Effective May 11, 2023

Previously, the Pennsylvania Department of Aging (Department) provided guidance to the Area Agencies on Aging (AAAs) and Senior Community Centers (SCCs) during the COVID-19 pandemic related to meals provided by SCCs. AAAs and SCCs responded to the changing landscape of the COVID-19 pandemic by finding creative, innovative approaches to serve participants. These approaches changed the method of providing traditional programming and meals to older adults, including the use of Grab and Go meals, also commonly referred to as Carry-out, Take-out, or Drive-thru meals.

Grab and Go meals have become an effective means of providing nutrition services to older adults through the SCCs. AAAs may continue, but are not required, to utilize this method of providing meals to SCC participants in their Planning and Service Area (PSA). For meal planning and ordering purposes, the Department suggests utilizing a reservation system when providing this service. 

Grab and Go meals are defined as meals packaged and distributed for consumption by a SCC participant at a location other than the congregate meal site. To be eligible for NSIP funding, Grab and Go meals shall meet the nutritional requirements and standards set forth in APD 15-03-02 and are provided to participants at no cost. Participants shall be given the opportunity to voluntarily contribute toward the cost. Similarly to congregate meals, participants shall, at a minimum, complete Sections 1 and 2 of the Needs Assessment Tool – Express (NAT-E) annually. This tool contains the nutrition screen (DETERMINE checklist) and demographic data required by the Administration for Community Living.  

Effective May 11, 2023, most NSIP-eligible Grab and Go meals shall be recorded in the Social Assistance Management Software, also known as Wellsky Aging and Disability (SAMS), as an “In-Home Meal” for reporting purposes. However, in circumstances where the AAA or SCC is aware the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment, the meal shall be recorded as a “Congregate Meal”. Please refer to Attachment 1, SAMS Data Entry Guidance and Procedures, for complete instructions. 

AAAs and SCCs may establish non-NSIP eligible meal programs on a private pay basis and shall follow the guidance specified in APD 15-03-02. These meals are not required to meet nutritional requirements and may be recorded in SAMS as a “Private Pay Meal” in SAMS. Please refer to Attachment 1, SAMS Data Entry Guidance and Procedures, for complete instructions. 

In accordance with APD 15-03-02, SCCs shall provide information about safe food handling and reheating instructions for meals taken out of the center. The safety of food after it is removed from the meal site is the responsibility of the participant.

Is there a service called “Grab and Go Meals?”

Yes. There are two new services: “Grab and Go-Congregate Meal” and “Grab and Go-In-Home Meal.” Please refer to scenarios below to determine when and how the service(s) should be used. 

Are there any changes to the Private Pay / Take Out Meals?

There are no changes to the Private Pay / Take Out Meal Service Delivery process. AAAs should continue to record those meals which are non-NSIP eligible and follow the guidance specified in APD 15-03-02 as “Private Pay Meal.” 

When should a Grab and Go Meal be entered as an “In-Home Meal” or “Congregate Meal” into SAMS?

The AAA/SCC shall use: 

"Grab and Go-Congregate Meal"

• When the AAA or SCC knows the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.

"Grab and Go-In-Home Meal"

• When the AAA or SCC knows the meal will not be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.
• When the AAA or SCC is unsure if the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.

Examples Scenerios

Scenario 1: Consumer eats a meal at the center and attends one or more activities. 

SAMS Data Entry: Enter the appropriate “Congregate Meal with Senior Center Activity” service into SAMS.

Scenario 2: Consumer attends an activity at the center and receives a Grab and Go Meals

• When the AAA or SCC is aware the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.

SAMS Data Entry: Enter the appropriate Senior Center Activity service AND a separate “Grab and Go-Congregate Meal” service into SAMS.

• When the AAA or SCC knows the meal will not be consumed while socializing or is unable to confirm that the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.

SAMS Data Entry: Enter the appropriate Senior Center Activity service AND a separate “Grab and Go-In-Home Meal” service into SAMS.

Scenario 3: Consumer only comes for a meal and leaves the center without attending any activities. 

• When the consumer is eating at the center

SAMS Data Entry: Enter the appropriate "Congregate Meal" (no senior center activity) service into SAMS.

• When the consumer is receiving the meal as a Grab and Go Meal: When the AAA or SCC is aware the meal will be consumed while socializing off-site either in a group setting or virtual environment AND as part of an arranged activity or program by the SCC.

SAMS Data Entry: Enter the appropriate Senior Center Activity service AND a separate "Grab and Go-Congregate Meal" service into SAMS.

• When the AAA or SCC is aware the meal will be consumed while socializing off-site either in a group setting or virtual environment but is not part of an arranged activity or program by the SCC. 

• When the AAA or SCC knows the meal will not be consumed while socializing or is unable to confirm that the meal will be consumed while socializing during an off-site activity or program either in a group setting or virtual environment.

SAMS Data Entry: Enter the “Grab and Go-In-Home Meal” service into SAMS.

Scenario 4: Consumer attends an activity at the center but skips the meal.