TitleIII Data Element Def.docx

Version: 2.0 Date Created: 11/08/2018 Last Revised Date: 9/15/2021 The document contained herein is subject to change.

UNITED STATES DEPARTMENT OF HEALTH AND HUMAN SERVICES

ADMINISTRATION FOR COMMUNITY LIVING (ACL)

ADMINISTRATION ON AGING (AoA)

STATE PERFORMANCE REPORT

For

STATE UNITS ON AGING

(Older Americans Act Titles III and VII, Chapter 3 and 4)

Appendix A: Data Element Definitions

Page 23 of 25 (Version 2.0) Overview:

This document, The State Performance Report Appendix A: Data Element Definitions, is associated with the State Performance Report for State Units on Aging (Older Americans Act Titles III and VII (Chapters 3 and 4), OMB Control Number 0985-0072. It provides the full definitions for all data elements, code values, services, and related terms along with links to additional resources. Definitions are grouped into three tables: 1.) Demographics and Consumer Characteristics; 2.) Services and Service Units; and 3.) Additional Definitions. The terms within a table are presented in alphabetical order.

Table 1. Demographics and Consumer Characteristics:

ADL Limitations (Older Adult)[footnoteRef:1] [1: (Older Adult) denotes a data element that only applies to programs and services under Titles III-B, C and D. The data element is not applicable to programs and services under Title III-E.]

ADL activities: bathing, dressing, toileting, transferring, continence, and feeding. Permissible values are 0-6.

A limitation is defined as unable to perform the activity without substantial assistance (including verbal reminding, physical cuing, or supervision).

(Source: NAMRS[footnoteRef:2]/OAA) [2: NAMRS is the National Adult Maltreatment Reporting System.]

Adult with disabilities receiving care

An individual with a disability, as defined in section 3 of the Americans with Disabilities Act of 1990 (42. U.S.C 12012), who is not less than age 18 and not more than age 59; and receives informal care from an eligible “older relative caregiver”. (Source: OAA)

Age

A person’s age as of the last day of the federal fiscal year reported.

Age: 18-49 (Caregiver)[footnoteRef:3] [3: (Caregiver) denotes the data element applies to programs and services under Title III-E of the Older Americans Act (OAA). Data elements without the designation apply to both caregivers and older adults served under Title III of the OAA.]

A person’s age is between 18 and 49 years of age as of the last day of the federal fiscal year reported.

Children receiving care

An individual who is not more than 18 years of age who lives with and receives informal care from an eligible “older relative caregiver”. (Source: OAA)

Ethnicity

Self-identification of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin. (Source: OMB)

Gender

One’s inner sense of one’s own gender.

Geographic Distribution[footnoteRef:4] [4: Please refer to the USDA Economic Research Service (ERS). RUCA Codes, SPR RUCA Guidance, and Applying RUCA Codes documents can be found on OAAPS, Resources, Technical Documents section.

Type of developed environment in which the consumer lives as defined by the rural-urban commuting area (RUCA) codes defined at the zip code level. (Source: USDA/HRSA)

Household Status (Older Adult)

A household includes all the people who occupy a housing unit (such as a house or apartment) as their usual place of residence.

A household includes the related family members and all the unrelated people, if any, such as lodgers, foster children, wards, or employees who share the housing unit. A person living alone in a housing unit, or a group of unrelated people sharing a housing unit such as partners or roomers, is also counted as a household. (Source: U.S. Census Bureau)

IADL Limitations (Older Adult)

IADL activities: include ability to use telephone, shopping, food preparation, housekeeping, laundry, mode of transportation, medication management, and ability to manage finances. Permissible values are 0-8.

A limitation is defined as unable to perform the activity without substantial assistance (including verbal reminding, physical cuing, or supervision).

(Source: NAMRS/OAA)

Minority Status

Racial and ethnic minority populations are defined as:

Asian American, Black, or African American, Hispanic or Latino, Native Hawaiian and Pacific Islander, American Indian and Alaska Native.

Nutrition Risk Score[footnoteRef:5] (Older Adult) [5: A copy of the DETERMINE Nutrition Risk Score can be found at https://nutritionandaging.org/wp-content/uploads/2017/01/DetermineNutritionChecklist.pdf or on the OAAPS Resources page.]

Indicates the person’s total score on the DETERMINE your Nutritional Risk checklist published by the Nutrition Screening Initiative. (Source: current SPR)

Poverty Status[footnoteRef:6] [6: As there is no single definition of household income, if an agency is already required to calculate household income for other federal programs (e.g. SNAP benefits, Medicaid, LIHEAP) please continue to use that definition for SPR purposes. If an agency has not already defined household income for other federal programs, use the income and household definitions associated with the Affordable Care Act (Affordable Care Act income and household definitions).]

An individual’s household income as it relates to the U.S. Department of Health and Human Services (HHS) poverty guidelines as published each year in the Federal Register. (Source: HHS)

Race

Self-identification with a national origin or sociocultural group. (Source: U.S. Census Bureau/OMB)

Native Hawaiian or Pacific Islander

Having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

Relationship (Caregiver)

The familial relationship of the caregiver to the care recipient. (Source: NAMRS)

Table 2. Services and Service Units:

· by an individual who is trained or experienced in the case management skills that are required to deliver the services and coordination described in subparagraph; and

· to assess the needs, and to arrange, coordinate, and monitor an optimum package of services to meet the needs, of the caregiver; and Includes services and coordination such as—

· comprehensive assessment of the caregiver (including the physical, psychological, and social needs of the individual);

· development and implementation of a service plan with the caregiver to mobilize the formal and informal resources and services identified in the assessment to meet the needs of the caregiver, including coordination of the resources and services—

· with any other plans that exist for various formal services; and

· with the information and assistance services provided under the Older Americans Act;

· coordination and monitoring of formal and informal service delivery, including coordination and monitoring to ensure that services specified in the plan are being provided;

· periodic reassessment and revision of the status of the caregiver; and

· in accordance with the wishes of the caregiver, advocacy on behalf of the caregiver for needed services or resources.

(Source: OAA) Hours (partial hour may be reported to two decimal places, e.g. 0.25 hours.)

· provides the individuals with current information on opportunities and services available to the individuals within their communities, including information relating to assistive technology;

· assesses the problems and capacities of the individuals;

· links the individuals to the opportunities and services that are available;

· to the maximum extent practicable, ensures that the individuals receive the services needed by the individuals, and are aware of the opportunities available to the individuals, by establishing adequate follow-up procedures; and

· serves the entire community of older individuals, particularly—

· caregivers who are older individuals with greatest social need;

· older individuals with greatest economic need;

· older relative caregivers of children with severe disabilities, or individuals with disabilities who have severe disabilities;

· family caregivers who provide care for individuals with Alzheimer’s disease and related disorders with neurological and organic brain dysfunction; and

· caregivers of “frail” individuals defined as: unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; and/or cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or to another individual. (Source: OAA) Contact

Assisted Transportation

· by an individual who is trained or experienced in the case management skills that are required to deliver the services and coordination described in subparagraph; and

· to assess the needs, and to arrange, coordinate, and monitor an optimum package of services to meet the needs, of the older individual; and Includes services and coordination such as—

· comprehensive assessment of the older individual (including the physical, psychological, and social needs of the individual);

· development and implementation of a service plan with the older individual to mobilize the formal and informal resources and services identified in the assessment to meet the needs of the older individual, including coordination of the resources and services—

· with any other plans that exist for various formal services, such as hospital discharge plans; and

· with the information and assistance services provided under the Older Americans Act;

· coordination and monitoring of formal and informal service delivery, including coordination and monitoring to ensure that services specified in the plan are being provided;

· periodic reassessment and revision of the status of the older individual with—

· the older individual; or

· if necessary, a primary caregiver or family member of the older individual; and

· in accordance with the wishes of the older individual, advocacy on behalf of the older individual for needed services or resources.

(Source: OAA) Hours (partial hour may be reported to two decimal places, e.g. 0.25 hours.)

Chore Performance of heavy household tasks provided in a person’s home and possibly other community settings. Tasks may include yard work or sidewalk maintenance in addition to heavy housework. (Source: HCBS Taxonomy)

Hours (partial hour may be reported to two decimal places, e.g. 0.25 hours.)

(A) health risk assessments; (B) routine health screening; (C) nutritional counseling and educational services for individuals and their primary caregivers[footnoteRef:7]; [footnoteRef:8](D) programs regarding physical fitness, group exercise, and music therapy, art therapy, and dance-movement therapy; (E) home injury control services; (F) screening for the prevention of depression, coordination of community mental and behavioral health services, provision of educational activities, and referral to psychiatric and psychological services; (G) educational programs on the availability, benefits, and appropriate use of preventive health services covered under title XVIII of the Social Security Act (42 U.S.C. 1395 et seq.); (H) medication management screening and education; (I) information concerning diagnosis, prevention, treatment, and rehabilitation concerning age-related diseases and chronic disabling conditions; (J) gerontological counseling; and (K) counseling regarding social services and follow-up health services based on any of the services described in subparagraphs (A) through (K). The term shall not include services for which payment may be made under titles XVIII and XIX of the Social Security Act (42 U.S.C. 1395 et seq., 1396 et seq.). (Source: OAA) [7: For State Performance Report (SPR) purposes, nutrition counseling and education shall be captured under those specific service categories rather than under health promotion and disease prevention services.] [8: OAA Section 102(14)(D) has been deleted from this definition as it refers to the evidence-based programs that are reported elsewhere.]

N/A

Hours (partial hour may be reported to two decimal places, e.g. 0.25 hours.)

· provides the individuals with current information on opportunities and services available to the individuals within their communities, including information relating to assistive technology;

· assesses the problems and capacities of the individuals;

· links the individuals to the opportunities and services that are available;

· to the maximum extent practicable, ensures that the individuals receive the services needed by the individuals, and are aware of the opportunities available to the individuals, by establishing adequate follow-up procedures; and

· serves the entire community of older individuals, particularly—

· older individuals with greatest social need;

· older individuals with greatest economic need; and

· older individuals at risk for institutional placement.

(Source: OAA) Contact

Unlike Information and Assistance, this service is not tailored to the needs of the individual.

Activity

Legal Assistance

N/A

Table 3. Additional Definitions:

· Orders of protection and associated matters

· Recovery of assets lost due to financial exploitation or abuse.

· Actions to assert rights and remedies of elders against abuse, financial exploitation or neglect.

· Abuse/Neglect – Other

Legal Services Corporation legal problem categories and codes that best align are “Family” code 37, Domestic Abuse.

· Employment or other age-related discrimination,

· Housing discrimination claims

· Other claims of discrimination based upon inclusion in a protected class.

No Legal Services Corporation legal problem categories and codes align to this case type.

· Representation to oppose imposition of guardianship

· Removal of Guardian or limiting the terms of a guardianship

· Restoration of rights

· Assisting with alternatives to guardianship

· Preparation of legal documents that preserve self-determination and mitigate risk of guardianship, and/or to enable a supported decision-making arrangement

· Powers of Attorney,

· Living Wills,

· Health Care Proxies.

· Defense of Guardianship and Protective Services - Other

If Legal Services Corporation legal problem category “Family” code 33, “Adult Guardian/Conservatorship” is used to identify cases, these must be in defense.

· Medicaid, Medicare – eligibility, termination, reduction,

· Medicare Savings Programs (Qualified Medicare Beneficiary, Specified Medicare beneficiary, Qualified Individual) eligibility, reduction, termination,

· Veterans Administration benefits disputes,

· Medigap disputes,

· retiree health eligibility and/or benefits disputes,

· private insurance disputes

· Health-Other

Legal Services Corporation legal problem categories and codes that best align are “Health” codes 51 through 53; 55, 57 and 59 (exclude 54 Home and Community Based Care and 56 Long Term Health Care Facilities).

· Landlord tenant –

· eviction,

· warranty of habitability,

· mobile home tenant issues,

· real property-

· foreclosure,

· real property-related predatory lending claims,

· mortgage issues

· Housing - Other

Legal Services Corporation legal problem categories and codes that best align are “Housing” codes 61 through 69.

· SSI and Social Security eligibility, termination, reduction, overpayments,

· pension disputes,

· unemployment insurance eligibility, termination or reduction,

· State and local income maintenance programs where available, including eligibility, terminations, and reductions, including state supplements to SSI and state-specific programs.

· Income – Other

Legal Services Corporation legal problem categories and codes that best align are “Income Maintenance” codes 71 through 79 (exclude code 73 Food Stamps).

· Nursing home admission, discharge, room change, visitor access, refusal of facility to re-admit a resident after a hospitalization or other leave of absence, other residents’ rights,

· Support for transitions from a nursing home to a community setting, or diversion from a nursing home to a community setting,

· Home and Community Based Services - level of care eligibility disputes, and/or amount, category and/or duration of benefits, reductions and terminations of such benefits. (Note Medicaid eligibility for home and community-based services should be recorded as a health care case).

· Long Term Care – Other

These categories are intended to describe the type of legal case presented by a client and do not refer to the setting in which the client resides.

Legal Services Corporation legal problem categories and codes that best align are “Health” codes 54, Home and Community Based Care and 56, Long Term Health Care Facilities.

· SNAP eligibility, benefits, reduction, or termination.

· Nutrition - Other

Legal Services Corporation legal problem categories and codes that best align are “Income Maintenance” code 73, Food Stamps.

· Medical and other debt collection, including repossession, bank account or wage garnishment, etc.,

· Fair Debt Collection Practices Act claims,

· Predatory lending (housing and non-housing-related),

· Unfair and deceptive sales or marketing claims,

· Disputes over loans,

· Asserting the rights and supporting the legal authority of grandparents raising grandchildren,

· Disability rights (ex: 504 or ADA claims),

· Other

· Utilities shutoffs,

· Utilities billing disputes,

· Utilities deposit disputes,

· Utility diversion disputes,

· Utilities reasonable accommodation matters,

· Utilities - Other

Legal Services Corporation legal problem categories and codes that best align are “Consumer/Finance” code 07, Public Utilities.

A meal provided to a qualified individual in a congregate or group setting. through a program that meets all of the criteria for payment using OAA funds (see OAA Title III-C):

· Served to an eligible individual, i.e. a person who is qualified to receive services under the OAA as defined in Title III; and

· Served to an eligible person who has NOT been means-tested for participation; and

· Compliant with the nutrition requirements; and

· Served by an eligible agency, i.e. has a grant or contract with a SUA or AAA; and

· Served to a person who has an opportunity to contribute toward the cost of the meal.

Meals served under Title III-E supplemental services may be included if all the above criteria are met. (Source: OAA)

A meal provided to a qualified individual in his/her place of residence through a program that meets all of the criteria for payment using OAA funds (see OAA Title III-C):

· Served to an eligible individual, i.e. a person who is qualified to receive services under the OAA as defined in Title III; and

· Served to an eligible person who has NOT been means-tested for participation; and

· Compliant with the nutrition requirements; and

· Served by an eligible agency, i.e. has a grant or contract with a SUA or AAA; and

· Served to a person who has an opportunity to contribute toward the cost of the meal.

Meals served under Title III-E supplemental services may be included if all the above criteria are met. (Source: OAA)

Cases are included if open at any time during the reporting period.

· SSBG is the Social Services Block Grant program administered by Administration for Children and Families (ACF)

· CSBG is the Community Services Block Grant program administered by Administration for Children and Families (ACF)

· USDA is the U.S. Department of Agriculture

· DOT is the U.S. Department of Transportation

Program income reported is that which has been expended during the reporting period.

This nutrition project/provider does not plan nor administer the home-delivered project (OAA Title IIIC-2 projects).

This nutrition project provider does not plan nor administer the congregate nutrition projects (OAA Title IIIC-1 projects).