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Advisory Council to Area Agency on Aging

On Site Programs Monitoring

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To provide staff and advisory council members with the opportunity to review contract performance and to learn more about the Area Agency on Aging funded services. To provide contractors the opportunity to discuss their programs including successes and challenges.


Staff will take the lead at the site visit; this includes directing the review of the paperwork that has been sent to you for the monitoring, keeping the monitoring on track as well as on schedule. Advisory council members are encouraged to ask questions related to the agency, programs and services. While general fiscal questions may be addressed, a separate fiscal monitoring will be conducted by fiscal staff.

Written Report

Following the monitoring, a draft of the written report will be emailed or mailed to you for your review. Any changes you would like to be considered for inclusion in the report, please email or discuss with staff.

Reminders for advisory council members

If you are unable to attend a monitoring you signed up for and can find another advisory council member to take your place at the monitoring, please do. Notify Tracy Repp at (707) 565-5982 or Lori Holaday at (707) 565-5984 of the change. If you have already received the written information from the monitoring please provide that information to your alternate.

If at the last minute you are unable to attend, contact Allegra Wilson at (707) 565-5950.

The monitoring information will be sent to you one week prior to the monitoring. Please review the documentation prior to the monitoring. You will have an opportunity at the monitoring to ask questions related to the documentation.

Monitoring information includes

Monitoring questionnaire completed by the agency for the specific AAA funded program

Attachments which include:

  • Organizational charts as applicable:
    • agency
    • Program specific
  • Client satisfaction survey
  • Summary of results of most recent client satisfaction survey completed
  • Client grievance procedure
  • Current roster of Board of Directors
  • Line item agency budget for Fiscal Year 2006-2007.

Contract Performance measures and performance as of first quarter.

Case Management (Linkages and Community Based) 

The Case Management program provides assistance to frail seniors (Age 60+) who may no longer be able to manage daily living tasks by helping them maintain their optimum level of functioning in the least restrictive setting possible. Seniors may have emotional, mental, social, physical, and nutritional needs that would not be met without assistance. Care plans are developed to address the senior’s specific needs, including financial assistance, homecare, nutrition, transportation, socialization, and mental health.


Health Insurance Counseling and Advocacy Program (HICAP) 

Sonoma County’s Health Insurance Counseling and Advocacy Program (HICAP) provides personalized counseling, community education and outreach events for Medicare beneficiaries. Sonoma County administers HICAP for three other designated Area Agencies including Napa/Solano, Marin and Lake/Mendocino. As a result, California Department of Aging, makes all HICAP fund for the coordinated region in one allocation. HICAP is the primary local source for accurate and objective information and assistance with Medicare benefits, prescription drug plans and health plans.


Sonoma HICAP is part of a national network of State Health Insurance and Assistance Programs (SHIP). SHIP is a Federal grant program that helps States enhance and support a network of local programs, staff, and volunteers. Local programs are charged with directly helping beneficiaries to understand how to use their Medicare benefits including Prescription Drug Plan coverage, Medicare Advantage plans, Medicare supplemental policies, Medicare Savings Programs, and long term care insurance. The Centers for Medicare and Medicaid (CMS) administers the SHIP grant programs nationally.

HICAP provides free community education and unbiased confidential individual counseling statewide. HICAP Counselors are trained to assist you with choosing and/or enrolling in Prescription Drug Plans and Medicare Health Plans, filing original Medicare and private insurance claims and/or preparing Medicare appeals. If you are considering purchasing long-term care insurance or Medicare supplement insurance, HICAP Counselors can help you compare policies and explain what services each policy provides.


Health Promotion 

Health promotion activities promote the prevention of disease and healthy aging. Evidence based programs involving activities such as health screening, physical fitness, and therapy, to assist older individuals to improve or maintain physical health and secure necessary medical, preventive health, or health maintenance services are included in this program. Health screening, therapy, and hospice must be provided by a licensed health professional or by a paraprofessional supervised by a licensed health professional. Services cannot be eligible for funding by any other source. Medication Management is also included in the health promotion category. This program provides medication management screening and education to individuals over the age of 60 who are identified as having impairments in their ability to effectively manage their medication and/or their medication plan.


Legal Assistance 

The Legal Assistance Program provides seniors (age 60+) with legal assistance and advice as requested by participants. Types of issues addressed by the program include restraining orders, eviction, Social Security, Medi-Cal and Medicare, housing, wills, durable power of attorney, consumer fraud, elder abuse, and real estate matters.

The Ombudsman Program 

The Ombudsman Program will investigate and resolve complaints made by or on behalf of long-term care residents in Sonoma County. Under the direction of the Contractor’s Director or Volunteer Coordinator, staff and volunteer ombudsmen visit long-term care facilities. The Ombudsman investigates all complaints, including elder abuse allegations in long-term care facilities. Contractor staff and volunteers will provide consumer information regarding long-term care facilities and community education on long-term care issues and laws affecting seniors residing in long-term care facilities.


The Transportation Services program is a community based volunteer driver program that uses appropriately screened and trained drivers. The program provides transportation to medical and social appointments to people age 60 and older in Sonoma County who have no other viable transportation option. Participants are a cross section of socioeconomic levels and varied physical and mental abilities, with the majority of riders being seniors who have outlived their ability to drive.

Thank you for participating in the monitoring process.