HomeMy WebLinkAboutDoc 587 - Amend OHA Agrmt - Public Health"fES
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'0 -< Deschutes County Board of CommissionersG1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of November 24, 2014
DATE: November 17,2014
FROM: Nancy Mooney, Contract Specialist, Deschutes County Health Services, 322-7516
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document #2014-587, Amendment #10 to Intergovernmental Financial
Agreement Award #142008 between the Local Public Health Department and the Oregon Health Authority for the
financing of Local Public Health Services for fiscal year 2013-2015.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
OHA is at the forefront of lowering and containing costs, improving quality and increasing access to health care
The Oregon Health Authority (OHA) was created by the 2009 Oregon legislature to bring most health-related
programs in the state into a single agency to maximize its purchasing power; the amendment to
Intergovernmental Agreement (#142008) outlines the services and financing for fiscal year 2013-2014.
There are separate grants associated with individual public health programs represented in the
Intergovernmental Agreement, ranging from disease prevention and maternal child health to school based .
health centers, women, infants and children (WIC), bioterrorism preparedness and family planning. Each grant
has an associated set of Program Assurances that are the service and quality performance expectations
connected with the delivery of the various components of the program itself.
Amendment #10 adjusts language for the "Women, Infants and Children (WIC) Services" program and funding
for the School Based Health Center Program (SBHC). Funds for the SBHC are rollover fund from fiscal 2015;
planning funds and planning grant awards for fiscal year 2015 as well as unspent Mental Health grant funds for
fiscal year 2014 and fiscal year 2015.
FISCAL IMPLICATIONS:
Maximum funding reimbursement for this Amendment is $743,464.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Document #2014-587, Amendment #10 to Intergovernmental Financial Agreement
Award #142008 between the Local Public Health Dept. and the Oregon Health Authority is requested.
ATTENDANCE: Linda Webb, Program Supervisor
DISTRIBUTION OF DOCUMENTS:
Please return executed documents to Nancy Mooney, Contract Specialist
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This fonn is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Fonn is also required. If this fonn is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: INovember 5,2014 1
Department: 1 Health Services, Public Health Division .1
Contractor/Supplier/Consultant Name: 1 Oregon Health Authority 1
Contractor Contact: Connie Thies, Office of Contracts & Procurements 11
Contractor Phone #: 1 503-373-7889 1
Type of Document: Amendment #10 to Intergovernmental Agreement #142008
Goods and/or Services: This amendment adjusts language for the "Women, Infants and
Children (WIC) Services" program and funding for the School Based Health Center
Program (SBHC). Funds for the SBHC are rollover fund "from fiscal 2015; planning funds
and planning grant awards for fiscal year 2015 as well as unspent Mental Health grant
funds for fiscal year 2014 and fiscal year 2015.
Background & History: The Oregon Health Authority (OHA) was created by the 2009
Oregon legislature to bring most health-related programs in the state into a single agency
to maximize its purchasing power; the amendment to Intergovernmental Agreement
(#142008) outlines the services and financing for fiscal year 2013-2014.
There are separate grants associated with individual public health programs
represented in the Intergovernmental Agreement, ranging from disease prevention and
maternal child health to school based health centers, women, infants and children
(WIC), bioterrorism preparedness and family planning. Each grant has an associated
set of Program Assurances which are the service and quality performance expectations
connected with the delivery of the various components of the program itself.
Agreement Starting Date: I July 1, 2013 I Ending Date: I June 30, 2015
Annual Value or Total Payment: 1 $743,464.
Insurance Expiration Date: L....::C"'::"":':.::...::..::..I---,-=---=..c:..:..:..:.:..:.:..::..::.::..:-----,
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
I:8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
1115/2014
Funding Source: (Included in current budget? [gJ Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? DYes [gJ No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: DYes D No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: I Nancy Mooney, Contract Specialist
Phone #: I 541-322-7516 I
Department Director Approval: -'d-,..................-"'7'-h~.;;;.......;"-----
D te \
Distribution of Document: Pleas x or e-mail the signature page and document
return statement to Connie Thies; e-mail: connie.thies@state.oLus, Fax 503-373-7889.
Please return executed documents to Nancy Mooney, Contract Specialist
Official Review:
County Signature Required (check one~'SOCC 0 Department Director (if <$25K)
Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. ____---.I
Legal Review Datevra Y1\/ //./(0 -fV
Document Number =20-=-1..:..4.:...-.=58-=-7=---_______
}115/2014
-RE.~E.WEO \
S1i\~
-lEG~L coU St l \ In compliance with the Americans with Disabilities Act, this document is available in
alternate formats such as Braille, large print, audio recordings, Web-based
communications and other electronic formats. To request an alternate format, please
send an e-mail to dhs-oha.publicationrequest@state.or. us or call 503-378-3486 (voice)
or 503-378-3523 (TTY) to arrange for the alternative format.
Agreement #142008
TENTH AMENDMENT TO OREGON HEALTH AUTHORITY
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE
FINANCING OF PUBLIC HEALTH SERVICES
This Tenth Amendment to Oregon Health Authority 2013-2015 Intergovernmental Agreement
for the Financing of Public Health Services, effective July 1, 2013 (as amended the "Agreement"), is
between the State of Oregon acting by and through its Oregon Health Authority ("OHA") and Deschutes
County, acting by and through its Deschutes County Health Services ("LPHA"), the entity designated,
pursuant to ORS 431.375(2), as the Local Public Health Authority for Deschutes County.
RECITALS
WHEREAS, OHA and LPHA wish to modify the set of Program Element Descriptions set
forth in Exhibit B of the Agreement;
WHEREAS, OHA and LPHA wish to modify the Financial Assistance Award set forth In
Exhibit C of the Agreement; and,
AGREEMENT
NOW, THEREFORE, in consideration of the premises, covenants and agreements contained
herein and other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
1. Exhibit B "Program Element Descriptions" is amended as follows:
Program Element #40: Special Supplemental Nutrition Program for Women, Infants and
Children ("WIC") Services is hereby superseded and replaced in its entirety by Exhibit 1
"Program Element #40: Special Supplemental Nutrition Program for Women, Infants and
Children ("WIC") Services" attached hereto and incorporated herein by this reference.
2. Section 1 of Exhibit C entitled "Financial Assistance Award", "Financial Assistance Award for
the period July 1,2014 to June 30, 2015" only of the Agreement is hereby superseded and
replaced in its entirety by Attachment 1 attached hereto and incorporated herein by this
reference . Attachment 1 must be read in conjunction with Section 4 of Exhibit C, entitled
"Explanation of Financial Assistance Award " of the Agreement.
3. The current total award amount as of this Amendment is: $6,832,681.00.
DC -201 -
4. LPHA represents and warrants to OHA that the representations and warranties of LPHA set
forth in Section 2 of Exhibit E of the Agreement are true and correct on the date hereof with the
same effect as if made on the date hereof.
5. Capitalized words and phrases used but not defined herein shall have the meanings ascribed
thereto in the Agreement.
6. Except as amended hereby, all terms and conditions of the Agreement remain in full force and
effect. The parties expressly agree to and ratify the Agreement as herein amended.
7. This Amendment may be executed in any number of counterparts, all of which when taken
together shall constitute one agreement binding on all parties, notwithstanding that all parties
are not signatories to the same counterpart. Each copy of this Amendment so executed shall
constitute an original.
8. This Amendment becomes effective on the date ofthe last signature below.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
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142008-10 PGM.DOC -DESCHUTES COUNTY
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set
forth below their respective signatures.
APPROVED:
STATE OF OREGON ACTING BY AND THROUGH ITS OREGON HEALTH AUTHORITY (OHA)
By:
Name: Priscilla Lewis
Title: Deputy Public Health Director
Date:
DESCHUTES COUNTY ACTING BY AND THROUGH ITS DESCHUTES COUNTY HEALTH SERVICES
(LPHA)
By:
Name: Tammy Baney, Chair
Deschutes County Board vi c-'':.mlS~IUll.:rs
Title:
Date:
DEPARTMENT OF JUSTICE -APPROVED FOR LEGAL SUFFICIENCY
Amendment form group-approved by D. Kevin Carlson, Senior Assistant Attorney General, by
email on June 24,2014. A copy ofthe emailed approval is onfile at OCP.
OFFICE OF CONTRACTS & PROCUREMENT (OCP)
By:
Name: Phillip G. McCoy, OPBC, OCAC
Title: Contract Specialist
Date:
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 3 OF 17 PAGES
142008-10 PGM.DOC -DESCHUTES COUNTY
EXHIBIT 1
Program Element #40: Special Supplemental Nutrition Program for Women, Infants and
Children ("WIC") Services
The funds provided under this Agreement for Program Element #40 must only be used in
accordance with and subject to the restrictions and limitations set forth below to provide the following
services:
• Special Supplemental Nutrition Program for Women, Infants and Children services ("WIC
Services"),
• Farm Direct Nutrition Program services ("FDNP Services"), and
• Breastfeeding Peer Counseling Program services ("BFPC Services").
The services described in Sections 2, 3, and 4 below, are ancillary to basic WIC Services described
in Section I. In order to participate in the services described in Sections 2, 3, or 4, LPHA must be
delivering basic WIC Services as described in Section 1. The requirements for WIC Services also
apply to services described in Sections 2, 3, and 4.
1. WIC Services.
a. Description of WIC Services. WIC Services are nutrition and health screening, Nutrition
Education related to individual health risk and Participant category, Breastfeeding
promotion and support, health referral, and issuance of Food Instruments for specifically
prescribed Supplemental Foods to Participants during critical times of growth and
development in order to prevent the occurrence of health problems and to improve the
health status of mothers and their children.
b. Definitions Specific to WIC Services.
i. Applicants: Pregnant women, Breastfeeding women, Postpartum Women, infants and
children up to 5 years old who are applying to receive WIC Services, and the breastfed
infants of applicant Breastfeeding women. Applicants include individuals who are
currently receiving WIC Services but are reapplying because their Certification Period
is about to expire.
ii. Assigned Caseload: Assigned Caseload for LPHA, which is set out in the OHA, Public
Health Division, financial assistance award document, is determined by OHA using the
WIC funding formula approved by CHLO MCH and CHLO Executive Committee in
February of 2003. This Assigned Caseload is used as a standard to measure LPHA's
caseload management performance and is used in determining NSA funding for LPHA.
iii. Breastfeeding: The practice of a mother feeding her breast milk to her infant(s) on the
average of at least once a day.
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iv. Breastfeeding Women:
infants.
Women up to one year postpartum who breastfeed their
v. Caseload: For any month, the sum of the actual number of pregnant women,
Breastfeeding Women, Postpartum Women, infants and children who have received
Supplemental Foods or Food Instruments during the reporting period and the actual
number of infants breastfed by Participant Breastfeeding Women (and receiving no
Supplemental Foods or Food Instruments) during the reporting period.
vi. Certification: The implementation of criteria and procedures to assess and document
each Applicant's eligibility for WIC Services.
vii. Certification Period: The time period during which a Participant is eligible for WIC
Services based on hislher application for those WIC Services.
viii. Documentation: The presentation of written or electronic documents or documents in
other media that substantiate statements made by an Applicant or Participant or a person
applying for WIC Services on behalf of an Applicant or Participant.
ix. Electronic Benefits Transfer (EBT): An electronic system of payment for purchase of
WIC-allowed foods through a third-party processor using a magnetically encoded
payment card. In Oregon the WIC EBT system is known as "eWIC".
x. Food Instrument: A voucher, check, Electronic Benefits Transfer (EBT) card, coupon
or other document that is used by a Participant to obtain Supplemental Foods.
xi. Health Services: Ongoing, routine pediatric, women's health and obstetric care (such
as infant and child care and prenatal and postpartum examinations) or referral for
treatment.
xii. Nutrition Education: The provision of infonnation and educational materials designed
to improve health status, achieve positive change in dietary habits, and emphasize the
relationship between nutrition, physical activity, and health, all in keeping with the
individual's personal and cultural preferences and socio-economic condition and related
medical conditions, including, but not limited to, homelessness and migrancy.
xiii. Nutrition Education Contact: Individual or group education session for the provision
of Nutrition Education.
xiv. Nutrition Education Plan: An annual plan developed by LPHA and submitted to and
approved by OHA that identifies areas of Nutrition Education and breastfeeding
promotion and support that are to be addressed by LPHA during the period of time
covered by the plan.
xv. Nutrition Services and Administration (NSA) Funds: Funding disbursed under or
through this Agreement to LPHA to provide direct and indirect costs necessary to
support the delivery of WIC Services by LPHA.
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I xvi. Nutrition Risk: Detrimental or abnormal nutritional condition(s) detectable by
biochemical or anthropometric measurements; other documented nutritionally related
medical conditions; dietary deficiencies that impair or endanger health; or conditions
that predispose persons to inadequate nutritional patterns or nutritionally related1 medical conditions.
xvii. Participants or WIC Participants: Pregnant women, Breastfeeding women,
Postpartum Women, infants and children who are receiving Supplemental Foods or
Food Instruments under the program, and the breastfed infants of participating
Breastfeeding Women.
xviii. Postpartum Women: Women up to six months after termination of a pregnancy.
xix. Supplemental Foods: Those foods containing nutrients determined to be beneficial for
pregnant, Breastfeeding and Postpartum Women, infants and children, as determined by
the United States Department of Agriculture, Food and Nutrition Services for use in
conjunction with the WIC Services. These foods are defined in the WIC Manual.
xx. TWIST: The WIC Information System Tracker which is aHA's statewide automated
management information system used by state and local agencies for:
(A.) provision of direct client services including Nutrition Education, risk
assessments, appointment scheduling, class registration, and Food Instrument
issuance;
(B.) redemption and reconciliation of Food Instruments including electronic
communication with the banking contractor;
(C.) compilation and analysis of WIC Services data including Participant and vendor
information; and
(D.) oversight and assurance ofWIC Services integrity.
xxi. TWIST User Training Manual: The TWIST User Training Manual, and other
relevant manuals, now or later adopted, all as amended from time to time by updates as
accepted by the LPHA.
xxii. WIC: The Special Supplemental Nutrition Program for Women, Infants and Children
authorized by section 17 of the Child Nutrition Act of 1966, 42 U.S.C. 1786, as
amended through PL 1 05-394, and the regulations promulgated pursuant thereto, 7 CFR
Ch. II, Part 246.
xxiii. WIC Manual: The Oregon WIC Program Policies and Procedures Manual, and other
relevant manuals, now or later adopted, all as amended from time to time by updates
accepted by the LPHA.
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c. Procedural and Operational Requirements of WIC Services. All WIC Services
supported in whole or in part, directly or indirectly, with funds provided under this
Agreement must be delivered in accordance with the following procedural and operational
requirements and in accordance with the WIC Manual:
i. Staffing Requirements and Staff Qualifications.
(A.) LPHA must utilize a competent professional authority (CPA) at each of its WIC
Services sites for Certifications, in accordance with 7 CFR 246.6(b )(2), and the
agreement approved by the CLHO Maternal and Child Health (MCH)
Committee on January 2001, and the CLHO Executive Committee on February
2001; and re-approved as written by the CLHO Maternal and Child Health
(MCH) Committee on March 2006, and the CLHO Executive Committee on
April 2006. A competent professional authority is an individual on the staff of
LPHA who demonstrates proficiency in certifier competencies, as defined by the
Policy #660 in the WIC Manual (a copy of which OHA will provide to LPHA)
and is authorized to determine Nutrition Risk and WIC Services eligibility,
provide nutritional counseling and Nutrition Education and prescribe appropriate
Supplemental Foods.
(B.) LPHA must provide access to the services of a qualified nutritionist for
Participants and LPHA staff to ensure the quality of the Nutrition Education
component of the WIC Services, in accordance with 7 CFR 246.6(b )(2); the 1997
State Technical Assistance Review (STAR) by the U.S. Department of
Agriculture, Food and Consumer Services, Western Region (which is available
from OHA upon request); as defined by Policy #661; and the agreement approved
by the CLHO MCH Committee on January 2001 and March, 2006 and the CLHO
Executive Committee on February 2001 and April 2006. A qualified nutritionist
is an individual who has a master's degree in nutrition or its equivalent; is a
Registered Dietitian (RD) registered with the American Dietetic Association
(ADA) or an individual eligible for registration with the ADA; or is an Oregon
Licensed Dietitian (LD).
ii. General WIC Services Requirements. By utilizing OHA financial assistance to
deliver WIC Program services, LPHA agrees to deliver these WIC services in
accordance with the requirements set forth as follows:
(A.) LPHA shall provide WIC Services only to Applicants certified by LPHA as
eligible to receive WIC Services. All WIC Services must be provided by LPHA
in accordance with, and LPHA must comply with, all the applicableI requirements detailed in the Child Nutrition Act of 1966, as amended through
Pub.L.l 05-394, November 13, 1998, and the regulations promulgated pursuant i thereto,7 CFR, Part 246, 3106,3017,3018, Executive Order 12549, the WIC
Manual, OAR 333-054-0000 through 0090, such U.S. Department ofI Agriculture directives as may be issued from time to time during the term of the
Agreement, the TWIST User Training Manual (copies available from OHA
upon request), and the agreement approved by the CLHO MCH Committee on t January 2001, and the CLHO Executive Committee on February 2001; and re-i
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142008-10 PGM.DOC -DESCHUTES COUNTY
approved as written by the CLHO MCH Committee on March 2006, and the
CLHO Executive Committee on April 2006.
(B.) LPHA must make available to each Participant and Applicant referral to
appropriate Health Services and shall inform them of the Health Services
available. In the alternative, LPHA shall have a plan for continued efforts to
make Health Services available to Participants at the WIC clinic through written
agreements with other health care providers when health services are provided
through referral, in accordance with 7 CFR 246.6(b)(3) and (5); and the
agreement approved by the CLHO MCH Committee 1-01 on January 2001, and
by the CLHO Executive Committee 2-01 on February 2001; and re-approved as
written by the CLHO MCH Committee on March 2006, and the CLHO
Executive Committee on April 2006.
(C.) Each WIC LPHA must make available to each Participant a minimum of two
Nutrition Education Contacts appropriate to the Participant's Nutrition Risks
and needs during the Participant's 6-month Certification Period, or quarterly for
participants certified for greater than 6 months, in accordance with 7 CFR
246.11 and the agreement approved by the CLHO MCH Committee on January
2001, and by the CLHO Executive Committee on February 2001; and re
approved as written by the CLHO MCH Committee on March 2006, and the
CLHO Executive Committee on April 2006.
(D.) LPHA must document Participant and Applicant information in TWIST for
review, audit and evaluation, including all criteria used for Certification, income
information and specific criteria to determine eligibility, Nutrition Risk(s), and
food package assignment for each Participant, in accordance with 7 CFR 246.7
and the agreement approved by the CLHO MCH Committee on January 2001,
April 2004, and March 2006, respectively, and the CLHO Executive Committee
on February 200 1 and April 2006 and the TWIST User Training Manual.
(E.) LPHA must maintain complete, accurate, documented and current accounting
records of all WIC Services funds received and expended by LPHA in
accordance with 7 CFR 246.6(b )(8) and the agreement approved by the CLHO
MCH Committee on January 2001, and by the CLHO Executive Committee on
February 2001; and re-approved as written by the CLHO MCH Committee on
March 2006, and the CLHO Executive Committee on April 2006. This includes
the annual submission of a budget projection for the next state fiscal year that is
due to the state along with the annual Nutrition Education Plan. (FY2011 USDA
Management Evaluation finding and resolution.)
(F.) LPHA, in collaboration with OHA, shall manage its Caseload in order to meet
the performance measures for its Assigned Caseload, as specified below, in
accordance with 7 CFR 246.6 (b)(I) and the agreement approved by the CLHO
MCH Committee on January 2001, and by the CLHO Executive Committee on
February 2001; and re-approved as written by the CLHO MCH Committee on
March 2006, and the CLHO Executive Committee on April 2006.
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(G.) As a condition to receiving funds under the Agreement, LPHA must have on file
with OHA, a current annual Nutrition Education Plan that meets all
requirements related to plan, evaluation, and assessment.. Each Plan must be
marked as to the year it covers and must be updated prior to its expiration. OHA
reserves the right to approve or require modification to the Plan prior to any
disbursement of funds under this Agreement. The Nutrition Education Plan, as
updated from time to time, is an attachment to this Agreement, in accordance
with 7 CFR 246.11 (d)(2); and the agreement approved by the CLHO MCH
Committee on January 2001, April 2004, and by the CLHO Executive
Committee on February 2001; and re-approved as written by the CLHO MCH
Committee on March 2006, and the CLHO Executive Committee on April 2006.
(H.) LPHA shall utilize at least twenty percent (20%) of its NSA Funds for Nutrition
Education activities, and the amount specified in its financial assistance award
for Breastfeeding education and support, in accordance with 7 CFR 246.14(c)(I)
and the agreement approved by the CLHO MCH Committee on January 2001,
and by the CLHO Executive Committee on February 2001; and re-approved as
written by the CLHO MCH Committee on March 2006, and the CLHO
Executive Committee on April 2006.
(1.) Monitoring: OHA will conduct on-site monitoring of the LPHA biennially for
compliance with all applicable OHA and federal requirements as described in
the WIC Manual. Monitoring will be conducted in accordance with 7CFR
246.l9(b)(1)-(6); and the agreement approved by CLHO MCH Committee on
January 2001, and by CLHO Executive Committee on February 2001; and re
approved as written by the CLHO MCH Committee on March 2006, and the
CLHO Executive Committee on April 2006. The scope of this review is
described in Policy 215 in the WIC Manual.
d. Reporting Obligations and Periodic Reporting Requirements. In addition to the reporting
obligations set forth in Section 8 of Exhibit E of this Agreement, LPHA shall submit the
following written reports to OHA:
i. Quarterly reports on (1) the percentage of its NSA Funds used for Nutrition Education
activities and (2) the percentage used for Breastfeeding education and support.
ii. Quarterly time studies conducted in the months of October, January, April and July by
all LPHA WIC staff.
iii. Annual WIC budget projection for the following state fiscal year, due with the annual
Nutrition Education Plan
e. Performance Measures.
i. LPHA shall serve an average of greater than or equal to 97% and less than or equal to
103% ofits Assigned Caseload over any twelve (12) month period.
ii. OHA reserves the right to adjust its award ofNSA Funds, based on LPHA performance
in meeting or exceeding Assigned Caseload.
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2. Special Supplemental Nutrition Program for Women, Infants and Children -Farm Direct
Nutrition Program (FDNP) Services.
a. General Description of FDNP Services. FDNP Services provide resources in the form of
fresh, nutritious, unprepared foods (fruits and vegetables) from local farmers .to women,
infants, and children who are nutritionally at risk and who are WIC Participants. FDNP
Services are also intended to expand the awareness, use of and sales at local farmers'
markets and farm stands. FDNP Participants receive checks that can be redeemed at local
farmers' markets and farm stands for Eligible Foods.
b. Definitions Specific to FDNP Services. In addition to the definitions in Section l.b. above,
the following terms used in this Section 2 shall have the meanings assigned below, unless the
context requires otherwise:
i. Eligible Foods: Fresh, nutritious, unprepared, Locally Grown fruits, vegetables and
herbs for human consumption. Foods that have been processed or prepared beyond their
natural state, except for usual harvesting and cleaning processes, are not Eligible Foods.
Honey, maple syrup, cider, nuts, seeds, eggs, meat, cheese and seafood are examples of
foods that are not Eligible Foods.
ii. Farmers' Market: Association of local farmers who assemble at a defined location for
the purpose of sell ing their produce directly to consumers.
iii. Farmers' Market Season or Season: June 1 October 31.
iv. Farm Stand: A location at which a single, individual farmer sells hislher produce
directly to consumers or a farmer who owns/operates such a farm stand. This is in
contrast to a group or association of farmers selling their produce at a farmers' market.
v. FDNP: The WIC Farm Direct Nutrition Program authorized by section 17(m) of the
Child Nutrition Act of 1966, 42 U.S.c. 1786(m), as amended by the WIC Farmers'
Market Nutrition Act of 1992, Pub. L. 102-214, enacted on July 2, 1992.
vi. Locally Grown Produce: Produce grown within Oregon's borders, but may also
include produce grown in areas in neighboring states adjacent to Oregon's borders.
vii. Recipients: WIC Participants who (1) are one of the following on the date of Farm
Direct Nutrition Program issuance: pregnant women, Breastfeeding women, non
Breastfeeding Postpartum Women, infants 4 months of age or older and children
through the end of the month they tum five years of age, and (2) have been chosen by
the LPHA to receive FDNP Services.
c. Procedural and Operational Requirements for FDNP Services. All FDNP Services
supported in whole or in part, directly or indirectly, with funds provided under this
Agreement must be delivered in accordance with the following procedural and operational
requirements:
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i. Staffing Requirements and Staff Qualifications. LPHA shall have sufficient staff to
ensure the effective delivery of required FDNP Services.
ii. General FDNP Services Requirements. All FDNP Services must comply with all
requirements as specified in OHA's Farm Direct Nutrition Program Policy and
Procedures in the WIC Manual, including but not limited to the following requirements:
(A.) Coupon Distribution: OHA will deliver FDNP checks to the LPHAs who will
be responsible for distribution of these checks to Recipient. Each Recipient
must be issued one packet of checks after confirmation of eligibility status. The
number of check packets allowed per family will be announced before each
season begins.
(B.) Recipient Education: Checks must be issued in a face-to-face contact after the
Recipient/guardian has received a FDNP orientation that includes Nutrition
Education and information on how to shop with checks. Documentation of this
education must be put in TWIST or a master file if TWIST is not available.
Details of the education component can be found in the Farmers' Market Client
Education Requirements Policy in the WIC Manual.
(C.) Security: Checks must be kept locked up at all times except when in use and at
those times a LPHA staff person must attend the unlocked checks.
(D.) Check Issuance and LPHA Responsibilities: LPHA must document the
required certification information and activities on a Participant's record in the
TWIST system in accordance with the requirements set out in Policy 640 of the
WIC ManuaL LPHA shall follow the procedures set out in Policy 1100 of the
WIC Manual to ensure compliance with the FDNP services requirements.
(E.) Complaints/Abuse: LPHA must address all Civil Rights complaints according
to Policy 230, Civil Rights, in the WIC ManuaL Other types of complaints must
be handled by LPHA's WIC Coordinator in consultation with the State FDNP
coordinator if necessary. LPHAs must record all complaints on an Oregon
FDNP comment form (see Appendix B of Policy 1100 of the WIC Manua!), and
all originals of the completed form must be forwarded to the State FDNP
Coordinator.
(F.) Monitoring: OHA will monitor the FDNP practices of LPHA. OHA will review
the FDNP practices of LPHA at least once every two years. The general scope
of this review is found in Policy 1100 in the WIC Manual. OHA monitoring will
be conducted in accordance with 7 C.F.R. Ch. II, Part 246 and agreement
approved by the CLHO MCH Committee on January 2001, and by the CLHO
Executive Committee on February 2001; and re-approved as written by the
CLHO MCH Committee on March 2006, and the CLHO Executive Committee
on April 2006.
iii. Reporting Obligations and Periodic Reporting Requirements. The reporting
obligations of LPHA are set forth in the Section 8 of Exhibit E ofthis Agreement.
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 11 OF 17 PAGES
142008-10 PGM.J)()C -DESCHlJTES COlJNTY
3. Breastfeeding Peer Counseling (BFPC) Services
a. General Description of BFPC Services. The purpose of BFPC Services is to increase
breastfeeding duration and exclusivity rates by providing basic Breastfeeding information,
encouragement, and appropriate referral primarily during non-traditional work hours at
specific intervals to pregnant and Breastfeeding women who are Participants through a Peer
Counselor from the local community.
b. Definitions Specific to BFPC Services.
i. Peer Counselor: A paraprofessional support person with LPHA who meets the
qualifications as stated in the WIC Manual and provides basic Breastfeeding
information and encouragement to pregnant women and Breastfeeding mothers who are
Participants.
ii. LPHA Breastfeeding Peer Counselor Coordinator or BFPC Coordinator: An
LPHA staff person who supervises (or if the governing collective bargaining agreement
or local organizational structure prohibits this person from supervising staff, mentors
and coaches and directs the work of) BFPC Peer Counselors and manages the delivery
ofthe BFPC Services at the local level according to the WlC Manual.
iii. State Breastfeeding Peer Counseling Project Coordinator or State BFPC
Coordinator: An OHA staff person who coordinates and implements the BFPC
Services for Oregon.
iv. Assigned Peer Counseling Caseload: Assigned Peer Counseling Case load for LPHA,
which is set out in the OHA, Public Health Division financial assistance award
document, is determined by OHA using the WIC Peer Counseling funding formula.
(approved by CHLO MCH and CHLO Executive Committee December 2004, and re
approved as written August 2007). This Assigned Peer Counseling Caseload is used as a
standard to measure LPHA's peer counseling case load management performance and is
used in determining peer counseling funding for LPHA.
v. Peer Counseling Caseload: For any month, the sum of the actual number of women
assigned to an LPHA peer counselor.
c. Procedural and Operational Requirements of the BFPC Services. All BFPC Services
supported in whole or in part with funds provided under this Agreement must be delivered
in accordance with the following procedural and operational requirements:
i. Staffing Req uirements and Staff Qualifications.
(A.) LPHA shall provide a BFPC Coordinator who meets the qualifications set forth
in the WIC Manual and who will spend an adequate number of hours per week
managing the delivery of BFPC Services and supervising/mentoringlcoaching
the Peer Counselor(s). The average number of hours spent managing the
delivery of BFPC Services will depend upon the LPHA's Assigned Peer
Counseling Caseload and must be sufficient to maintain caseload requirements
specified in the WIC Manual.
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 12 OF 17 PAGES
142008-10 PGM.DOC -DESCHUTES COUNTY
(B.) LPHA shall recruit and select women from its community who meet the
selection criteria in the WIC Manual to serve as Peer Counselors.
ii. General Requirements for the BFPC Services.
(A.) WIC Manual Compliance: All BFPC Services funded under this Agreement
must comply with all state and federal requirements specified in the WIC
Manual and the All States Memorandum (ASM) 04-2 Breastfeeding Peer
Counseling Grantsrrraining.
(8.) Confidentiality: Each Peer Counselor shall abide by federal, state and local
statutes and regulations related to confidentiality of Participant information.
(C.) Job Parameters and Scope of Practice: The LPHA position description,
selection requirements and scope of practice for Peer Counselor(s) shall be in
accordance with the WIC Manual.
(D.) Required Documentation: LPHA shall document Participant assignment to a
peer counselor in TWIST. LPHA shall assure that all Peer Counselors document
all contact with Participants according to the WIC Manual.
(E.) Referring: LPHA shall develop and maintain a referral protocol for the Peer
Counselor(s) and a list of lactation referral resources, specific to their agency
and community.
(F.) LPHA-provided Training: LPHA shall assure that Peer Counselors receive
new employee orientation and training in their scope of practice, including
elements described in the WIC Manual
(G.) Conference Calls: LPHA shall assure that the BFPC
participates in periodic conference calls sponsored by OHA.
Coordinator(s)
(H.) Frequency of Contact with Participant: LPHA shall follow the minimum
requirements as stated in the WIC Manual specifYing the type, the number and
the timing of Participant notifications, and the number and type of interventions
included in a Peer Counselor'S assigned caseload.
(1.) Plan Development: LPHA shall develop a plan as described in the WIC
Manual to assure that the delivery of BFPC Services to Participants is not
disrupted in the event of Peer Counselor attrition or long-term absence.
(J.) Calculation of BFPC Services Time: LPHA staff time dedicated to providing
BFPC Services shall not be included in the regular WIC quarterly time studies
described in Section 1 (e)(ii) above.
(K.) Counting of BFPC Services Expenditures: LPHA shall not count
expenditures from the BFPC Services funds towards meeting either its LPHA
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 13 OF 17 PAGES
142008-10 PGM.DOC -DESCHUTES COUNTY
breastfeeding promotion and support targets or its one-sixth Nutrition Education
requirement.
(L.) Monitoring. OHA will do a review ofBFPC Services as part of its regular WIC
Services review of LPHA once every two years. OHA will conduct quarterly
reviews of Peer Counseling Case load. LPHA will cooperate with such OHA
monitoring.
(M.) Performance Measures:
(i.) LPHA shall serve at least 97% of its Assigned Peer Counseling Caseload
over any twelve-month period.
(ii.) OHA reserves the right to adjust its award of BFPC Funds, based on
LPHA performance in meeting Assigned Peer Counseling Caseload.
iii. Reporting Obligations and Periodic Reporting Requirements. In addition to the
reporting obligations set forth in Section 8 of Exhibit E of the Agreement, LPHA shall
submit the following reports:
(A.) A quarterly expenditure report detailing BFPC Services expenditures approved
for personal services, services and support, and capital outlay in accordance with
the WIC Manual.
(B.) A quarterly activity report summarizing the BFPC Services provided by LPHA,
as required by the WIC Manual
iv. Terms Specific to BFPC Services. OHA reserves the right to discontinue funding
BFPC Services ifthe LPHA does not follow the requirements related to BFPC Services
as stipulated in the WIC Manual.
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PllBUC HEALTH SERVICES PAGE 14 OF 17 PAGES
142008-10 PGM.DOC -DESCHUTES COUNTY
Attachment 1 to Amendment #10 to Agreement #142008
Financial Assistance Award for the period July 1,2014 to June 30, 2015
State of Oregon Page 1 of 3
Oregon Health Authority
Public Health Division
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 17. 2014 AMENDMENT
FY2015
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1. 2014 Through June 30. 2015
state: OR Zip Code: 97701
4) OHA Public Health Funds Approved
Previous Increase! Grant
Program Award (Decrease) Award
PE Q1 State SUpport for Public Health 178.374 0 178.374
PE 03 TB Case Management 1.144 0 1.144
PE 07 HIV Prevention Services 29.886 0 29.886
HIV Prevention Block Grant Services
Ryan White Title II HIV I AIDS Services
PE 08 Ryan White-Case Management 77,894 0 77.894
PE 08 Ryan White-Support Services 25.730 0 25,730
•PE 12 Public Health Emergency Preparedness 109,421 0 109,421
PE 13 Tobacco Prevention & Education 133.323 0 133,323
PE 15 Healthy Communities Phase II 81.250 0 81.250
.PE 40 Women, Infants and Children 638,343 0 638,343
FAMILY HEALTH SERVICES ( a,b.j,k )
PE 40 WIC -PEER Counseling 44.100 0 44.100
FAMILY HEALTH SERVICES (c,d )
PE 41 Reproductive Health Program 162.392 0 162,392
FAMILY HEALTH SERVICES ( h )
5) FOOTNOTES:
a) July -September grant is $172.528 ; and includes $34,528 of minimum Nutrition Education: and
$7,955 for Breastfeeding Promotion.
b) October-June grant is $465,705 ; and includes $93.141 of minimum Nutrition Education amount
and $23,866 for Breastfeeding Promotion.
C) $11.025 is the July-September 2014 funding.
d) $33,075 is for the October 2014 through July 2015 period.
e) $268.613 is funding a'A'8rd for FY2015 and can be spent for the time period of July 2014 through
Dec. 2014. Funds for July 2014 -Sept. 2014 are to be used to complete grant activities and services
by Sept. 30,2Q 14, as well as pay personnel for the time period Oct. 1, 2014 -Dec. 31, 2014 for the
flnal reporting.and completion of grant requirements that are due after September 30, 2014.
f) $24,623 must be spent by 9/30l14. Carry forvlard is not allowed. October-June is $73,870
g) $268,613 is for July through September 2014.
h} $120,736 is Title X funds for FY2015: $41.656 is Title V funds for FY2015.
6} Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip
ment With a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
I
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PAGE 15 OF 17 PAGES2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES
142008-10 PGM.OOC -DESCHUTES COUNTY
I
State of Oregon Page 2 of3
Oregon Health Authority
Public Health Division
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 17. 2014 AMENDMENT
FY2015
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1. 2014 Through June 30. 2015
State: OR Zip Code: 97701
4) OHA Public Health Funds Approved
Previous Increase! Grant
Program Award (Decrease) Award
.PE 42 MCHfChiid & Adolescent Health -General Fund 11,323 0 11,323
FAMILY HEALTH SERVICES ( i )
PE 42 MCH-TitleV -Child & Adolescent Health 12,502 0 12.502
FAMILY HEALTH SERVICES ( i )
PE 42 MCH-TitleV Flexible Funds 29.173 0 29,173
FAMILY HEALTH SERVICES ( i )
PE 42 MCH!Perinatal Health General Fund 6,035 0 6,035
FAMILY HEALTH SERVICES ( i )
PE 42 Babies First 18.078 0 18,078
FAMILY HEALTH SERVICES
PE 42 Oregon Motherscare 20.375 a 20,375
FAMILY HEALTH SERVICES
PE 43 Immunization Special Payments 38.902 0 38.902
FAMILY HEALTH SERVICES
PE 44 School Based Health Centers 325,000 (325.000) 0
FAMILY HEALTH SERVICES ( I.m)
PE 44 School Based Health Centers --BASE 0 265.000 265,000
PE 44 School Based Health Centers PLANNING 0 60.000 60.000
( n )
!PE 44 School Based Health Centers Mental Health a 743,464 743,464
( 0 )
PE 47 Linking Actions for Unmet Needs in Child Health Project 268.613 0 268,613
FAMILY HEALTH SERVICES ( e )
5) FOOTNOTES:
i) Funds y.,1U not be shifted between categories or fund types. The same program may be funded
by more than one fund type, however. Federal funds may not be used as match for other
Federal funds (such as Medicaid ).
j) $15,720 represents year-end one-time funding to local agencies.
k) $1.683 represents fresh fruit and veggies grant to local agencies
I) $60,000 Increase Is for SBHC Phase II planning award.
m) $265.000 is School Based Health Clinic Base Funds.
n) Roll over of unspent FY2014 planning funds and additional FY2015 planning grant awards.
0) Amendment adds the roll over of unspent Fiscal Year 2014 Mental Health grant funds and adds
additional Fiscal Year 2015 funds.
I
6) Capital Outlay Requested In This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
I
I
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 160F 17 PAGES
142008-10 PGM.DOC -DESCHUTES COUNT\,
State of Oregon Page 3 of 3
Oregon Health Authority
Public Health Division
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 17. 2014 AMENDMENT
FY2015
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1,2014 Through June 30, 2015
State: OR Zip Code: 97701
4) OHA Public Health Funds Approved
Prevlous Increase! Grant
Program Award (Decrease) Award
PE 48 Teen Pregnancy Prevention -P. R. E. P. 98,493 0 98,493
FAMILY HEALTH SERVICES (f)
PE 50 Safe Drinking Water Program 93.862 0 93.862
TOTAL 2,404,213 743,464 3.147.677
5) FOOTNOTES:
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip
ment with a purchase price in excess of $5.000 and a life expectancy greater than one year.
I
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
I
I
2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PuBLIC HEALTH SERVICES PAGE 170F17PAGES
142008-10 PGM.DOC -DESCHUTES COUNTY
DHS SHARED SERVICES
Office of Contracts and Procurement
John A. Kitzhaber, MD, Governor 250 Winter St NE, Room 306
Salem, OR 97301
Voice: (503) 945-5818
FAX: (503) 373-7889
DOCUMENT RETURN STATEMENT
September 30, 2014
Re: Document #: 142008-10, hereinafter referred to as "Document."
Please complete the following statement and return it along with the completed
signature page and the Contractor Data and Certification page and/or Contractor Tax
Identification Information form (if applicable).
Important: If you have any questions or find errors in the above referenced Document,
please contact the contract specialist, Phil McCoy at (503) 945-5868.
(Name) (Title)
received a copy of the above referenced Document, between the State of Oregon,
acting by and through the Department of Human Services, the Oregon Health Authority,
and Deschutes County Health Services, bye-mail from Phil McCoy on September 30,
2014.
On ________, I signed the electronically transmitted Document without
(Date)
change. I am returning the completed signature page and Contractor Data and
Certification page and/or Contractor Tax Identification Information form (if applicable)
with this Document Return Statement.
(Authorizing Signature) (Date)
Bend, OR 97701
To ensure timely processing of your contract/amendment, please reply and confirm receipt of
this communication.
For contract-related questions, you may call the contract specialist, Phil McCoy at (503) 945
5868.
Attached, for your signature, is Amendment #: 10 for Document #: 142008 with the State of
Oregon acting by and through its Department of Human Services and Oregon Health Authority.
After reviewing the document, please obtain the appropriate signatures.
Complete and return the following bye-mail or fax:
1. Signature page -sign and date the signature page (page 3)
2. Document Return Statement {If this form is completed, please do not return the entire
contract.)
Please see signature block below for return contact information. After obtaining the
appropriate signatures, an executed document will be forwarded to you for your records.
Important Notice: DHS and OHA no longer issue checks for contract services and supplies. To
receive payments, contractors must enroll in Electronic Funds Transfer (EFT), also known as
direct deposit. Enrolling in EFT is as easy as completing the Direct Deposit Authorization Form
found at: http://www.oregon.gov/DHS/admin/contracts/.
Only one form is required per contractor, regardless of how many contracts you have with
DHS or OHA. If you already have EFT set up for any type of payment, please do not send in
another form. If you have questions regarding EFT, contact the EFT Coordinator at (503) 945
5710.
Thank you,
Connie Thies
Department of Human Services
Office of Contracts & Procurement
250 Winter St NE
Salem, OR 97301
Fax: (503) 373-7889
Email: connie.thies@state.or.us
2
Nancy Mooney
From: Linda Webb
Sent: Monday, October 13, 2014 3:41 PM
To: Nancy Mooney
Subject: RE: Amendment #10 to the contract between PH and OHA #142008 is ready for
approval for signature
I have read the document and agree to do the work that is set forth.
Linda Webb RN
SBHC Supervisor
Deschutes County Health Department
541322-7405
lindaw@deschutes.org
From: Nancy Mooney
Sent: Friday, October 10, 20143:08 PM
To: linda Webb; Laura Spaulding
Subject: Amendment #10 to the contract between PH and OHA #142008 is ready for approval for signature
Linda & Laura, there are changes to this amendment that invoLve both WIC and SBHC.
PLease provide your affirmation that you have read this document in its entirety, that we can
accept/ accomplish the Statement of Work and that signing this document is recommended.
PLease note upon e-mailing your consent for signature that you're confirming you've read the document and
reviewed/approved the Statement of Work as it is set forth in the document.
Thank you,
Nancy Mooney
Contract Specialist
Phone: 541-322-7516
Fax: 541-322-7565
Deschutes County Health Services
2577 NE Courtney Drive
Bend, OR 97701
From: THIES Connie [mailto:connie.thies@state.or.us]
Sent: Tuesday, September 30,20142:54 PM
To: Jane Smilie; Nancy Mooney; Sherri Pinner
Subject: 2013/2015 LPHA 142008-10
September 30, 2014
Deschutes County Health Services
Attn: Jane Smilie
2577 NE Courtney Drive
1
I
I
Nancy Mooney
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From: Laura Spaulding
Sent: Wednesday, October 22, 2014 10:14 AM
To: Nancy Mooney
Subject: RE: Amendment #10 to the contract between PH and OHA #142008 is ready for
approval for signature
Thank you Nancy---I'm at the end of the cold so I'm hoping it will be completely gone any day now:)
I read the contract and it is fine as is.
Thanks!
Laura Spaulding, RDN
vVIC Coordinator
Accreditation Coordinator
Deschutes County Health Services
'2577 NE Courtney Dr.
Bend, OR 97701
541.322.7450
Our i\'lission: To promote and protect the health and safety of our community.
CONFIDENTIALITY STATEMENT:
This e-mail, including attachments, may include Protected Health Information or otherwise confidential, or legally
privileged information, and may be used only by the person or entity to which it is addressed or the individuals
designated to view such information per HIPAA regulations. If the reader of this e-mail is not the intended recipient or
his or her authorized agent, the reader is hereby notified that any dissemination, distribution or copying of this e-mail is
prohibited. If you have received this e-mail in error, please notify the sender by replying to this message and delete this
e-mail immediately.
From: Nancy Mooney
Sent: Wednesday, October 22,20149:58 AM
To: Laura Spaulding
Subject: RE: Amendment #10 to the contract between PH and OHA #142008 is ready for approval for Signature
Hi Laura,
I'm sorry you're not feeling very well. : (
The changes to WIC referenced in this amendment are language only and the exhibit begins on page 4.
just need your acknowledgement that you're aware of the changes and are fine to move forward. Please let
me know if you have any questions.
Feel better soon!!
Nancy Mooney
ContractiCredentialing Specialist
Deschutes County Health Services
2577 NE Courtney Drive
Bend, OR 97701
1