Library: Policy

340:105-11-233. Office of the State Long-Term Care Ombudsman policies and procedures

Revised 9-15-17

Per the Older Americans Act of 1965, as Amended, the Office of the State Long-Term Care Ombudsman (Office) is established within the Oklahoma Department of Human Services (DHS) to carry out a statewide Long-Term Care Ombudsman Program (Program) under DHS direct supervision and administration.

(1) Office consists of the State Long-Term Care Ombudsman (Ombudsman) and program and support staff.

(2) Specific staffing requirements for each area Program are in accordance with DHS administrative and funding procedures.

(3) The area entity designated to provide ombudsman services must provide an adequate allocation of funds to operate the local program.Costs incurred include, but are not limited to:

(A) reimbursement of ombudsman supervisors' and ombudsman volunteers' travel costs, including travel to and from assigned facilities and required meetings;

(B) identification badges; and

(C) incidental costs related to trainings and meetings including awards and certificates.

(4) Designated area ombudsman staff representatives are organizationally-located within public or non-profit private entities.

(5) Selection of area ombudsman staff representatives is made by the director of the designated area ombudsman entity, with input and recommendations from state Ombudsman staff during the interview process, and subject to Ombudsman approval.

(A) For the purpose of review of qualifications, criminal background checks, and conflict of interest issues, the Office has access to applications, resumes, and other personnel information related to applicants and incumbents in area ombudsman staff positions.

(B) State Ombudsman staff is involved at the Ombudsman's discretion in applicant interviews for area ombudsman staff positions as members of an interviewing team.Upon conclusion of the interview process, there is opportunity for discussion and recommendations.

(C) Merit hiring standards are adhered to throughout the hiring process per Part 900 of Title 5 of the United States Code.

(D) Employment of area ombudsman staff is probationary pending the individual's satisfactory training completion.

(6) The Ombudsman investigates allegations of misconduct by Office representatives in the performance of Program duties and, as applicable, coordinates investigations with DHS, the agency hosting the local ombudsman entity, and/or the local ombudsman entity.

(7) The Ombudsman determines the use of the fiscal resources appropriated or otherwise available to operate the Office.The Ombudsman approves the allocations of federal and state funds provided to such entities, subject to applicable federal and state laws and policies.The Ombudsman determines Program budgets and expenditures and those local ombudsman entities are compliant with laws, policies, and procedures governing the Program.