Resources for Aging Professionals

​Policy & Procedure Manual

The Policy and Procedure manual provides local Area Agencies on Aging and service providers information on the Department of Aging’s policies, procedures, and processes.

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I. Administration

A. Directive - Issuance of Aging Service Policy & Procedure Manual Chapter I: Administration (PDF)

B. Chapter - Chapter I: Administration (PDF)

C. Definitions and Service Standards

Appendix A. Definitions (PDF)

D. Documentation Requirements

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E. Forms

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F. SAMS Data Entry Requirements

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G. Regulations and Citations

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H. Resources

Frequently Asked Questions (PDF)

II. Hearings and Appeals

A. Directive - Issuance of Aging Service Policy & Procedure Manual Chapter II: Hearings & Appeals (PDF)

B. Chapter - Chapter II: Hearings and Appeals (PDF)

C. Definitions and Service Standards

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D. Documentation Requirements

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E. Forms

Notice of Appeal Rights (PDF)

Consumer - Adverse Action Notice and Appeal Instructions (PDF)

Provider - Adverse Action Notice and Appeal Instructions (PDF)

F. SAMS Data Entry Requirements

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G. Regulations and Citations

Appendix C.1 - 6 PA Code Chapter 3 - Hearings and Appeals

Appendix C.3 - 6 PA Code Chapter 21 - Domiciliary Care Services for Adults

H. Resources

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III. Assessment

A. Directive - Issuance of Aging Service Policy & Procedure Manual Chapter III: Assessment (PDF)

B. Chapter - Chapter III: Assessment (PDF)

C. Definitions and Service Standards

Refer to Chapter IV: OPTIONS Program Appendix A

Refer to Chapter VI: Caregiver Support Program Appendix A

D. Documentation Requirements

          Refer to Chapter V: Care Management Appendix B.1 The Department-Approved Acronyms and Abbreviations

E. Forms

Appendix C.1. Caregiver Assessment Tool (CAT) (PDF)

Appendix C.2 Caregiver Assessment Tool (CAT) Instructions (PDF)

Appendix C.3 Needs Assessment Tool (NAT) (PDF)

Appendix C.4 Needs Assessment Tool (NAT) Instructions (PDF)

Appendix C.5 Needs Assessment Tool Express (NAT-E) (PDF)

Appendix C.6 Needs Assessment Tool Express (NAT-E) Instructions (PDF)

Appendix C.7 SLUMS Examination (Contained within the NAT) (PDF)

F. SAMS Data Entry Requirements

Refer to Chapter IV: OPTIONS Program Appendix D

Refer to Chapter VI: Caregiver Support Program Appendix D

G. Regulations and Citations

Appendix E.1 6 Pa. Code Chapter 21 – Domiciliary Care Services for Adults

Refer to Chapter VI: Caregiver Support Program Appendix E

H. Resources

Refer to Chapter IV: OPTIONS Program Appendix F

Refer to Chapter V: Care Management Appendix F

Refer to Chapter VI: Caregiver Support Program Appendix F

National Institute of Mental Health Brochures and Fact Sheets

V. Care Management

A. Directive - Issuance of Aging Service Policy and Procedure Manual Chapter V: Care Management (PDF)

B. Chapter - Chapter V: Care Management (PDF)

C. Definitions and Service Standards

Refer to Chapter IV: OPTIONS Program Appendix A.1

Refer to Chapter VI: Caregiver Support Program Appendix A.2

D. Documentation Requirements

Appendix B.1 The Department-Approved Acronyms and Abbreviations (PDF)

E. Forms

Appendix C.1 Voter Preference Form – English (PDF)

Appendix C.2 Voter Preference Form – Spanish (PDF)

Refer to Chapter IV: OPTIONS Program Appendix C

Refer to Chapter VI: Caregiver Support Program Appendix C

Refer to Chapter II: Hearings and Appeals

F. SAMS Data Entry Requirements

Refer to Chapter IV: OPTIONS Program Appendix D

Refer to Chapter VI: Caregiver Support Program Appendix D

G. Regulations and Citations

Appendix E.1 6 Pa. Code Chapter 21 – Domiciliary Care Services for Adults

Refer to Chapter VI: Caregiver Support Program Appendix E

H. Resources

Appendix F.1 Benefits and Services for Veterans and Their Beneficiaries in Pennsylvania (PDF)

Appendix F.2 Benefits & Rights for Older Pennsylvanians

Appendix F.3 Limited English Proficiency Service (PDF)

Appendix F.4 Introduction to Dashboards & Widgets in Aging & Disability -SAMS (PDF)

Refer to Chapter IV: OPTIONS Program Appendix F

Refer to Chapter VI: Caregiver Support Program Appendix F

I. Training 

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VI. Caregiver Support Program

A. Directive - Issuance of Aging Service Policy and Procedure Manual Chapter VI: Caregiver Support Program (PDF)

B. Chapter - Chapter VI: Caregiver Support Program (PDF)

C. Definitions and Service Standards

Appendix A.1 CSP Eligibility Quick Reference Chart (PDF)

Appendix A.2 CSP Program Service Standards (PDF)

D. Documentation Requirements

N/A

E. Forms

Appendix C.1 CSP Conditions of Participation/Certificate of Accountability Form (PDF)

Appendix C.2 CSP Self-Employed/Independent Contractor Declaration Form (PDF)

Appendix C.3 Caregiver Reimbursement for Services and Supplies Form (PDF)

Appendix C.4 Caregiver Reimbursement for Personal Care and In-Home Respite Form (PDF)

F. SAMS Data Entry Requirements

Appendix D.1 SAMS Data Entry Requirements (PDF)

G. Regulations and Citations

Appendix E.1. PA Caregiver Support Program Regulations (PDF)

Appendix E.2 Older Americans Act – 2020 Reauthorization (PDF)

Appendix E.3. PA Caregiver Support Act – Act 20 of 2021 (PDF)

H. Resources

Appendix F.1 Acceptable Proof of PA Residency (PDF)

Appendix F.2 CSP Reimbursement Percentage Guide 2024 (PDF)

Appendix F.3 Resources for Caregivers of Children (PDF)

VII. Protective Services

A. Directive - Issuance of Revised Aging Service Policy and Procedure Manual Chapter VII: Protective Services (PDF)

B. Chapter - Chapter VII: Protective Services - Revised 2024 (PDF)

C. Definitions and Service Standards

Appendix A.1. Unconsolidated Pennsylvania Statutes (PDF)

Appendix A.2. PA Code Title 6 Chapter 15 (PDF)

D. Documentation Requirements

Appendix B.1. Guidance for Designating a Report as No Need (PDF)

Appendix B.2. Release of Information (PDF)

Appendix B.3. Email Correspondence and Personal Identifiable Information (PDF)

E. Forms

Appendix C.1. AAA Notification Requirements for Facility Reports (PDF)

Appendix C.2 State-operated Mental Health and ID Facilities (PDF)

Appendix C.3. AAA Notification Requirements for Under 60 Reports of Need (PDF)

Appendix C.4. APS Report of Need Referral and Payment Process (PDF)

Appendix C.5. Event Reporting System - DOH Notification Requirements (PDF)

Appendix C.6. Instructions for Registering for Training - Submitting RON (PDF)

Appendix C.7. Event Reporting System Manual AAA RONs (PDF)

Appendix C.8. 2019 Mandatory Abuse Reporting Flow Chart (PDF)

F. SAMS Data Entry Requirements

Appendix D.1. SAMS Data Entry Requirements (PDF)

Appendix D.2. A and D OAPSA Documentation Procedural Manual (PDF)

G. Regulations and Citations

Appendix E.1. Facilities Mandated to Report Abuse (PDF)

Appendix E.2. General Reporting Provisions - Voluntary vs Mandatory (PDF)

Appendix E.3. Mandated Reports Reporting Requirements and Restrictions on Employees (PDF)

Appendix E.4. Facility Abuse Definitions (PDF)

Appendix E.5. Mandatory Abuse Reporting Packet (PDF)

Appendix E.6. OAPS and LTC Ombudsman Discussion (PDF)

Appendix E.7. OAPS Process for CHC (PDF)

Appendix E.8. OAPSA MCO Client Info Request Form (PDF)

Appendix E.9. OAPSA Service Plan for PS and Informed Consent (PDF)

Appendix E.10. Resolution Process for PS (PDF)

Appendix E.11. OAPSA Final Disposition MCO Notification Form (PDF)

H. Resources

Appendix F.1. PS to Waiver Crosswalk (PDF)

I. cc2713, Appeals, and EVS

Appendix G.1. Act 53 Amending Title 18 Neglect and Abuse of Care-Dependent Person (PDF)

Appendix G.2. OAG Referral Form (PDF)

Appendix G.3. OAG Referral Flowchart (PDF)

Appendix G.4. Act 53 FAQs (PDF)

Appendix G.5. Webinar 2713 Revisions and New Crime 2713.1 (PDF)

Appendix G.6. Sexual Assault Laws (PDF)

Appendix G.7. Chapter 275 Appeal and Fair Hearing and Administrative Disqualification Hearings (PDF)

Appendix G.8. EVS Information (PDF)

Appendix G.9. EVS Tip Sheet 11 (PDF)