PROVIDER RELATIONS
PROVIDER INFORMATIOn

The Area Agency on Aging 3 is proud to partner with local organizations to ensure a quality provider network is available to assist aging adults with services and supports to remain independent.

 

 

  • Adult Day Service

  • Assisted Living

  • Community Transition

  • Enhanced Community Living

  • Home Delivered Meals

  • Home Maintenance and Chore

  • Homemaker

  • Home Medical Equipment

  • Home Modification

  • Independent Living Assistance

  • Non-Emergency Medical Transportation

  • Non-Medical Transportation

  • Nutrition Consultation

  • Participant Directed Services (Personal Care Services or Choices Home Care Attendant Services)

  • Personal Care Service

  • Personal Emergency Response System

  • Social Work Counseling

  • Waiver Nursing

Opportunities for providers are available through both the Medicaid funded and Older Americans Act funded programs.

 

Additional details are available through the following links:

 

  • Provider Rules (Medicaid Funded, Older Americans Act Funded, Background checks)

  • Medicaid Funded Programs-PASSPORT and Assisted Living Waivers

  • Older Americans Act (Title III) Funded Programs

  • Billing

 

You can also contact our Compliance and Oversight Department at 419-222-7723 for additional information.

These services include:
 
PROVIDER rules
 

Please pay close attention if you are providing services under multiple funding sources. Although the rules for Medicaid Waiver and Older Americans Act programs often mirror one another, it’s not always the case. It is not recommended that rules be printed and copies maintained for use on a long-term basis as often rules are amended or created. We encourage you to utilize the links below for the most up to date version.

 

PASSPORT/Assisted Living Waiver

Please follow the steps below to view rules related to services under the PASSPORT and Assisted Living Waiver:

1. Click the link to the Ohio Department of Aging’s website HERE

2. Select 173-39 ODA Provider Certification (for use when providers serve individuals enrolled in waiver programs funded by Medicaid) 3. For program requirements, select requirements for providers to become, and to remain, certified and/or the specific service to view rules.

 

Older Americans Act (Title III) PROGRAMS

Please follow the steps below to view rules related to services under the Title III Care Coordination Program.

1. Click the link to the Ohio Department of Aging’s website HERE

2. Select 173-3 Older Americans Act (for use when providers serve individuals enrolled in programs not funded by Medicaid) 4. For program requirements, select requirements to include in every AAA-provider agreement and/or the specific service to view rules.

 

CRIMINAL RECORDS CHECK RULES

Rules with regards to Criminal Background Checks for Direct Care Workers under the PASSPORT and Older Americans Act programs can be found on the Ohio Department of Aging’s website by following the steps listed below:

1. Click on the following link: HERE

2. Select 173-9 Background Checks for Paid Direct-Care Positions

 

Background Check requirements for Assisted Living Facilities are outlined under the Ohio Administrative Code 3701-13 and regulated by the Ohio Department of Health.

 

Criminal Background Checks are required by both Medicaid funded and Older Americans Act funded programs. Per the Ohio Administrative Code, only background checks under reason codes 173.27, 173.38, 173.381, 3701.881, 5123.081, 5123.169 meet compliance for programs offered through the PASSPORT waiver and Older Americans Act programs.

Additionally, the return address listed on the results letter must reflect the provider’s business address to meet compliance.

– MEDICAID FUNDED PROGRAMS –

PASSPORT AND ASSISTED LIVING WAIVERS

 

INTERESTED IN BECOMING A PASSPORT/ASSISTED LIVING WAIVER PROGRAM PROVIDER?

Please follow the steps below to view rules related to services under the PASSPORT and Assisted Living Waiver:

1. Click the link to the Ohio Department of Aging’s website HERE

2. Select Certified Provider Requirements (for use when providers serve individuals enrolled in waiver programs funded by Medicaid)

3. For program requirements, select requirements for providers to become, and to remain, certified or the specific service to view rules.

 

Applications to become a Certified Provider for the PASSPORT or Assisted Living Waiver programs may be submitted at any time. Please apply through the Ohio Department of Aging’s Website Portal at the following link: https://aging.ohio.gov/wps/portal/gov/aging/agencies-and-service-providers/certification/

 

Once you’ve applied online and provided the required documentation, the Ohio Department of Aging will be in contact with the AAA in which your business/organization/residence is located and that AAA will be in contact to schedule a precertification review visit.

 

If you have questions regarding the certification process, the rules governing these programs, or are already an Ohio PASSPORT Waiver Provider and are looking to expand to Area Agency on Aging 3, please contact our Provider Relations Staff at 419-222-7723.

Participant Directed Services

 

Thank you for your interest in the Participant-Directed Services available through the PASSPORT Waiver Program.

 

Participant direction is a philosophy and practice where individuals have the right and the ability to assess their own needs, determine how and by whom those needs should be met, and evaluate the quality of the services they receive. Individuals can choose who will work for them, and schedule services according to their preferences.

 

If you know of an individual who is interested in the participant directed services, please encourage them to discuss the service with their PASSPORT Care Manager. If participant directed services are appropriate, a request for provider form will be completed by the Care Manager. You will need to submit this form with your application to the Ohio Department of Aging. In order to be considered for approval as a Participant Directed Provider, you may not be the individual’s spouse, parent, step-parent, legal guardian, power of attorney or authorized representative.

 

Unlike other Ohio Medicaid Waivers, PASSPORT does not currently maintain an active search engine/public database of Participant Directed Providers. If you are currently a provider for another Ohio Medicaid Waiver, you must complete the certification to become a provider for the PASSPORT waiver program. Once approved as a provider, if other participants are interested in directing their own care and request a referral, your contact information may be provided if you wish.

If you wish to pursue becoming an individual provider of PASSPORT services you will need to complete an on-line application with the Ohio Department of Aging and provide required documentation such as a Criminal Background Check completed through the Ohio Bureau of Criminal Investigation (BCI) as well as documentation of required licensure and/or trainings.

 

There two services available for certification under the Participant-Directed services. Please refer to the Ohio Administrative Code for the requirements of all Participant-directed providers (OAC 173-39-02) and the specific service which you are interested in.

 

1. Choices Home Care Attendant OAC 173-39-02.4

This type of provider will furnish specific activities to support the needs of an individual.

 

Examples of services which can be reimbursed under this service category are:

 

  • Personal assistance with Activities of Daily Living (ADLs) and Instrumental Activities of Daily Living (IADLs)

  • General household assistance

  • Heavy household chores

  • Money management/Independent Living Assistance

  • Errands such as grocery shopping and prescription pickup

  • Escort and transportation

 

To become an approved provider, you must meet the following requirements:

 

A. Be 18 years of age and have a valid state issued identification card (i.e. license)

B. Have training in 5 state-identified core competencies. There are online programs available to complete these trainings. Resources are listed on the provider application on the Ohio Department of Aging’s website.

C. Complete an annual requirement of 8 continuing education hours.

 

Pay rate: Must meet Ohio Minimum Wage requirement, is negotiated between the provider, the individual, who is the employer of record, and the agency.

2. Consumer-Directed Personal Care Provider OAC 173-39-02.11

This type of provider will furnish personal care services and homemaking tasks appropriate to an individual’s needs. Education requirements apply. Examples of services which can be reimbursed under this service category are:

 

Furnishes personal care services and homemaking tasks appropriate to individual’s needs

  • Personal assistance with ADLs and IADLs

  • Meal prep

  • Housekeeping chores

  • Respite

To become an approved Consumer-Directed Personal Care provider, you must meet one of the following qualifications:

 

A. Be a certified active STNA (State Trained Nurses Aide) in the State of Ohio

B. Has completed an ODA-Approved home health aide training program

C. Has successfully completed an apprenticeship in home health, health, or related subject approved by the US Dept of Labor.

D. Complete an annual requirement of 12 continuing education hours.

 

Pay rate: Maximum of $12.52 per hour before withholdings, is negotiated between the provider, the individual, who in this case, would be the employer of record, and the agency.

 

The State of Ohio contracts with a financial management company, Public Partnerships LLC (PPL), to process payroll and deduct required withholdings (income tax, social security tax, etc).

 

Please note, a provider cannot be guaranteed a set number of hours. Hours are dependent only on the amount of care in which the individual has been identified to need per the Utilization Management Tool completed by the PASSPORT Care Manager. PASSPORT will not authorize additional hours to ensure providers receive a certain number of service hours.

 

If you are interested in becoming a provider for the individual click here to begin your application: https://aging.ohio.gov/wps/portal/gov/aging/agencies-and-service-providers/certification/individual-provider-choices-home-care-attendant-1

 

Under Individual Providers, select the service you are applying for either Choices Home Care Attendant or Consumer Directed Personal Care Provider and complete the on-line application.

Please remember that a Provider cannot be the spouse, parent, step-parent, power of attorney, legal guardian or authorized representative of the individual being served.

 

If you have questions regarding the certification process, please contact Area Agency on Aging 3 Provider Relations Staff at 419-222-7723.

OLDER AMERICANS ACT (TITLE III) FUNDED PROGRAMS

 

INTERESTED IN BECOMING A PROVIDER FOR THE OLDER AMERICANS ACT (TITLE III) PROGRAMS?

Older Americans Act (Title III) PROGRAMS

Please follow the steps below to view rules related to services under the Title III Care Coordination Program.

 

1. Click the link to the Ohio Department of Aging’s website HERE

2. Select 173-3 Older Americans Act (for use when providers serve individuals enrolled in programs not funded by Medicaid)

3. For program requirements, select requirements to include in every AAA-provider agreement or the specific service to view rules.

Applications to become a Provider of Older Americans Act (Title III) funded programs are completed through a Request for Proposal submitted to the Area Agency on Aging 3 and are completed on an annual and/or bi-annual basis depending on the service. Notice of available Requests for proposal are advertised through legal notice in local newspapers as well as publicized on the AAA3 website.

 

Please check back regularly for available opportunities.

Completed Requests for Proposals are reviewed with the Agency Needs Assessment Committee, Advisory Board and Board of Directors for final award.

 

Dining to Improve Socialization and Health (DISH)

 

Area Agency on Aging 3 partners with local restaurants in our seven-county region to provide a congregate dining project locally referred to as DISH. The purpose of the DISH program is to provide individuals 60 years and older a nutritious meal and an opportunity for socialization by visiting participating restaurants and purchasing their meal through the program. To find out more about your restaurant participating in the program please contact us at 419-222-7723.

BILLING & Email
 

DIRECT DATA ENTRY (DDE) BILLING INFORMATION

 

The Ohio Department of Aging (ODA) has developed a new ONLINE electronic billing process. The Direct Data Entry System (DDE) enables providers to electronically transmit bills and receive correspondence via the Internet. In order to utilize this new data transmission process, your organization will need a computer system with Internet access (preferably high speed).

 

This system provides the following ONLINE benefits:

1) Ability to track bills

2) Remittance Advice accessibility

3) Will not need to submit hard copy paperwork (i.e. coversheet; invoice entry printout)

4) Simpler billing process

 

A manual and computer based training (CBT) videos have been developed and made available on this website. Once you have read the manual click here and/or viewed the videos, email Claims@psa3.org This e-mail address is being protected from spambots. You need JavaScript enabled to view it to request your User Name, password, and access to the area. Disclaimer: This software is to be used for Billing Purposes ONLY by contracted PASSPORT, Assisted Living, and Title III Providers. Other use can lead to legal ramifications.

 

PART 1 - Introduction: Password & Login

PART 2 - Invoice Entry

PART 3 - Invoice Views

PART 4 – Reports

 

 

BILLING INFORMATION

 

Billing and verification information can be found on the Ohio Department of Aging's website here.  https://aging.ohio.gov/wps/portal/gov/aging/agencies-and-service-providers/billing-and-verification/

 

Please contact our Claims Processing Specialist with regards to any questions specific to the following systems, unless you were directly contacted and instructed to do otherwise. Claims Processing Specialist Area Agency on Aging 3

Phone: 567-940-9746

Accessing AAA3 Secure Email

Incoming emails are sent through the AAA3 secure system know as Zix.

With the first message you receive you will need to create a password. You will continue to use the same password for any future messages

Once logged in, the system will allow you to complete the same actions as any other e-mail platform. You may reply, forward or compose messages. You may also view received messages for 30 days after the date the message was sent.

You also have the ability to email secure information to AAA3 staff directly through the following address: https://web1.zixmail.net

Once logged in, you can compose new messages or access messages received in the past 30 days from your Inbox.

Click the Secure Email Guide button to view or download the step-by-step

PDF instructions to use the secure email system.

1-800-653-7723
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