340:105-10-72. Congregate meals project staffing requirements
(a) Policy. Each congregate meals project maintains sufficient staff to carry out the required service activities.
(b) Authority. The authority for this Section is Section 1321.11 of Title 45 of the Code of Federal Regulations.
(c) Procedures. The congregate meals project complies with guidelines in (1) through (4) of this subsection.
(1) A full-time director is employed who is empowered with authority to conduct the project’s daily management and administrative functions;
(2) The project obtains nutrition consultation services from a licensed registered dietitian (RD) as either an employee or independent consultant, unless provided by the Area Agency on Aging (AAA) or through a statewide contract.
(A) A paid caterer or certified dietary manager is not acceptable in this position. If obtaining the services of a licensed RD consultant exceeds three months, the nutrition project or AAA:
(i) provides documentation of hiring efforts in the form of newspaper advertisements and job announcements to Community Living, Aging and Protective Services (CAP);
(ii) requests in writing a temporary waiver for an additional time period, not to exceed three months; and
(iii) submits a revised budget reflecting the reallocation of funds not used while the position was vacant.
(B) AAA notifies CAP contract monitor(s) within 72 hours following the loss of RD services by project or AAA.
(C) The state RD is contacted to approve menu substitutions in the absence of an RD.
(D) The RD verifies by signature on the Dietary Consultant's Report performance of required consultation activities, including: • 1
(i) limiting site visits to one per day per RD;
(ii) visiting each site at least every other month for a minimum total of six site visits per year;
(iii) monitoring food service, including food temperature and portion measurement, and assessing food quality and adherence to contract specifications;
(iv) training staff and volunteers in areas of food service management, nutrition, food safety, and sanitation;
(v) assessing participant satisfaction and preferences;
(vi) reviewing menu and commodity utilization;
(vii) approving and coordinating monthly nutrition education programs;
(viii) monitoring perpetual inventory;
(ix) documenting site recommendations for improvement;
(x) documenting on the site visit date the number of:
(II) meals prepared;
(III) meals served;
(IV) full meals leftover; and
(V) menu substitutions; and
(xi) providing nutrition counseling for participants whose total nutrition score on the Title III Program Registration form is six or more.
(I) Counseling for congregate meals participants is provided with the participant's approval, and may be provided for home delivered meals participants where feasible.
(II) Counseling may be provided upon participant request where feasible. • 2
(3) A nutrition project consultation is provided at least quarterly that includes:
(A) assessing food preferences;
(B) preparing menus and documenting nutrition analysis to meet one third recommended dietary allowance for each meal.
(4) Determine appropriate staffing patterns for each meal site in the project service area. AAAs are the final authority on appropriate staffing patterns in the Title III projects.
(d) Cross references. See Oklahoma Administrative Code 340:105-10-50.1(a)(4) and (7), 340:105-10-51, 340:105-10-68 through 340:105-10-71, 340:105-10-73 through 340:105-10-80, and 340:105-10-86.
1. The registered dietitian (RD) consultant submits Dietary Consultant's Report to the project director or Area Agency on Aging director, as appropriate, for approval. The signed Dietary Consultant's Report is submitted monthly to Community Living, Aging and Protective Services.
2. The nutrition project provides the RD, at minimum, a quarterly report of participants whose nutrition score is six or more. The RD documents individual consultation, mailing of educational materials, or denial of consultation on the Dietary Consultant's Report or as an attachment.
3. Nutrition counseling units may be reported for partial hours to two decimal places, for example 0.25 hours for 15 minutes. Nutrition counseling is a standardized service defined by the Academy of Nutrition & Dietetics providing individualized guidance to caregivers or project participants at nutritional risk because of their health or nutrition history, dietary intake, chronic illness, or medication use. The RD provides one-on-one counseling and addresses the options and methods for improving nutrition status with a measurable goal.