Provider Relations Overview

A service provider is an established and qualified business contracted with Ohio District 5, Area Agency on Aging (AAA5) to provide needed services to eligible older adults living in Ashland, Crawford, Huron, Knox, Marion, Morrow, Richland, Seneca, and Wyandot Counties. Businesses contract with AAA5 to deliver services through one or more programs. Each program varies in terms of services delivered, rules for service delivery, and application process for new providers. Providers may contract with AAA5 to deliver services through several of our programs.

PROVIDER RELATIONS OVERVIEW

Our Provider Relation Coordinators strive to develop supportive partnerships with providers to promote quality care and services for PASSPORT, Assisted living, and Older American’s Act (Title III) programs.  Working as designees for the Ohio Department of Aging (ODA), we assist with the certification process and conduct regular monitoring to ensure compliance with regulations specific to each program and service.

PASSPORT and Assisted Living Waiver Programs

Prospective Provider Information

• Among the services offered are adult day services, choices home care attendant service, home maintenance, and chores, personal emergency response system, home medical equipment and supplies, homemaker, home modification, personal care, social work/counseling, transportation, home-delivered meals, assisted living service, and waiver nursing service.
• In order for your agency to be considered for certification, you must meet the following conditions:
  • Be a formally organized business with a physical facility, business telephone, and be registered with the state of Ohio.

General Application Information and Process

• Interested businesses must start the application process on the Ohio Department of Aging’s Certification tab in the ‘For Agencies & Service Providers’ section. Be sure to review the rules prior to application: 173-9 Criminal Records Check and 173-39 Certification of Community-Based long-Term Care Service Providers. Our Provider Relation Coordinators are available to answer questions about the Ohio Administrative Code rules but the application process must be completed through Ohio Department of Aging’s Certification process.

Below is a brief overview of the process that will be followed for certification of your agency as a PASSPORT or Assisted Living Waiver program service provider.

• Start online via the Ohio Department of Aging website.
• The Ohio Department of Aging (ODA) will be notified when an application is submitted.
• ODA will contact the agency to request additional paperwork if needed.
• ODA will contact the Ohio District 5 Area Agency on Aging (AAA5) when a completed application packet is submitted and ready for a pre-certification review. 
• Your agency will be assigned a Provider Relations Coordinator (PRC). The PRC will email the agency to schedule a pre-certification review/visit to determine if the agency meets all Requirements of All Participants, Criminal Records Checks and Services Specifications.
• After this review/visit, the agency will receive a Pre-Certification Summary letter.
• The recommendation will be sent to ODA. ODA and ODM will make the final determination.
• If ODA and ODM approve the certification, AAA5 will be notified, and a contract will be sent via email to the agency for electronic signature.
• Once AAA5 receives the signed agreement from the agency, the agency will be able to receive referrals from AAA5.
• If ODA or ODM denies certification, the agency will receive notification from ODA and will be ineligible to reapply for certification for one year.

*If at any time during this process there are changes to the agency or, if you wish to change/add/drop services or counties, you must contact AAA5’s Provider Relations Coordinator as soon as possible. Any discrepancies in the application material may result in the application being rejected by ODA, thus restarting the entire process.

Current PASSPORT and Assisted Living Waiver Provider Information

To Add services into AAA5’s counties

If the agency is currently certified and providing PASSPORT or Assisted Living Waiver services in AAA5 and you wish to ADD services, please read Ohio Administrative Code 173-39-03.3. You can request an application to provide additional services from any of the Provider Relation Coordinators.

To Expand into AAA5’s counties

If the agency is currently certified and providing PASSPORT or Assisted Living Waiver services in another area of Ohio, please read Ohio Administrative Code 173-39-03.4. You can request an Expansion Application from any of the Provider Relation Coordinators.

Provider Changes

Current providers experiencing a major change in the agency’s information should immediately notify AAA5’s Provider Relations Coordinator in writing. Major changes would include, but are not limited to:

• Agency name change
• Change in federal tax ID number
• Change in ownership
• Change in legal structure
• Purchase by another entity
• A request to discontinue providing any service
• And/or a request to discontinue providing services in a specific geographic area

Title III, Senior Community Services, Alzheimer’s Respite, Levy, and/or ARPA Funds

Prospective Provider Information

• Among the services offered are home maintenance and chores, personal emergency response system, home medical equipment and supplies, homemaker, home modification, personal care, transportation, home-delivered meals, and congregate meals.
• In order for your agency to be considered for certification, you must meet the following conditions:
  • Be a formally organized business with a physical facility, business telephone, and be registered with the state of Ohio.
  • Currently provide the services for which you are seeking certification.
  • Currently billing and receiving payment for those services from two clients (non-relatives) for at least three months.

General Application Information and Process

• Interested businesses must request an application from a AAA5 Provider Relations Coordinator. Review the rules Ohio Department of Aging’s Certification tab in the ‘For Agencies & Service Providers’ section. Be sure to review the rules prior to application; 173-9 Criminal Records Check, 173-3 Provider Agreements and 173-39 Certification of Community-Based long-Term Care Service Providers. Our Provider Relation Coordinators are available to answer questions about the Ohio Administrative Code rules.