COMMENT DUE DATE:
January 2, 2008
DATE:
December 13, 2007
Glen Gerber FOD (405) 522-1602
Dena Thayer PMU Manager (405) 521-4326
Pat McCracken PMU Specialist (405) 522-1017
RE:
APA WF 07-25
The proposed policy is Permanent . This proposal will go to the Commission meeting on
CHAPTER 115. OFFICE OF FIELD OPERATIONS DIVISION
Subchapter 1. General Provisions
Part 1. General Provisions
OAC 340:115-1-1 [AMENDED]
OAC 340:115-1-3 [AMENDED]
OAC 340:115-1-4 through 340:115-1-6 [REVOKED]
Part 3. Voter Registration
OAC 340:115-1-21 through 340:115-1-22 [AMENDED]
OAC 340:115-1-23 [REVOKED]
OAC 340:115-1-24 [AMENDED]
OAC 340:115-1-25 through 340:115-1-26 [REVOKED]
OAC 340:115-1-27 [AMENDED]
Subchapter 3. Administrative Responsibilities [REVOKED]
OAC 340:115-3-2 through 340:115-3-3 [REVOKED]
Subchapter 5. Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS)
OAC 340:115-5-1 [AMENDED]
OAC 340:115-5-2 [REVOKED]
OAC 340:115-5-3 [AMENDED]
SUMMARY:The proposed revisions to Subchapters 1, 3 and 5of Chapter115amend the rules to: (1) reflect current terms and definitions used throughout Field Operations Division (FOD) rules; (2) reflect current practices and procedures for Oklahoma voter registration; (3) reflect current practices and procedures of Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS); (4) include school-based services as a program administrated by FOD; and (5) revoke language that is provided through other rule cites.
340:115-1-1, 115-1-21, 115-1-22, and 115-5-1 are amended to reflect current terms used throughout FOD rules.
340:115-1-3 is amended toreflect current terms used throughout FOD rules and include school-based services as a program administered by FOD.
340:115-1-4, 115-1-5, 115-1-6, 115-1-23, 115-1-25, 115-1-26, 115-3-2, 115-3-3, and 115-5-2 are revoked as most information is provided through other rules cites and methods.
340:115-1-24 is amended to clarify Oklahoma voter registration procedures.
340:115-1-27 is amended to include a reference to the legal base for offering persons applying for and receiving benefits or services provided by OKDHS the opportunity to register to vote and criminal penalties for improper voter registration.
340:115-5-3 is amended to reflect current terms used throughout FOD rules and to reflect current practices and procedures for the administration of AIDS information services.
PERMANENT APPROVAL:Permanent rulemaking approval is requested.
LEGAL AUTHORITY:Commission for Human Services, Article XXV, Sections 2, 3, and 4 of the Oklahoma Constitution; and National Voter Registration Act of 1993 [Public Law 103-31].
To:Dena Thayer, Programs Administrator
Policy Management Unit
From:Larry Johnson, Director
Field Operations Division
Date:November 1, 2007
Re:APA WF 07-25
CHAPTER 115. OFFICE OF FIELD OPERATIONS DIVISION
Subchapter 1. General Provisions
Part 1. General Provisions
OAC 340:115-1-1 [AMENDED]
OAC 340:115-1-3 [AMENDED]
OAC 340:115-1-4 through 340:115-1-6 [REVOKED]
Part 3. Voter Registration
OAC 340:115-1-21 through 340:115-1-22 [AMENDED]
OAC 340:115-1-23 [REVOKED]
OAC 340:115-1-24 [AMENDED]
OAC 340:115-1-25 through 340:115-1-26 [REVOKED]
OAC 340:115-1-27 [AMENDED]
Subchapter 3. Administrative Responsibilities [REVOKED]
OAC 340:115-3-2 through 340:115-3-3 [REVOKED]
Subchapter 5. Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS)
OAC 340:115-5-1 [AMENDED]
OAC 340:115-5-2 [REVOKED]
OAC 340:115-5-3 [AMENDED]
Contact:Cindy Halpern, 405-522-1595
A.Brief description of the purpose of the proposed rule:
Purpose.The proposed revisions to Subchapters 1, 3 and 5of Chapter 115 amend the rules to:(1) reflect current terms used throughout Field Operations Division (FOD) rules; (2) reflect current practices and procedures for Oklahoma voter registration; (3) reflect current practices and procedures of Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS); (4) include school-based services as a program administrated by FOD; and (5) revoke language that is provided through other rule cites.
Strategic Plan impact.The proposed rules achieve Oklahoma Department of Human Services (OKDHS) goals by helping individuals and families in need help themselves lead safer, healthier, more independent and productive lives.
Substantive changes.
340:115-1-1, 115-1-21, 115-1-22, and 115-5-1 are amended to reflect current terms used throughout FOD rules.
340:115-1-3 is amended toreflect current terms used throughout FOD rules and include school-based services as a program administered by FOD.
340:115-1-4, 115-1-5, 115-1-6, 115-1-23, 115-1-25, 115-1-26, 115-3-2, 115-3-3, 115-5-2 are revoked as most information is provided through other rules cites and methods.
340:115-1-21 and 115-1-22 are amended to reflect current terms used throughout FOD rules.
340:115-1-24 is amended to clarify Oklahoma voter registration procedures.
340:115-1-27 is amended to include a reference to the legal base for offering persons applying for and receiving benefits or services provided by OKDHS the opportunity to register to vote and criminal penalties for improper voter registration.
340:115-5-3 is amended to reflect current terms used throughout FOD rules and to reflect current practices and procedures for the administration of AIDS information services.
Reasons.The proposed revisionsare to improve the quality and consistency of services provided by Field Operations Division.
Repercussions. No repercussions are anticipated.
Legal authority. The National Voter Registration Act of 1993 [Public Law 103-31] requires state agencies that provide public assistance such as SoonerCare (Medicaid), Temporary Assistance for Needy Families, Food Stamp Program, or state-funded programs primarily engaged in providing services to persons with disabilities to offer voter registration services.
Permanent approval is requested as OKDHS finds compelling public interest to improve the quality and consistency of services provided by Field Operations Division.
B.A description of the classes of persons who most likely will be affected by the proposed rule, including classes that will bear the costs of the proposed rule, and any information on cost impacts received by the Agency from any private or public entities: The classes of persons most likely to be affected by the proposed rules are persons applying for and receiving benefits or services and FOD staff as the result of enhanced guidance in the delivery of services. The affected class of persons will bear no costs associated with implementation of the rules.No cost impacts are expected from any private or public entities.
C.A description of the classes of persons who will benefit from the proposed rule: The classes of persons who will benefit arepersons applying for and receiving benefits or services and FOD staff as the result of enhanced guidance in the delivery of services.
D.A description of the probable economic impact of the proposed rule upon the affected classes of persons or political subdivisions, including a listing of all fee changes and, whenever possible, a separate justification for each: The revised rules do not have an economic impact on the affected entities. There are no fee changes associated with the revised rules.
E.The probable costs and benefits to the Agency and to any other agency of the implementation and enforcement of the proposed rule, the source of revenue to be used for implementation and enforcement of the proposed rule and any anticipated effect on state revenues, including a projected net loss or gain in such revenues if it can be projected by the Agency: The probable cost to OKDHS includes the cost of printing and distributing the rules, which is estimated to be less than $20. The revised rules will result in enhanced delivery of services to families.
F.A determination whether implementation of the proposed rule will have an impact on any political subdivisions or require their cooperation in implementing or enforcing the rule: The proposed rules do not have an economic impact on any political subdivision, nor will the cooperation of any political subdivisions be required in implementation or enforcement of the rules.
G.A determination whether implementation of the proposed rule will have an adverse economic effect on small business as provided by the Oklahoma Small Business Regulatory Flexibility Act: There are no anticipated adverse effects on small business as provided by the Oklahoma Small Business Regulatory Flexibility Act.
H.An explanation of the measures the Agency has taken to minimize compliance costs and a determination whether there are less costly or non-regulatory methods or less intrusive methods for achieving the purpose of the proposed rule: There are no less costly or nonregulatory methods or less intrusive methods for implementing the proposed rules.
I.A determination of the effect of the proposed rule on the public health, safety, and environment and, if the proposed rule is designed to reduce significant risks to the public health, safety, and environment, an explanation of the nature of the risk and to what extent the proposed rule will reduce the risk: Implementation of the proposed rules will bring the rules into compliance with current practices and procedures, which will have a positive impact on the health, safety, and well-being of FOD staff and the families they serve.
J.A determination of any detrimental effect on the public health, safety, and environment if the proposed rule is not implemented: If the proposed rules are not implemented, services to Oklahomans and FOD staff will be hindered due to conflicting rules, practices and procedures.
K.The date the rule impact statement was prepared and, if modified, the date modified: Prepared June 13, 2007.Modified 11-1-07.
CHAPTER 115. OFFICE OF FIELD OPERATIONS DIVISION
SUBCHAPTER 1.GENERAL PROVISIONS
PART I. GENERAL PROVISIONS
340:115-1-1. Purpose
Revised 7-1-00 6-1-08
The purpose of the Office of Field Operations Division (FOD) is to provide the overall administration and resource management for service delivery to individuals and families throughout the state.
340:115-1-3. Structure of the Office of Field Operations Division (OFO)
Revised 7-1-00 6-1-08
(a) Structure.OFO The Field Operations Division (FOD) is comprised of:
(1) OFO state office FOD State Office staff;
(2) six area offices; and
(3) all county offices human services centers.
(b) Function.The primary function of OFO FOD is to ensure local service delivery for the programs for which it is administratively responsible.
(1) Service delivery.For purposes of service administration, DHS the Oklahoma Department of Human Services (OKDHS) has divided the state into geographic areas.There is an area director assigned to each area.There is at least one local office human services (HSC) in each county.Metropolitan areas may have more than one office HSC.A county director is responsible for each office HSC and has line authority for FOD staff in that office HSC.The county director reports to the area director who reports to the associate director for OFO FOD director.Each area office has field liaisons who provide technical support to the area director and county directors.OFO FOD staff in county offices administer local HSCs administers:
(A) Family Support Services;
(B) Children and Family Services;
(C) Adult Protective Services;
(D) Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services; and
(E) Voter Registration.; and
(F) School-based Services.
(2) Administration responsibilities.Responsibilities of OFO staff are given in (A) through (D) of this subsection.
(A) State office Office. OFO state office FOD State Office staff are is responsible for ensuring all components of local offices HSCs function smoothly as they facilitate the delivery of OKDHS programs and services.
(B) Associate FOD director.The associate director for OFO FOD director:
(i) directs the implementation of Agency OKDHS programs through the area directors.The associate director;
(ii) acquires, administers, and allocates resources to support office HSC activities; and
(iii) provides the OKDHS Director with analyses of budget, personnel, and other resources needed to support operations of DHS offices OKDHS HSCs.
(C) Area directors.Area directors:
(i) provide supervision, support, and leadership to county directors and area staff.Area directors;
(ii) advocate for the field and;
(iii) ensure resources are distributed equitably among local offices.They HSCs; and
(iv) are responsible for program direction to ensure programs are operated in accordance with rules and client outcomes are achieved.
(D) County directors.County directors have responsibility and are:
(i) responsible and have authority for the function and operation of the county office HSC.County directors have administrative accountability of other program staff including coordination of management activities and problem resolution.Primary responsibilities Responsibilities include:
(i)(I) advocating for staff and clients;
(ii)(II) coordinating all personnel activities;
(iii)(III) supervising, directing, and training of all programs;
(iv)(IV)developing and maintaining positive and productive relationships with all levels of OKDHS personnel and the community; and
(v)(V) developing and maintaining resources and procedures to ensure a smooth flow of activities in a safe environment.; and
(ii) administratively accountable for other program staff including coordination of management activities and problem resolution.
340:115-1-4. County office operations [REVOKED]
Revised 7-1-00 Revoked 6-1-08
County directors and other Office of Field Operations (OFO) staff are responsible for resource development and mobilization to fill service gaps and increase client service and family self-sufficiency at the local level.County directors and other OFO staff participate in community service councils or other organizations to help meet client and family needs and eliminate service delivery confusion and duplication with other agencies and organizations in the community.County directors are the chief DHS spokespersons in the county and, as such, are responsible for achieving and maintaining a good public relations image for the Department of Human Services and all of its programs.County directors regularly make presentations to service organizations and community groups regarding DHS programs and develop and maintain open and clear communication with local media.¢ 1News releases and public service announcements are made by or through the county director in each county and they respond to requests for public information made by the media, legislators, other agencies, or citizens.
INSTRUCTIONS TO STAFF 340:115-1-4
1.Chamber of Commerce dues are paid by the Agency to provide an avenue for county directors to participate in community activities.
340:115-1-5. Client advocacy [REVOKED]
Revised 7-1-00 Revoked 6-1-08
The client is the focal point of all DHS services at the county level.Due to the large number of programs administered by DHS in the county, it is possible for clients to be overwhelmed and confused when applying for services.County directors are responsible for ensuring clients receive services for which they are eligible and are treated with fairness and respect.County directors ensure client complaints are addressed and resolved.
340:115-1-6. Non-discrimination [REVOKED]
Revised 7-1-00 Revoked 6-1-08
County directors ensure county policies and activities are non-discriminatory.They have specific responsibilities related to non-discrimination of DHS programs including posting non-discrimination posters, training staff, reporting allegations, and monitoring compliance.
PART 3. VOTER REGISTRATION
340:115-1-21. Purpose
Issued 7-1-00 Revised 6-1-08
The purpose of this Part is to provide rules for voter registration as effective January 1, 1995, the Oklahoma Department of Human Services is a designated voter registration agency.
340:115-1-22. Legal authority
Revised 7-1-00 6-1-08
The National Voter Registration Act of 1993 [Public Law 103-31] requires state agencies that provide public assistance such as the Medical Assistance Program SoonerCare (Medicaid), Temporary Assistance for Needy Families, Food Stamp Program, or state-funded programs primarily engaged in providing services to persons with disabilities to offer voter registration services.The legal authority is Public Law 103 and Senate Bill 770 of 1994.¢ 1
INSTRUCTIONS TO STAFF 340:115-1-22
1.Oklahoma Department of Human Services (OKDHS):
(1) distributes theOklahoma Voter Registration Application and Oklahoma Voter Registration Statement;
(2) accepts completed Oklahoma Voter Registration Application forms for transmittal to the State Election Board; and
(3) stores Oklahoma Voter Registration Statements.
340:115-1-23. Voter registration services [REVOKED]
Revised 7-1-00 Revoked 6-1-08
(a) Services offered by DHS offices include:
(1) distributing theOklahoma Voter Registration Application Form and the Oklahoma Voter Registration Statement;
(2) accepting completed Oklahoma Voter Registration Application Forms for transmittal to the State Election Board; and
(3) storing Oklahoma Voter Registration Statements.¢ 1
(b) DHS employees are prohibited from:
(1) seeking to influence anindividual's political preference or party registration;
(2) displaying any political preference or party allegiance;
(3) making any statement to an individual or taking any action to discourage the individual from registering to vote; and
(4) making any statement or taking any action that leaves the impression that an individual'sdecision whether to register has any bearing on the availability of program services or benefits.
INSTRUCTIONS TO STAFF 340:115-1-23
1.If a face-to-face interview is not conducted, the Oklahoma Voter Registration Application Form, must be mailed to the individual or a face-to-face offer made. The individual's name and date the form was mailed are entered on the Oklahoma Voter Registration Statement and routed with the other statements to Central Files.
340:115-1-24. Forms used in providing voter registration services
Revised 7-1-00 6-1-08
With every application, reapplication, recertification for benefits, or any time a change of address is reported, local offices must provide human services center (HSC) staff provides the applicant or recipient with the Oklahoma Voter Registration Statement and the Oklahoma Voter Registration Application Form.¢ 1All voter registration materials are kept confidential.
(1) Oklahoma Voter Registration Statement.The Oklahoma Voter Registration Statement contains boxes for the client to indicate whether or not he or she wishes to register to vote.The client When an applicant or recipient:
(A) chooses to register to vote, the person must sign and return the Oklahoma Voter Registration Statement to the local office. HSC; or¢ 2
(B) These forms must be retained by the Agency for 24 months.If the client does not check either box on the form complete the Oklahoma Voter Registration Statement, it is presumed the client person does not wish to register.Failure by the Agency to retain the Oklahoma Voter Registration Statements may result in penalties or litigation.
(2) Oklahoma Voter Registration Application Form.
(A) If the client checks the box on the When an applicant or recipient submits a Oklahoma Voter Registration Statement indicating that he or she wishes to register to vote, the client must be person is provided with the an Oklahoma Voter Registration Application Form.
(B) The local office must offer HSC staff offers the same degree of assistance in completing the Oklahoma Voter Registration Application Form as it offers in completing OKDHS application forms, unless the client person refuses such assistance.Completed Oklahoma Voter Registration Application Forms must be transmitted to the State Election Board as indicated in OAC 340:115-1-26.¢ 1 – 43
INSTRUCTIONS TO STAFF 340:115-1-24
1.If a face-to-face interview is not conducted, the Oklahoma Voter Registration Application must be mailed to the person.The person's name and date the form was mailed are entered on the Oklahoma Voter Registration Statement and routed to Support Services Division (SSD) Departmental Services Unit (DSU) Records Management Section.
2.The Oklahoma Voter Registration Statement must be retained by the Oklahoma Department of Human Services (OKDHS) for 24 months.Failure to retain the Oklahoma Voter Registration Statement may result in penalties or litigation.
13.(a) The State Election Board provides the Oklahoma Voter Registration Application Forms forms. THESE FORMS ARE NOT TO BE PHOTOCOPIED.Forms may be ordered through the normal acquisition process.
2. (1) Each local office human services center (HSC) develops procedures to ensure voter registration is offered.Additional forms may be provided for other household members.
3. (2) The Oklahoma Voter Registration Application Form is date stamped when collected in the office HSC and when mailed out.
4. (3) If a client person refuses to sign the Oklahoma Voter Registration Statement, the refusal is noted on the form with the client’s person's name and date of refusal.
(b) The completed Oklahoma Voter Registration Application forms are sent directly to the State Election Board at the close of business every Friday or the last working day of each week.This weekly mailing satisfies the transmittal time requirements.
(c) The State Election Board provides pre-addressed, postage-paid envelopes to Oklahoma Department of Human Services (OKDHS) for the transmittal of Oklahoma Voter Registration Application forms.
340:115-1-25. Confidentiality of voter registration forms [REVOKED]
Revised 7-1-00 Revoked 6-1-08
All voter registration materials are kept confidential.
340:115-1-26. Transmittal deadlines for voter registration services [REVOKED]
Revised 7-1-00 Revoked 6-1-08
(a) Oklahoma Voter Registration Application Forms are sent directly to the State Election Board at the close of business every Friday or the last working day of each week.This weekly mailing satisfies the transmittal time requirements.
(b) The State Election Board provides pre-addressed, postage-paid envelopes to DHS for the transmittal of Oklahoma Voter Registration Application Forms.
340:115-1-27. Criminal penalties
Revised 7-1-00 6-1-08
Anyone who knowingly and willfully intimidates, threatens, coerces, or attempts to intimidate, threaten, or coerce any person for registering to vote, or assisting anyone to vote, or for exercising his or her right under the law, or knowingly and willfully deprives, defrauds or attempts to deprive or defraud the State of Oklahoma of a fair and impartial election process may be fined or imprisoned not less than five years or both.
(a) The Oklahoma Department of Human Services (OKDHS) offers persons applying for and receiving benefits or services provided by OKDHS the opportunity to register to vote in compliance with the:
(1) National Voter Registration Act of 1993; and
(2) Procedure for Voter Registration issued by the Oklahoma Secretary of the State Election Board.
(b) Criminal penalties for improper voter registration are included in:
(1) Section 1973gg-10 of Title 42 of the United States Code (U.S.C.); and
(2) the cautions portion of the State Election Board's Procedure for Voter Registration.¢ 1
INSTRUCTIONS TO STAFF 340:115-1-27
Issued 6-1-08
1.Refer to the Procedure for Voter Registration card issued by the Oklahoma Secretary of the State Election Board regarding:
(1) criminal penalties for violations of the voter registration law; and
(2) actions and statements that may not be made to persons registering to vote.
SUBCHAPTER 3. ADMINISTRATIVE RESPONSIBILITIES [REVOKED]
340:115-3-2. Personnel functions [REVOKED]
Revised 7-1-00 Revoked 6-1-08
(a) Recruitment and hiring.Office of Field Operations (OFO), in conjunction with the Human Resources Management Division (HRMD), is responsible for recruiting new employees for field positions.¢ 1County directors are responsible for external recruitment and advertising for job applicants.County directors give a brief description of the position job duties and responsibilities, explaining the Department's benefits and compensation package, and completing necessary forms related to applicants for employment.County directors ensure applicants are advised of Oklahoma Merit System procedures and hiring processes, and for DHS compliance with equal employment opportunity and non-discrimination policy and procedures. OFO and HRMD process all requests to fill approved vacancies in the county.County directors complete and sign Form P-31, Position Requisition, and any other forms related to personnel transactions in the county office.County directors are the primary contact persons in the county regarding personnel issues and related documents.
(b) Affirmative action.County directors are the designated affirmative action officers and this responsibility cannot be delegated.County directors adhere to the policy and intent of the DHS Affirmative Action Plan by accepting responsibility for ensuring progress toward the goals and objectives of the Plan.County directors coordinate all activities with the Area Office and the Office for Civil Rights.County directors notify the Area Office when a problem regarding a hiring practice cannot be resolved.Minority outreach and recruitment is a part of affirmative action and county directors utilize all local service and civic groups to assist in the recruitment.County directors immediately report any discriminatory act or sexual harassment which is alleged by an employee to the Area Office and the Office for Civil Rights.County directors are not responsible for investigating complaints of discrimination.Investigation of discrimination complaints remains the responsibility of the Office for Civil Rights.County directors ensure:
(1) there is a good faith effort in meeting the goals established in the DHS Affirmative Action Plan;
(2) all personnel decisions including interviews, evaluations, and selections in all divisions are consistent with the DHS Affirmative Action Plan and state and federal regulations and laws; and
(3) all county office personnel are advised of affirmative action goals and issues.This includes providing appropriate training.
INSTRUCTIONS TO STAFF 340:115-3-2
1.See DHS:2-1-95 regarding employee appointment.
340:115-3-3. General office rules and procedures [REVOKED]
Revised 7-1-00 Revoked 6-1-08
(a) Scheduling and security of facility. County directors ensure appropriate use, availability, and security of DHS facilities.After hours usage is confined to DHS business or activities of a public nature which are an appropriate use of public buildings.
(b) Security of records.County directors are the custodians of records and ensure their confidentiality and proper use.Legislation enacted to provide citizen access to public records does not apply to client records, and every precaution is taken to ensure the confidentiality of client information.County directors are alert to possible compromises of security and take actions to correct those situations.
(1) Executive files.The county director maintains case records for employees and their relatives in a secure file separate from the county record files.¢ 1
(2) Records eligible for destruction.Records may not be destroyed without express permission from Archives and Records Commission.No records pertaining to legal dispute may be destroyed.¢ 2
(c) Security of equipment.The county director is responsible for the security of all equipment in the office.Control methods are established by the county director to monitor assignment of small equipment such as pagers, cellular phones, and recorders.
INSTRUCTIONS TO STAFF
1.It is good practice to place a Form ADM-24, OUT CARD, in the county files to show the location of the case record.
2.County offices are informed by the Records Disposition Schedule of records eligible for destruction.
SUBCHAPTER 5. ACQUIRED IMMUNE DEFICIENCY SYNDROME (AIDS) AND COORDINATION AND INFORMATION SERVICES (ACIS)
340:115-5-1.Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS)
Revised 7-1-00 6-1-08
Two points ofAcquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS) are case management services with an emphasis are to:
(1) coordinate, plan, and supervise development of services for persons with Human Immunodeficiency Virus (HIV) disease to ensure appropriate services are available; and
(2) ensure those services are provided through either direct service provision or brokering of services through information and referral services.
340:115-5-2.Acquired Immune Deficiency Syndrome (AIDS) coordination [REVOKED]
Revised 7-1-00 Revoked 6-1-08
(a) Services provision.AIDS Coordination and Information Services (ACIS) staff coordinate the provision of services for persons with Human Immunodeficiency Virus (HIV) disease; they identify gaps in services and assist in the development of programs to serve these needs.Much of this is accomplished through assisting other state agencies and community based organizations in the development of grant applications to ensure service needs are met and duplication of services are avoided.The ACIS staff must maintain close communication with those directly affected by HIV disease and do so through membership on numerous local and statewide boards, committees, and task forces.Through this participation, staff is able to identify service and community intervention needs and assist appropriate local staff in the provision of these interventions.
(b) AIDS case management.As a part of the effort to provide services statewide for persons with HIV disease, case managers have been assigned multi-county responsibility, but are based in Oklahoma, Tulsa, and Comanche counties where the majority of HIV infected individuals are seeking services.Their function is to ensure those in need of HIV/AIDS related services are linked with the providers of those services.Much of their work involves information and referral services as well as intervention on behalf of their clients.DHS Form ACIS-4, Permission to Share Confidential Information, must be signed by the client specifying with whom confidential information may be shared prior to the release of any such information by the case manager.These case managers work closely with community groups to provide a continuum of services at the local level and often convene community groups and DHS staff to discuss and resolve complex service cases.Case managers are supervised by the county director and their work with HIV/AIDS is carefully monitored and supported by state office ACIS staff.There are no income or resource eligibility criteria for HIV/AIDS Case Management Services.Referrals are accepted from all sources within the community and state agencies.
340:115-5-3.Acquired Immune Deficiency Syndrome (AIDS) information services
Revised 7-1-00 6-1-08
(a) Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS) provide a central contact point for staff, persons with Human Immunodeficiency Virus (HIV) disease and their families, other state agencies, community organizations, and support groups, and Oklahoma Department of Human Services staff to gain information related to AIDS or HIV infection/disease infection or disease.The information disseminated may cover HIV/AIDS AIDS or HIV legal, social service, or health care issues; whether these services are available to persons with HIV disease and, if so, where they may be obtained.¢ 1ACIS serves as a resource on HIV/AIDS to program units within DHS as policies are developed relating to care of persons with HIV infection.Assistance to program staff in properly carrying out the Agency policies regarding HIV disease is provided through meetings and written directives.Staff of local county offices who have clients with HIV/AIDS contact the case manager serving their area of the state for consultation and direction on the provision of services to the clients to ensure the full range of available services is provided.
(b) There are no income or resource eligibility criteria for HIV/AIDS case management services.Referrals are accepted from all sources within the community.
(c) Form 09AI0043, Permission to Share Confidential Information, must be signed by the client specifying with whom confidential information may be shared prior to the release of any such information by the case manager.
340:115-5-3 INSTRUCTIONS TO STAFF
Issued 6-1-08
1.(a) Acquired Immune Deficiency Syndrome (AIDS) Coordination and Information Services (ACIS) case managers:
(1) are assigned multi-county responsibility to provide services statewide for persons with Human Immunodeficiency Virus (HIV) disease;
(2) coordinate the provision of services for persons with HIV disease;
(3) identify gaps in services;
(4) assist in the development of programs to serve persons with HIV disease;
(5) ensure service needs are met and duplication of services are avoided by:
(A) maintaining membership on numerous local and statewide boards, committees, and task forces; and
(B) assisting other state agencies and community based organizations in the development of grant applications; and
(6) ensure persons in need of HIV/AIDS related services are:
(A) linked with the providers of those services; and
(B) provided information and referral services.
(b) ACIS case manager's work is monitored and supported by Field Operations Division.
