c) A volunteer who leaves DHS's volunteer services program must return the identification card to DHS.

§61.9.What support do volunteers receive?

(a) Volunteers may use DHS office space, office equipment, and consumable supplies so long as DHS maintains control over the space, equipment, and supplies.

(b) Volunteers:

(1) have access to materials, equipment, and information needed to perform the assigned task; and

(2) can file civil rights complaints and other complaints following the same procedures as DHS employees.

§61.10.Must volunteers receive training?

All volunteers must receive orientation and training, either in advance of job placement or on-the-job training.

(1) The extent of training varies depending upon the task to be done.

(2) The volunteer's supervisor or the regional volunteer specialist/community service director may provide informal training for short-term jobs.

(3) Volunteers may, by prior arrangement with DHS's continuing education staff and the volunteer's supervisor, participate in relevant parts of new employee training sessions.

(4) The volunteer's supervisor is responsible for specific task training of the volunteer. This includes training for the task as well as an explanation of office procedures and expectations of the volunteer.

(5) The volunteer's supervisor or regional volunteer specialist/community service director may arrange for on-the-job training.

(6) Before a volunteer task assignment changes and the assignment begins, appropriate training must be given.

(7) A volunteer's liability in regard to DHS clients is discussed with each volunteer in orientation.

§61.11.Who supervises volunteers?

(a) Volunteers are supervised by a DHS staff member or a DHS-designated volunteer. DHS staff who work with volunteers must accept responsibility for that supervision.

(b) The regular unit supervisor, or designee, supervises volunteers assigned to units as team members of that unit.

(c) The DHS worker retains responsibility for all case-service actions, some of which may be accomplished by the volunteer.

§61.12.Are volunteers reimbursed for their expenses?

(a) If funds are available, Government Code, §2109.004, permits reimbursement for actual and necessary expenses.

(b) DHS may reimburse a volunteer according to approved state limits and local program budgets.

(c) A region or program area may set its own local policy for reimbursement, for example limiting reimbursement to retired citizens or student interns.

(d) A personal identification number, letter of agreement, and purchase voucher are required to reimburse volunteers for allowable transportation costs. The staff person who supervises the volunteer activity is responsible for approving the purchase voucher.

§61.13.What are considered reimbursable expenses?

(a) Reimbursement may include travel, per diem, and other out-of-pocket expenses, such as training fees.

(b) Mechanical repairs or the cost of replacement parts for personal vehicles are not considered reimbursable expenses.

§61.14.What requirements concerning volunteers are specific to Title XIX clients?

(a) Community service directors, regional volunteer specialists, and medical transportation officers must coordinate activities to meet the needs of Social Security Act Title XIX clients as they relate to volunteer activity.

(b) These volunteers are reimbursed according to Title XIX guidelines.

(c) All arrangements for the reimbursement of volunteers providing transportation under the Title XIX Medical Transportation Program must be made in advance.

§61.15.Are volunteers covered by insurance?

(a) All registered volunteers as explained in §61.5(b)(1) (relating to What does DHS expect of its volunteers?) who are directly supervised by DHS staff or by DHS-designated volunteers are covered for excess accident and personal liability insurance. This is a secondary insurance and covers the volunteer in the performance of volunteer services with some limitations, as specified in the Volunteers Insurance Service Association, Inc., Insurance Plan.

(b) If funds are available, volunteers, especially those who transport clients, may be covered for excess automobile insurance. The insurance is secondary and will apply only if the volunteer has met state insurance requirements.

§61.16.Does DHS recognize its volunteers for their service?

(a) DHS may recognize volunteers with plaques, certificates, and other recognition items in accordance with personnel policies.

(b) DHS does not have authority to fund banquets or meals honoring volunteer groups.

This agency hereby certifies that the proposal has been reviewed by legal counsel and found to be within the agency's legal authority to adopt.

Filed with the Office of the Secretary of State on April 16, 2004.

TRD-200402530

Carey Smith

Deputy Commissioner, Legal Services

Texas Department of Human Services

Earliest possible date of adoption: May 30, 2004

For further information, please call: (512) 438-3734


40 TAC §§61.9001 - 61.9013

(Editor's note: The text of the following sections proposed for repeal will not be published. The sections may be examined in the offices of the Texas Department of Human Services or in the Texas Register office, Room 245, James Earl Rudder Building, 1019 Brazos Street, Austin.)

The repeals are proposed under the Human Resources Code, Chapter 22, which authorizes DHS to administer public assistance programs; and the Government Code, Chapter 2109, which authorizes DHS to implement a volunteer program.

The repeals implement the Human Resources Code, §§22.0001-22.040; and the Government Code; §§2109.001-2109.006.

§61.9001.Definition.

§61.9002.Categories of Services.

§61.9003.Volunteer Reimbursement.

§61.9004.Volunteer Insurance.

§61.9005.Recruiting.

§61.9006.Selection and Screening.

§61.9007.Training for Volunteers.

§61.9008.Task Assignment.

§61.9009.Supervision.

§61.9010.Coordination.

§61.9011.Identification Card.

§61.9012.Volunteer Support.

§61.9013.Criteria for Use of Volunteers by Contracting Agencies.

This agency hereby certifies that the proposal has been reviewed by legal counsel and found to be within the agency's legal authority to adopt.

Filed with the Office of the Secretary of State on April 16, 2004.

TRD-200402531

Carey Smith

Deputy Commissioner, Legal Services

Texas Department of Human Services

Earliest possible date of adoption: May 30, 2004

For further information, please call: (512) 438-3734