Public Authority - The Sonoma County In

Sonoma County
In-Home Supportive Services
Public Authority
A Handbook for IHSS
Registry Caregivers
and IHSS Home Care Providers
Table of Contents
Page #
A Message from the Manager
1
Index of Terms
3
Chapter 1 – The IHSS Public Authority
5
Chapter 2 – The Registry
9
Chapter 3 – Getting Hired
13
Chapter 4 – Before You Start the Job
17
Chapter 5 – Establishing a Good Working Relationship
25
Chapter 6 – Timesheets, Paychecks, and Benefits
33
Chapter 7 – Legal Matters
44
Appendix A – Registry Policies and Procedures
47
Closing Statements
51
Numbers to Remember
52
Caregiver Handbook
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Caregiver Handbook
A Message from the Manager of the IHSS Public
Authority to new caregivers joining the Registry
Dear New Registry Caregiver:
Welcome to the IHSS Public Authority Registry in Sonoma
County. We appreciate your interest in working as an IHSS
caregiver and joining our listing in the Registry. As a part of our
Registry, your name will be referred to consumers who are
interested in the referral of prescreened caregivers that match their
needs.
The IHSS program plays a key role in keeping individuals
safely in their homes and functioning independently. As an IHSS
caregiver, you play an important part in the lives of IHSS
consumers.
There are many benefits in becoming a caregiver. Being a
caregiver allows you independence, flexibility in your schedule, and
a choice about whom to work for. Above all, you will also have the
satisfaction of knowing you are providing critically needed
assistance to people who, with your help, are able to maintain their
independence in their own home. You can make a real difference in
someone’s life.
The IHSS Public Authority recognizes the difference you are
making in people’s lives. One of the tasks of the IHSS Public
Authority is to support you in understanding your role as an IHSS
caregiver and to help strengthen the working relationship with the
consumer(s) you work for. This handbook will help you understand
your job, benefits, training opportunities, how the Registry works,
and the role the IHSS Public Authority plays in supporting the IHSS
program.
Thank you.
Sincerely,
M. H.
Michael Humphrey
Manager
Caregiver Handbook
Page 1
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Caregiver Handbook
Index of Terms
IHSS
In-Home Supportive Services is a program that provides personal and household
assistance to low-income people who are elderly, blind, or disabled (IHSS
Consumers or Recipients) and require assistance to maintain their
independence. The program pays caregivers, who are called “IHSS caregivers.”
IHSS Caregiver
An IHSS caregiver is a person who provides personal and domestic services to
IHSS eligible consumers. S/he is an employee employed by the consumer. A
caregiver is also referred to as a:
ƒ Caregiver
ƒ IHSS Provider
ƒ Home Care Worker
ƒ Personal Care Attendant
ƒ Individual Provider
ƒ Personal Assistant
ƒ Independent Provider
ƒ Provider
ƒ IHSS Caregiver
ƒ Worker
IHSS Consumer
An IHSS consumer is an eligible low income, aged, blind, or disabled person
who needs assistance to maintain their independence. The consumer receives
hours from the IHSS program and employs an IHSS caregiver to assist with
those approved hours of service. An IHSS consumer is also referred to as a:
ƒ Client
ƒ IHSS Recipient
ƒ Consumer
ƒ Recipient
Registry Coordinator
A Registry Coordinator is an IHSS Public Authority staff member who provides
assistance to consumers in finding caregivers and helps Registry caregivers find
job opportunities with consumers.
Registry
The Registry is operated by the IHSS Public Authority. It helps consumers find
prescreened qualified caregivers. It also helps caregivers find employment with
IHSS consumers. The major tool it uses is a computerized listing of prescreened
caregivers. The Registry constantly screens and recruits new caregivers to
maintain usefulness of this listing.
Caregiver Handbook
Page 3
IHSS Social Worker
An IHSS social worker is assigned to each IHSS consumer. S/he determines
whether an individual is eligible for the IHSS program, assesses the number of
hours of service needed, and reviews continuing eligibility for the program on a
periodic basis. S/he is also a social service professional that a consumer can
contact for referral to the Registry and other County programs.
USPP
The Urgent Substitute Provider Program (USPP) is a program that offers
temporary home caregivers to IHSS consumers whose regular caregiver is
unexpectedly absent, and the consumer faces an urgent care situation. The
Registry operates the USPP service.
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Caregiver Handbook
Chapter 1 – The Public Authority
What is the IHSS Public Authority?
In response to the 1999 California Assembly Bill 1682, the Sonoma County
Board of Supervisors established by County Ordinance the IHSS Public Authority
on June 12, 2001. The Board of Supervisors, acting as the Board of Directors,
serve as the governing body for the Public Authority. The Board of Supervisors
also established a 10 member Advisory Committee that provides ongoing advice
and recommendations to the Public Authority and the IHSS program.
The Sonoma County IHSS Public Authority acts to enhance IHSS services and
support the concerns of both consumers and caregivers in a number of ways:
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First, the IHSS Public Authority acts as the “employer of record” for IHSS
caregivers in collective bargaining for wages and benefits, and other terms
and conditions of employment.
Second, it administers the eligibility and enrollment of IHSS caregivers for
dental and health benefits.
Third, it operates the Registry, a referral service for IHSS consumers for
obtaining referrals of screened caregivers. The Registry recruits, screens,
and orients caregivers, and maintains a computerized Registry listing.
Fourth, it provides support and training opportunities for both caregivers and
consumers.
Fifth, it provides staff support for the Public Authority Advisory Committee,
which is a resource for consumers and caregivers to voice their opinions and
ideas for improvement of the Public Authority and IHSS program.
Sixth, it offers the Urgent Substitute Provider Program (USPP) that provides
substitute caregivers for temporary urgent care situations that IHSS
consumers face.
Caregiver Handbook
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The IHSS Program & the Agencies that Support It
The IHSS Public Authority is one of several agencies and bodies involved in
supporting the IHSS program. Others include the Human Service Department,
the State of California, the Union, and the Public Authority Advisory Committee.
These are described below:
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In-Home Supportive Services (IHSS) is a federal, state, and county funded
program that pays caregivers for domestic and personal care services to
eligible low income, aged, blind, or disabled persons who require caregivers
to support their independence. This program is located in the Human Service
Department in Sonoma County.
County of Sonoma, Human Services Department (HSD) administers the
IHSS program, determines IHSS eligibility, and performs assessments.
Through the Payroll Unit, it processes timesheets and forwards timesheet
information to the State.
The State of California mails paychecks to the caregivers.
The Union (SEIU-UHW-West) negotiates wages, benefits, and working
conditions on behalf of the caregivers.
Public Authority Advisory Committee provides advice and recommendations
on issues related to service delivery and program administration to the Board of
Supervisors, IHSS Public Authority, and the IHSS program.
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Caregiver Handbook
The diagram below illustrates the relationship between
the caregiver and the agencies assisting the caregiver.
IHSS
Public Authority
•
•
•
•
PA
Advisory
Committee
Provides advice and
recommendations to the Board
of Directors, HSD, & the IHSS
Public Authority, on IHSS
issues related to service
delivery and program
administration
Union
SEIU-UHW-West
Caregiver
Sonoma
County HSD IHSS
•
•
•
•
Social Workers
Collects timesheets
Maintains payroll
Inputs timesheets into
State computer
• Determines consumers’
hours
Caregiver Handbook
Registry
Training
Benefits
Employer of record
for negotiations
• Negotiates wages, benefits,
and working conditions
• Union membership and
dues
• Provides input on issues
affecting providers
State of
California
Issues paychecks
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Who is the Employer?
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The Consumer is the employer for the purposes of selecting, hiring,
supervising, training, and firing his/her in-home caregiver.
The State of California is the employer for the purpose of paying for IHSS
hours worked and providing certain benefits (Disability, Unemployment, and
Worker’s Compensation Insurance).
The IHSS Public Authority is the employer for the purpose of collective
bargaining with the union (including negotiating wages, benefits, and other
terms and conditions of employment).
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Caregiver Handbook
Chapter 2 – The Registry
Referral Service for IHSS Consumers
The Registry is a referral and support service for the IHSS consumers looking for
caregivers. This involves a number of different tasks. The Registry:
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Maintains a computerized listing of screened caregivers.
Provides orientation to potential caregivers about the IHSS program and the
duties and responsibilities of the IHSS caregiver.
Screens caregiver applicants to the Registry by doing criminal background
checks, personal and work reference checks, and interviewing the applicant.
Approves caregivers for the Registry who have gone through orientation and
screening.
An IHSS Consumer can request a referral for a Registry Caregiver by:
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Calling the Registry at 565-5700 and speaking to a Registry Coordinator.
Calling the assigned IHSS Social Worker at 565-5900 to request a caregiver
referral from the Registry.
Becoming a Caregiver on the Registry
In order to become a Registry caregiver, you must have previously enrolled
through the state mandates and become an eligible IHSS caregiver. Once you
are eligible, you can apply to the Registry. Individuals applying for work as
caregivers will find the Registry and the IHSS Public Authority to be an important
asset in obtaining work and improving job skills. Once you are listed on the
Registry, we provide IHSS consumers with IHSS caregiver referrals.
Caregiver Handbook
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The steps you take to become a caregiver:
Application Procedure:
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Once you have become an eligible IHSS provider, you can obtain a Registry
application by calling 565-5700, or it can be picked up at 3725 Westwind
Blvd., Suite 101. Complete and sign the application and return it to the IHSS
Public Authority in person or by mail. Once an application is received and
reviewed, the applicant will be contacted and scheduled for an orientation.
Please note: Your signature on this application authorizes the IHSS Public
Authority to request further criminal background checks and a re-check of
your Social Security number. The results of the criminal background check
may be shared with IHSS and prospective and present employers.
Intake Procedure:
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All applicants are required to go through a Registry orientation, personal
interview and questionnaire.
ƒ During the interview, applicants will go through an intake procedure which
includes:
ΠVerification of your legal right to work - proof of citizenship or any other
legal document authorizing work in the United States (Green Card or Work
Permit from the Immigration Department).
ΠShowing a picture identification and valid Social Security card.
ΠProviding a minimum of one personal and two work references, including
names and telephone numbers of the individuals providing the references,
and signing an authorization to allow previous employers to release
information to the Public Authority.
Œ Providing proof of valid driver’s license, current insurance, and DMV
record, if caregiver indicates a willingness to provide transportation
services using his/her own vehicle.
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Caregiver Handbook
Approval for the Registry:
Individuals approved for the Registry will receive a letter of acceptance in your
Registry caregiver acceptance packet. Those who are not approved will receive a
letter of notifying them that they are not approved.
What must I do to remain on the Registry?
All caregivers must call the Registry staff every month regarding their work
availability. If the caregiver does not contact the Registry staff every month as
required, the caregiver may be removed from the Registry.
The caregiver must also contact the Registry staff if the following situations arise:
ƒ Change of caregiver address or telephone number.
ƒ Changes in availability for work or work preferences (e.g., change in
available hours, when a job has ended, when s/he becomes available for
new or additional work assignments).
Caregiver Handbook
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Caregiver Handbook
Chapter 3 – Getting Hired
Interviewing Tips:
Usually, a consumer’s first step in the hiring process is to respond to calls from
prospective caregivers, and conduct phone interviews. First impressions are
important, so be prepared when you call consumers. Being prepared shows the
consumer that you are well organized.
You may find the consumer is not an exact match for you or may not be the type
of consumer you prefer or the type of work you were looking for. This may be
because the Registry staff was not aware of all the consumer’s needs or medical
conditions. We hope you are willing to consider working for any consumer you
have the ability to serve. However, if you do not want to accept the job, simply tell
the consumer in a polite manner.
The Phone Interview:
During the phone interview, what you say and how you say it may determine
whether the consumer asks you for a face-to-face interview. By the end of the
phone interview, you should have the answers to these basic questions:
ƒ What days and times are needed by the consumer?
ƒ What are the total hours required?
ΠWhen is the start date?
ΠWill all the hours be paid for through IHSS?
ƒ Is there an IHSS share of cost? If so, how much and how will it work?
ƒ What tasks need to be performed?
ƒ Is this temporary, for a time-limited period?
ƒ Will lifting or transfers be required? If so, ask for more details.
ƒ Do they have pets?
ƒ Do they want a caregiver to provide transportation?
ƒ Will the consumer pay for mileage?
ƒ Does the consumer smoke or use alcohol or illegal drugs?
ƒ Is there special care, equipment, special diet, or cooking, etc.?
If you are scheduled for an interview, be sure to obtain the consumers name,
location of the interview, and phone number.
Caregiver Handbook
Page 13
Some consumers will ask many questions, some just a few basic ones. The
amount of information that consumers give you and want from you will vary.
Some consumers want to wait until the face-to-face interview to hear more about
you. You need to judge how much to say and how many questions to ask.
Be Prepared to Discuss:
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Your availability and your experience.
Whether you smoke or use alcohol or illegal drugs.
The kinds of tasks you have performed.
Which duties you will not perform and if you are willing to be flexible.
Any health limitations that may affect your job performance.
Whether you are OK with pets in the house.
Special skills or training you have had, i.e. lifting, transferring, preparing
meals that involve special diets, bowel and bladder care, cardiopulmonary
resuscitation (CPR), personal grooming, and hygiene experience (bring
copies of certificates or proof of training if you have them).
Why you enjoy working as a caregiver.
The qualities that make you a successful caregiver (like being quick to learn,
dependable, hard-working, able to follow directions, etc.).
Your driving record, licensing, and insurance.
If you only have family references because you have been primarily a family
caregiver, let the prospective employer know that if you are accepted for
work, you are looking to them for a recommendation that will be filed in the
Registry.
After or during the phone interview, if you do not want to accept the consumer’s
job duties, inform the consumer in a polite manner. Please return calls to the
consumer even if you are not interested in the job.
Disclosure of infectious diseases:
Consumers and caregivers are strongly encouraged to disclose to each other
whatever health conditions they have that may adversely affect the health of the
other. This includes all infectious diseases, including HIV, hepatitis, tuberculosis,
and others. The Registry advises the caregiver to use universal precautions
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Caregiver Handbook
against infectious disease in all cases, whether or not there is disclosure of a
medical condition. See Chapter 6, Universal Precautions.
The Face-to-Face Interview:
At the interview, you will be judged on such things as:
ƒ Attitude
ƒ Appearance
ƒ Listening skills
ƒ Ability too communicate clearly
Be sure to bring:
ƒ References. (Even though the Registry has checked your references, it is a
good idea to bring them.)
ƒ Documents for identification and showing your right to work in the U.S.
ƒ You may be asked to provide proof of a negative tuberculosis (TB) test. If
you are concerned about your own possible exposure to TB, you may ask to
see proof of the consumer’s negative test.
ƒ The Recipient Designation of Provider form (mailed to you in your Registry
caregiver acceptance packet).
ƒ If you are driving your own car on the job, although you have verified to the
Registry your ability to drive at the time of your application, you should be
prepared to show your most recent evidence of insurance and a current
California driver’s license and a DMV printout. You may get a copy of your
most recent DMV printout from your local Department of Motor Vehicles
office. There is a $5.00 fee.
ƒ If you are driving the consumer’s car, be sure to check that the consumer’s
insurance covers you in case of an accident.
Caregiver Handbook
Page 15
If the IHSS Consumer Agrees to Hire You:
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Fill out the Recipient Designation of Provider form with the consumer
immediately
Mail the Provider Enrollment Agreement form back in the envelope provided
in your Registry acceptance packet.
Completion of this process will enroll you as the IHSS consumer’s IHSS
caregiver
It is important that you report to your Registry Coordinator at 565-5700 that
you have been hired.
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Caregiver Handbook
Chapter 4 – Before You Start the Job
Authorized IHSS Services
Before you can be hired as an IHSS caregiver, an IHSS social worker must visit
the consumer to determine what services s/he is eligible to receive and how
many hours of service are authorized. When the consumer is approved for IHSS,
s/he is given a Notice of Action (NOA), a form that describes the tasks and the
number of hours of service authorized by IHSS.
Sample of the top
section of the
Notice of Action
Form (NOA)
Ask your employer which services you are being asked to provide and when the
services need to be performed. Negotiate a work schedule that works for both
the consumer and yourself.
The IHSS program will pay you only for work you do for the IHSS consumer, not
for work you do for others living in the home, unless that work has also been
authorized by IHSS. Other work that the IHSS program will not pay for includes
transporting family and friends, pet care (i.e. transporting, feeding, grooming,
feces cleanup etc.), painting, car maintenance, manicures, or yard work. Politely
decline if asked to do work not authorized.
Listed on the next page are services that are paid for by IHSS. Many consumers
will be approved for some but not all of these services.
Caregiver Handbook
Page 17
IHSS Authorized Duties and Responsibilities
Domestic Tasks
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Mowing the lawn or gardening
Pet care, such as washing or walking
Cleaning or cooking for other family
members
Bathing
Grooming (shampoo, hair care,
shaving, and dental care)
Dressing
Feeding and assistance with eating
Support with toileting
Skin care
Help changing positions or walking
and moving from place to place
Bowel and bladder care
Care and assistance with prosthesis
Meal Preparation & Clean Up
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Shopping and errands
Accompany to medical appointments
Protective supervision
Paramedical services (only if
consumer’s doctor sends approval
notice to IHSS social worker)
Tasks that are NOT Authorized
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Vacuuming, dusting, and sweeping
Damp mopping kitchen and bath
Cleaning stove top
Cleaning the counter tops in kitchen
and bath areas
Cleaning the sink, tub, and toilet
Making and changing beds
General tidying up
Washing, folding, and putting away
laundry
Mending
Emptying trash
Wiping/cleaning refrigerator
Miscellaneous
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Personal Care
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Grocery shopping
Meal preparation
Meal clean-up
Moving furniture
Anything else not on the list of
approved tasks on the Notice of Action
Washing windows
Be prepared to learn the way the consumer wants you to do the required tasks.
You need to be open to new ways of doing familiar tasks requested by the
consumer. The consumer is responsible for hiring you, as well as training you
and directing your work, and s/he is also the one to fire you if that becomes
necessary.
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Caregiver Handbook
Paramedical Services
IHSS regulations require that a health professional order and supervise
paramedical services. Therefore, it is recommended that you do not perform a
paramedical service unless the consumer’s doctor has taught you how to provide
the service, advised you of the risks involved, and informed you of what to do in
an emergency if something goes wrong. Common paramedical services include:
ƒ Administering medication or giving injections
ƒ Urine testing
ƒ Wound care
ƒ Catheter care and ostomy irrigation
ƒ Any treatments requiring sterile procedures
ƒ Enemas, digital stimulation, or the insertion of suppositories
ƒ Tube feeding
ƒ Range of motion exercise as treatment
ƒ Suctioning
ƒ Placing the consumer in a standing frame
To further clarify your work arrangement with the consumer, it
is recommended that you talk to the consumer about:
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Developing a work agreement by writing down a “Task Schedule” which
lists agreed tasks to be performed, the work schedule, and clear instructions
for completing tasks
Making a “Contract” between the consumer and yourself
Developing a Work Agreement
A clear understanding of job duties and work schedule at the beginning can
reduce the likelihood of conflict and misunderstanding later. When you put that
understanding in writing, you have a “Work Agreement” or “Contract.”
Sample “Task Schedule” (next page)
In each corresponding box, write down the time the tasks are to be completed
and any special instructions.
Caregiver Handbook
Page 19
Task
Mon Tue
Wed Thu
Fri
Sat
Sun
Instructions
Personal Care
Exercise
Medicines
Respiration
Eating/Feeding
Ambulating
Bathing
Dressing
Grooming
Oral hygiene
Bowel/bladder
Menstrual Care
Lift/transfer
Rub skin
Repositioning
Sterile Procedure
Wound Care
Medically Apprvd.
Protective
Supervision
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Caregiver Handbook
Household
Mon Tue
Wed Thu
Fri
Sat
Sun
Instructions
General Cleaning
Vacuuming
Dusting
Mopping
Empty Trash
Meal Preparation
Meal Clean-up
Ironing/Laundry
Making bed
Shopping
Errands
Caregiver Handbook
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Sample Contract
We agree that the following expectations and agreed upon terms will be followed
mutually:
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The caregiver will arrive on schedule and the consumer will be there.
If the caregiver is going to be late or cannot work at a regularly scheduled
time, s/he will notify the consumer as soon as possible and, if possible, work
out a make-up time.
If the consumer must cancel, s/he will notify the caregiver as soon as
possible and, if possible, work out a make-up time.
The caregiver will work the agreed upon number of hours/days, and the
consumer will not request extra unpaid time.
All jobs on the task list will be done well and efficiently completed by the
caregiver.
The consumer will not ask that unreasonable tasks be done or set
unreasonably high standards.
Both persons will keep confidentiality.
Required paperwork and timesheets will be completed and submitted
promptly by the person(s) responsible.
________________ _________________ ____________
Consumer Name
Consumer Signature
Date
__________________ ___________________ ______________
Caregiver Name
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Caregiver Signature
Date
Caregiver Handbook
When You Are Hired
Registry Hires
If you are hired by an IHSS consumer who was referred to you by the Registry,
you must call the Registry staff at 565-5700 to notify them that you have been
hired. Follow the procedures concerning filling out and mailing in the Recipient
Designation of Provider form described in the section “If the IHSS Consumer
Agrees to Hire You” on page 16.
Private Hires
If you are hired by an IHSS consumer privately, the consumer or you must call
the Payroll Line at 565-2852. Be prepared to provide the following information:
ƒ The first and last of the consumer you will be working for.
ƒ Your name, exactly as it is typed on your social security card.
ƒ Your Social Security number.
ƒ Your mailing address.
ƒ Your telephone number.
ƒ Your date of birth.
ƒ The date you will start your job.
ƒ Your (familial) relationship to the consumer (if any).
ƒ Date you started work.
All Hires
The Payroll Start Line will then mail payroll enrollment forms to the caregiver
(provider).
The W 4 Form will be mailed with the timesheet.
You and the consumer must fill out all the enrollment forms completely and
accurately and send them immediately to payroll. If you are not enrolled, you
cannot be paid by the IHSS program. A delay in returning the enrollment form will
cause a delay in receiving your paychecks.
Caregiver Handbook
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Caregiver Handbook
Chapter 5 - Establishing a Good Working
Relationship: Job Performance Tips
Providing In-Home Supportive Services (IHSS) is important work. IHSS allows
consumers to remain safely at home and prevent premature admission to an
institution. Your job as a caregiver will go more smoothly if you and the consumer
know and respect each other’s roles and responsibilities. The following
suggestions will help establish a smooth working relationship with consumers
and minimize any problems that may develop.
1.
Be dependable. Arrive on time and be ready for work. Notify the
consumer as soon as possible if you are going to be late.
2.
Communicate changes. Notify the consumer if your schedule is going
to change or if you decide to leave the job. You are expected to give two
weeks notice.
3.
Be reliable. Do all the work you agreed to and, do it well. Provide the
same quality of work you would expect if you were the consumer.
4.
Be respectful. Treat the consumer with dignity and respect. Never
verbally, physically, or sexually harass the consumer. Do not bring anyone
to the consumer’s house, unless pre-approved by the consumer.
5.
Maintain confidentiality.
Do not share any private or personal
information about a consumer. Do not use the consumer’s name or address
or share information about a consumer’s personal situation, family, health,
or behavior.
6.
Report changes. Let the Social Worker know of any changes in the
consumer’s health, abilities, environment, or service needs.
7.
Keep records.
Maintain accurate timesheets, work schedules, and
other forms as required.
8.
Be informed. Know the amount of hours that have been authorized for a
consumer and the tasks to be performed.
9. Be efficient. Plan your work to make the most of the time allowed.
10. Be helpful. Assist the consumer to maintain or increase self-sufficiency.
Caregiver Handbook
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Starting the new job
Try to develop a “Task Schedule” (see page 19) or a task checklist to clarify
what work must be done, when it must be done, and how to perform the tasks. A
posted checklist may help you learn the steps or procedures.
Some people will want things done in a very particular way; others are flexible
about how things are done. Note that on the “Task Schedule.”
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Ask if you can discuss any medical problems, allergies, and/or special diets
the consumer may have. If the consumer has health problems, ask if there is
anything that should be done in a certain way.
Wear clean, comfortable clothing. Many consumers prefer that you do not
wear a uniform, since that may be associated with hospital employees.
Do not bring a large back-pack, purse, or other bag to work as it might
cause concern about possible theft.
Do not take anyone else to work with you: a child, a relative, or a friend.
Talk to the consumer regarding what to do in case of an emergency.
Ask the consumer to post a list of phone numbers for doctors, clinics,
therapists, social workers, relatives, or friends to call in an emergency.
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Caregiver Handbook
Handling Money
Always protect yourself from any questions about money by
following these steps:
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If asked to take money from the consumer’s wallet or purse, insist that the
consumer watch you.
Ask the consumer to verify the amount of money you are taking and record
the amount on a note or on the shopping list.
Count the change and ask the consumer to initial the receipt when you give it
back.
Do not loan money to the consumer.
Do not borrow money from the consumer, even if they offer it.
Never ask the consumer to contribute to anything, join anything, or buy
anything.
Taking Care of You
Caregiving work is important and rewarding but can be hard. Some consumers
may be very demanding and a few may be unpleasant. Here are some
suggestions:
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Try to maintain a positive attitude.
Talk about problems with the consumer before they get serious.
Take breaks if you are working several hours.
Stay in good health, eat a nutritious diet, and get sufficient sleep.
Caregiver Handbook
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Sensitivity to Differences Cultural, Language, Age, and Disability
Communication is not an authorized task by IHSS, but we all know that
communication is the most important task in life. People from different cultures
may have different expectations and different ways of communicating or
behaving. There are cultural differences about food, grooming, touching, sharing
personal matters, and what is considered polite, private, or rude. Try to be aware
of these cultural differences and of the stereotypes you may have about people
based on their culture, age, gender, or disability.
Remember also that people who are elderly are often dealing with change, loss,
and limitations. They may be experiencing illness, pain, frustration, reduced
mobility and freedom, loss of friends, or reduced income. They may be worried
about further limitations or death. They may react with irritability, anger, low
energy, sadness, or depression. Sometimes, it is challenging to sort out the
meaning of these symptoms. They can be signs of aging and loss. But other
times, there may be signs of more serious medical or emotional difficulties,
reactions to medication, depression, or drug or alcohol abuse, which indicate
they need the help of a counselor or doctor.
Often the consumer and caregiver have different native languages. The caregiver
may be new to this country and learning English. In these circumstances, it is
natural that the communication at first may be difficult and require patience.
Language differences may be difficult in the beginning, but once you learn to
listen to each other and adjust to differences in language, it will get easier.
Working for a disabled employer may be a new and challenging experience. You
may feel uncomfortable with the consumer’s condition and needs. A good place
to start is to ask what the consumer wants done and how you should do it. Avoid
the tendency to “do it all” for the consumer. Let the consumer tell you what is
needed and when. People with disabilities are capable and should be
encouraged to make choices for themselves. You will find that once you become
familiar with the employer, you will become more comfortable.
The IHSS Public Authority offers caregivers assistance in resolving problems or
disputes with the consumer or the consumer’s family members. We will also
provide on-going training for caregivers.
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Safety and Accident Prevention
You can help avoid accidents in the home by doing the
following:
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Ask the consumer if you can make some small changes and clean up
dangerous situations, such as tacking down rugs, removing items off floors
one can slip on, mopping up wet floor surfaces, and other hazards.
Be cautious when dealing with hazardous materials.
Lift properly.
Clean up spills immediately.
Put chemicals, medicines, and other dangerous items in a place that is safe
from people who might endanger themselves.
Never leave someone unattended in a hot bathtub or shower if there is a
chance they might turn on water that is too hot or if they might fall and not be
able to get up.
Common dangers include the following:
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Clutter on the floors or slippery floors.
Doorways and walkways that are blocked, or cluttered.
Throw rugs that might trip an elderly or disabled person.
Sharp or projecting objects that might cause injury if they fell, were bumped
into, or were mishandled.
Equipment or appliances that are broken or need repair.
Machinery with moving parts.
Lighted cigarettes, candles, fireplaces, gas heaters, or stoves.
Chemicals such as bleach and ammonia and drain opening materials that
can burn the skin or eyes and give off toxic fumes.
Electrical cords and overloaded extension cords.
Mixed up medication.
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Universal Precautions
Many illnesses and diseases may threaten your health and the health of the
consumer. Germs, viruses, parasites, MRSA (resistant staph), and bacteria can
spread disease or illness. Colds, flu, mumps, chicken pox, tuberculosis, and food
poisoning are passed through the things we touch, eat, or breathe. Doctors
advise that you take action as if you and the consumer are potentially infectious.
Taking universal precautions will protect you from diseases such as HIV/AIDS
and hepatitis that are passed through blood, semen, urine, and feces.
You should discuss using the following procedures with the
consumer:
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Wear gloves when there is a chance of being in contact with blood, semen,
vaginal secretions, mucous membranes, or other body fluids; when disposing
of sanitary napkins, handling dirty laundry, cleaning the bathroom, or
assisting with menstrual care; when assisting with bladder/bowel care.
Wearing gloves is especially important when you have an open wound or
open rash on your hands.
Wash your hands carefully with soap and water before putting on the gloves
and immediately after taking off the gloves. Wash carefully any time you get
blood or other body fluids on yourself. Wash before and after going to the
bathroom. Wash before preparing foods, performing personal care,
performing house cleaning tasks, and after physical contact with others. Use
a nailbrush to scrub your hands. Dry with paper towels, never with a damp
towel.
Protect yourself and others by not preparing or handling food when you are ill
or have open sores.
Use a mild bleach solution (10 parts water, 1 part bleach) to clean up blood
or other body fluids.
Clean up spills immediately. Use the bleach solution to soak or disinfect
possible contaminated surfaces, linens, clothing, or other objects. (Note: use
carefully, as bleach can remove color).
When you cut meat or chicken on a cutting board, sanitize the cutting board
with the bleach and water solution to avoid spreading germs.
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Avoid handling sharp objects (such as razors or needles) that might have
come in contact with blood or body fluids. Carefully place them in a puncture
proof container for disposal.
Wash most soiled laundry in a washer set on hot and dry it in a dryer set on
high. (If hot heat will damage items, follow manufacturer’s directions.)
Wash dishes and utensils in hot, soapy water. Rinse in very hot water and let
them air dry.
Do not eat, drink, apply cosmetics, or handle contact lenses in areas where
exposure to blood or other body fluid is possible.
Please notify the consumer if you are ill or have a condition that might be
contagious.
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Chapter 6 - Timesheets, Paychecks, and Benefits
Once you have been hired and have sent your enrollment forms to IHSS Payroll,
Payroll will send you a timesheet in the mail. You need to complete a timesheet
at the end of each pay period. Both you and the consumer must sign and date
the timesheet, and it must be mailed to the address printed on the timesheet.
Normally, your check is mailed to you within 5 business days from the date the
completed timesheet is received by IHSS Payroll. A timesheet for the next pay
period is attached to each paycheck. Your first paycheck for services provided to
a new consumer may take 3 to 6 weeks to arrive from the time you began the
payroll enrollment process. Once you complete the enrollment process, you will
be sent all the timesheets you need to catch up to the current pay period.
Deductions are made from your paycheck to cover Social Security (FICA),
Medicare, and State Disability Insurance (SDI) benefits, if you are eligible for
these. The State also provides you with Unemployment Insurance and Worker’s
Compensation benefits. Generally, you must have federal income taxes withheld
from your pay, so fill out an IRS W-4 form stating the number of your dependents
and allowances and the amount of taxes you would like withheld. (Note: you can
state an additional amount you would like withheld.)
Deductions for union dues are also made from your paycheck for the first
timesheet of the month when you have worked 15 or more hours per month.
What is a Pay Period?
IHSS pay periods run from the first of the month through the fifteenth and from
the sixteenth through the last day of the month.
Filling Out Your Timesheet
Your regular timesheet is printed by a computer and should have the following
information already printed on it:
1. The number of hours authorized by IHSS to the recipient (consumer). [The
timesheet for the first half of the month shows the hours for the whole month.
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2.
3.
4.
5.
The hours shown on the timesheet for the second half of the month are the
total hours for the month minus what you were paid in the first half of the
month. If you are not the only caregiver for the consumer, this may not
accurately show the hours that are left to pay.]
The name and address of both you and the consumer.
The dates of the pay period (including month and year) and the number of
hours you are authorized to work in that pay period. (See #1 above)
Any reduction in your check that is the result of a prior overpayment.
The address of IHSS Payroll and the caseload number of the consumer’s
IHSS social worker.
Always fill out and sign the timesheet with a pen; pencil is not allowed. Don’t fix
mistakes with correction fluid (white out). Cross out the mistake, write in the
correct information, and ask the consumer to initial the correction. Fill in the
number of hours you worked each day of the pay period using decimals in tenths
of an hour to designate partial hours. Each tenth (.1) of an hour equals 6
minutes. To convert minutes into tenths of an hour, simply divide the number of
minutes worked by 6. For example, 2 hours and 48 minutes would be written 2.8.
Put a “0” or an “x” for days not worked or leave the box blank. In the space to
the right of the daily hours worked, put the total number of hours worked in the
pay period (also in decimals and rounded to the nearest tenth, like 31.4 for 31
hours and 24 minutes). You can leave the total blank if you want Payroll to write
in the total.
Make sure that you and the consumer each sign and date the timesheet in the
signature and date spaces provided. Check that the timesheet is completely and
accurately filled out and then mail immediately to the payroll address on the
timesheet. It is fraud for you and the consumer to submit a timesheet showing
more hours than you actually worked.
If your address changes, write your new address on the back of the timesheet
and check the “yes” box where indicated on the front of the timesheet.
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Common Timesheet Mistakes
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Information is left out.
The timesheet is not signed by you and/or the consumer.
You used a pencil to fill out or sign the timesheet. Use must a pen.
The numbers cannot be read.
You covered a mistake with correction fluid (white out). Cross out mistakes
and have the consumer initial any correction.
The total you wrote on the timesheet is more than the remaining authorized
hours
The “total” you wrote on the timesheet is incorrect.
Some of the information on the timesheet was torn off when the pay stub (the
upper part of the form) was detached. Payroll needs the part with the
consumer and provider names.
You sent your timesheet in before the last day worked in the pay period. Mail
the timesheet only after you have worked your last day of the pay period.
You claimed more hours than were authorized for payment.
Keeping Track of Hours Worked
We recommend that you and the consumer record the hours you worked on a
calendar or schedule each day so there is no confusion over the days and hours
you have worked. Make sure you do not work more than the number of hours
you are authorized to be paid for by the IHSS program.
Replacing Lost or Missing Timesheets
If the end of a pay period arrives and you don’t have a timesheet to submit, call
IHSS Payroll and request one.
Getting Your Paycheck
Your first paycheck can take from three to six weeks to arrive from the time you
start the enrollment process. Once IHSS receives your enrollment form and
verifies your information with the Social Security office, timesheets are mailed to
you, usually within two business days. Payroll will send you all the timesheets
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you need to get caught up. Payroll inputs timesheets the same day they receive
them or the next day (unless your timesheet is not completed correctly).
If your timesheet has errors or is not complete, your check may be delayed
because your timesheet will take longer to process and may have to be returned
to you to re-do. (It will be returned to you if it is not signed by both you and the
consumer). Be sure to read the information Payroll sends you with your initial
timesheet. It gives you directions about filling out the timesheet correctly.
Your paycheck is mailed from the State Controller’s Office in Sacramento two
business days after Payroll inputs your timesheet in the computer. (Saturdays,
Sundays, and holidays are not business days). If you lose your check or do not
receive it within 10 business days from the date you submitted your timesheet,
call Payroll at 565-2852.
When the Consumer Pays You Directly
Some IHSS consumers pay a Share of Cost (SOC), which is a co-pay for
services. The consumer may have to pay that to you. If that happens, the Share
of Cost amount is deducted from the check you received from the State because
the consumer is paying you that part of your wages.
When that happens, the State will send letters to you and the consumer telling
you exactly how much Share of Cost was deducted from your paycheck. The
State mails the letters the next business day after your timesheet is input in the
computer. When you and the consumer received the letters, the consumer pays
you the Share of Cost amount shown. You need to wait until the letter arrives to
know the exact amount the consumer must pay you. They may have paid some
of their Share of Cost elsewhere.
You must claim ALL the hours you work on your timesheet, including the SOC
hours. SOC hours are paid at the same rate as your other hours; however, the
consumer will pay you at the net rate (hourly rate less withholdings). This is
because IHSS withholds Social Security (FICA), Medicare, and State Disability
Insurance (SDI). The SOC hours are included in your gross earnings, and the
deductions listed above are taken out of the whole amount you earned, SOC and
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Caregiver Handbook
non-SOC hours combined. If you have income tax withheld, it is also taken out of
the whole amount
You need to be aware of the consumer’s correct IHSS Share of Cost and
whether or not you are receiving the correct amount. This is important because
the SOC will be reported on your annual W-2 as part of your income and you will
be taxed on it, whether you received the money or not.
A few IHSS consumers receive payment in advance and pay the provider
directly, again at the net rate because IHSS withholds the payroll deductions. If
this applies to you, you will be notified by Payroll.
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Frequently Asked Questions
1. Q
I sent my timesheet, but I haven’t gotten my check. When will I get my
paycheck?
A
Once your timesheet is received and processed in payroll, the information is
sent electronically to Sacramento where paychecks are cut and mailed to
you. Please allow at least ten (10) working days to receive your paycheck. If
the 15th or the last day of the month falls on a Saturday, Sunday or holiday,
timesheets will be processed on the next working day.
2. Q
I mailed in my timesheet, but I forgot to sign it. What will happen?
A
Your timesheet cannot be processed without your signature. Your timesheet
will be mailed back to you for you to sign and return.
3. Q
I mailed in my timesheet, but I forgot to fill in my hours. What will
happen?
A
Your timesheet cannot be processed without the hours filled in. A new one
will be mailed to you for you to complete and return.
4. Q
I mailed in my timesheet, but my consumer forgot to sign it. What will
happen?
A
Your timesheet cannot be processed without the consumer’s signature. Your
timesheet will be mailed to you so you can have the consumer sign it.
5. Q
I worked more hours this pay period than I was paid for. Why did this
happen, and will I get paid for the rest of the hours I worked?
A
Each consumer is assessed by a Social Worker to determine his/her eligibility
for IHSS. A caregiver can be paid only for the number of hours per month for
which the consumer has been approved. If you submit a timesheet claiming
hours beyond the number authorized, you will not be paid for the additional
hours. As a caregiver, it is your responsibility to stay informed, through your
consumer, of any changes in authorized hours. If the consumer’s needs
have increased, a reassessment has been done by a Social Worker, and a
change in hours has occurred, the notification of change in hours is sent
directly to the consumer. If this is not the case and you believe a mistake was
made, call your Payroll clerk and ask to have your timesheet checked.
If there is more than one provider, you have to share the consumer’s hours.
Make sure the consumer is keeping track of the hours the providers are
working.
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Insurance Benefits: Medical and Dental
The Sonoma County IHSS Public Authority offers health and dental insurance to
IHSS caregivers. These benefits are managed by Dublin Insurance Services.
Caregivers who meet a minimum work requirement can apply for the insurance.
When maximum enrollment is met, eligible caregivers are placed on a waitlist.
Enrollment is not automatic.
Qualifying for Insurance /the Waitlist
ƒ Meet minimum work requirements for three consecutive months.
ƒ Meet Timesheet Deadline: IHSS Payroll (3725 Westwind Blvd., Suite 101)
must receive timesheets by 5:00 p.m. on the 15th of each month for hours
worked the month prior. If your timesheet is incomplete/incorrect it is
returned, and we cannot verify hours. We do not recheck timesheets after
the deadline.
Enrolling in Insurance (Get and Stay on the Waitlist)
ƒ You must notify Dublin Insurance Services when you meet the minimum
work requirement and have been paid for those hours. Call (888) 838-5370
or (925) 803-1880 to request an insurance/waitlist enrollment packet.
ƒ Continue to meet the minimum work requirement each month while on the
waitlist. If your hours fall below the minimum work requirement one month,
you are removed from the waitlist.
Maintaining Insurance Coverage
ƒ Must pay the mandatory share of the premium
ƒ Continue to meet the minimum monthly work requirement
ƒ Continue to meet the timesheet deadline
Terminating Insurance Coverage
Caregivers enrolled in insurance who do not meet eligibility requirements for two
consecutive months are terminated from insurance coverage.
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For Assistance with Food, Shelter, Medical or Dental Care
ƒ Sonoma County’s Economic Assistance Center provides assistance to
obtain food, shelter, medical and dental care, and other supportive services
for low-income families with children.
o Medi-Cal and County Medical Services Program (CMSP)
www.sonoma-county.org/human. Apply for services at 2550 Paulin
Drive, Santa Rosa or call 1-877-699-6868.
ƒ The Redwood Community Health Coalition, 707-542-7242 www.rchc.net
has a list of community health centers providing health services to residents
regardless of their ability to pay. Periodically, the list is printed under the
“Benefits” section of the “Consumer-Caregiver Connections” newsletter.
Important Phone Numbers
707-526-4825
Santa Rosa SEIU, United Healthcare Workers West (UHW-W)
800-585-4250
Oakland SEIU, UHW-W (dues and insurance deductions)
707-565-2852
IHSS Payroll (timesheet questions)
(925) 803-1880 Dublin Insurance Services
or (888) 838-5370
Other Insurance and Taxation Facts:
ƒ Social Security (FICA) and State Disability Insurance (SDI) are
automatically deducted from your paycheck if you are eligible.
ƒ Caregivers not eligible for FICA: parents, spouse, consumer’s (recipient’s)
child under 21.
ƒ Caregivers not eligible for SDI: consumer hours that fall below minimum
gross earnings.
ƒ Elective SDI: parent, spouse, child (under 18) working for the parent. To set
up SDI, call IHSS Payroll at 707-565-2852.
ƒ Workers’ Compensation Insurance is provided by the State. If you become
injured on the IHSS job, call the consumer’s social worker at IHSS
immediately, and Payroll at 707-565-2852.
ƒ For questions about Unemployment Insurance, call the Employment
Development Department at 1-800-330-5616.
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Chapter 7 - Legal Matters
Being Aware of Abuse
As a caregiver who enters the home of a dependent adult, child, or elderly
person, you are in a privileged position to see that abuse may be occurring in the
home. Criminal abuse of elderly and dependent adults includes physical or
sexual mistreatment, neglect (either by self or others), financial abuse, any
treatment causing physical or mental pain or suffering, psychological abuse,
unreasonable physical restraint, and prolonged deprivation of food, water, or
medical treatment. Abuse of children includes physical injury, neglect, failure to
provide adequate health care, food, clothing, or shelter, cruel or excessive
punishment, and sexual abuse, assault, and exploitation.
Your Legal Responsibility to Report Abuse
Suspected abuse by a caregiver, relative, or other person must be reported by
you as a caregiver of a dependent adult or child. The California Welfare &
Institutions Code section 15630 (b) (3) requires that “dependent adult care
custodians” report suspected abuse. You must report suspected abuse within
two business days. Possible indicators of abuse are unexplained cuts, bruises, or
burns, especially those in places not usually injured in accidents. Also,
withdrawal and display of fear by a consumer, an unbelievable explanation of any
injury, weight loss, dehydration, or other signs of poor care or inadequate
medical care may indicate possible abuse.
You are not expected to judge whether or not the abuse occurred, nor are you
required to have observed an incident of abuse. Having been told of a situation
that sounds like abuse or becoming aware of something that reasonably can be
the basis for suspicion of abuse are sufficient grounds for a report. During the
abuse investigation, your name will not be given to the consumer or the person
suspected of the abuse. If it turns out that the investigation reveals no abuse, the
law says you cannot be held liable for making the report unless it can be proved
that you knowingly made a false report. Thus, you are protected if you had
reasonable grounds for making the report.
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Reporting Abuse:
If the consumer is in immediate danger, first contact 9-1-1 and
then contact Adult Protective Services (APS) at 565-5940 or
1-800-667-0404 or Child Protective Services at 565-4304 or
1-800-870-7064.
Privacy and Confidentiality:
Except for reporting abuse or dangerous situations to the police or protective
services, it is against the law to tell anyone the identity of a consumer you are
working for or to share any of the consumer’s personal and private affairs with
anyone else. Violating a consumer’s confidentiality is punishable by a fine and/or
imprisonment.
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Legal and Financial Affairs:
Unless you are a relative or a close friend, you should not be involved in the
consumer’s legal and financial affairs, such as a power of attorney, a will, a living
trust, or a loan. However, you should know who to contact in case of an
emergency.
Driving and Auto Insurance:
If you will be driving on the job, you are required to have a current driver’s
license. If you drive your own car, you must have auto insurance. If you drive
the consumer’s car, make sure it is in good working condition and is covered by
insurance. Ask to see the policy. If the consumer’s insurance does not cover
occasional drivers, you may be liable for the cost of any accident.
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Appendix A - Registry Policies and Procedures
Removal of Caregiver from the Registry
The IHSS Public Authority will give written notice to any individual caregiver of
any adverse decision affecting the caregiver. Such notice shall inform the
affected caregiver of his/her right to file an appeal, his/her right to union
representation, and the union telephone number. A copy of the written notice will
be sent to the Union. The IHSS Public Authority shall forward to the caregiver a
copy of all materials that are not protected by confidentiality requirements of the
California Welfare and Institutions Code and that were relied upon by the IHSS
Public Authority when making its decision.
Complaints concerning a caregiver may be given verbally or in writing to an IHSS
Public Authority Registry Coordinator. Registry Coordinators will document all
complaints. The IHSS Public Authority Registry Supervisor will review all
complaints received.
General Policy:
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The IHSS Public Authority retains the exclusive right to list, refer with or
without comment, suspend, or remove an individual caregiver from the
Registry.
Consumer or other complaints about caregivers listed on the Registry can be
written or verbal and must be communicated to the Registry Coordinator.
Caregiver Removal - Minor Offenses:
The IHSS Public Authority will remove a caregiver from the Registry after two
complaints of minor offenses that have been reported by one or more sources
within a two-year period and have been deemed valid by IHSS Public Authority
staff in consultation with the Registry Supervisor. Minor offenses will include but
not be limited to:
ƒ Not appearing at scheduled interviews without notice.
ƒ Being late for work without reasonable cause.
ƒ Discourtesy, rudeness, or inappropriate behavior toward consumer or
consumer relatives or IHSS Public Authority staff.
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Refusal to do the authorized tasks agreed to upon hire.
Not performing requested and authorized tasks during work hours.
Inadequate job performance.
Not returning consumer phone calls.
Not returning Registry phone calls.
Failure to update Registry files.
Having consumers sign blank timesheets
Quitting Registry assignment (without a good reason) without at least a twoweek notice.
Taking family members (including children) or friends to work.
Borrowing money, property or items from the consumer.
Caregiver Removal - Major Offenses:
The IHSS Public Authority will remove a caregiver from the Registry after one
complaint of a major offense that has been deemed valid by the IHSS Public
Authority Registry Supervisor. Major offenses will include but not limited to:
ƒ Theft.
ƒ Sexual/physical abuse.
ƒ Neglect.
ƒ Dishonesty or misrepresentation related to job duties.
ƒ Fraud, dishonesty or misrepresentation related to timesheets
ƒ Unauthorized disclosure of confidential information.
ƒ Being intoxicated or being under the influence or possession of any illegal
substance while on duty.
ƒ Asking the consumer to supplement the allowable IHSS wage.
ƒ Absence from or leaving the job without notice.
ƒ Possession of a firearm or other dangerous weapon while on duty.
ƒ Conviction for a crime which indicates unfitness for the job.
ƒ Knowingly putting the consumer in jeopardy.
Procedure:
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IHSS Public Authority staff and the Registry Supervisor will evaluate the
complaint and determine what action to take.
If the complaint regarding a first minor offense is determined to be valid by
IHSS Public Authority staff, the caregiver will be contacted by the Registry
staff to discuss the complaint. The IHSS Public Authority staff will inform the
caregiver that the second complaint of a similar offense will constitute
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grounds for removal from the Registry and will inform the caregiver about the
appeal process.
If a complaint regarding a second minor offense (within a two-year period) or
a complaint regarding a major offense is determined to be valid by the IHSS
Public Authority staff, the caregiver will be sent a written statement notifying
the caregiver of the removal and the reason(s) for removal and informing the
caregiver about the appeal process. The caregiver will be removed from the
Registry on the date the letter is mailed.
The caregiver or the Union may file a written appeal within fifteen (15) days
after notice for such adverse decision pursuant to the following Appeal
Process.
Appeal Process:
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The caregiver or the Union may appeal the IHSS Public Authority’s action to
the IHSS Public Authority Manager within fifteen (15) working days of mailing
of the removal notification letter. The appeal must be in writing and state
why the caregiver believes the IHSS Public Authority’s action was incorrect.
The IHSS Public Authority Manager has the discretion to extend the fifteen
(15) working days timeframe if she/he deems it appropriate and reasonable
to do so.
Caregiver participation in the appeal process in any capacity shall be solely
on the caregiver’s own time and shall not be treated as being within any
consumer’s allocated service hours or as paid time. Unless the IHSS Public
Authority and the Union have mutually agreed in writing to the contrary, the
filing and processing of an appeal shall not serve to stay any IHSS Public
Authority action.
Step 1 (Informal): The caregiver shall discuss the appeal with the IHSS
Public Authority Manager or such representative as the Manager may
designate. A decision by the IHSS Public Authority Manager shall be issued
within ten (10) days following the discussion.
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Step 2 (Formal): If the appeal is not satisfactorily resolved in Step 1
above, the caregiver or the Union may submit the appeal in writing to the
Director of Adult and Aging Services within twenty (20) days of notice of the
Step 1 decision. The appeal shall state the action being appealed and the
remedy sought, if any.
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The Director of Adult and Aging Services or designee shall have ten (10) days in
which to respond to the appeal in writing. If the Union requests a meeting with
the Director of Adult and Aging Services or designee, such meeting will be held.
If a meeting is held, the written response shall be within ten (10) days following
the meeting. The decision of the Director of Adult and Aging Services is final and
binding.
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Caregivers removed from the Registry will remain in an inactive Registry
status (not being referred to jobs) until/unless the decision to remove is
reversed through the appeal process.
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Closing Remarks
The IHSS Public Authority is here to help you advance your skill and knowledge
and consequently improve the lives of those for whom you provide service.
Please keep the Registry staff of the IHSS Public Authority informed of any
changes in your work status every month so that we can best serve you and
those in need of your services.
Sonoma County IHSS Public Authority Staff
Michael Humphrey, Manager
John Chan, Supervisor
Joni Lewis, Registry Coordinator
Olivia Sandoval, Bilingual Registry Coordinator
Sharon Davis, Registry Coordinator
Barbara Edmunson, Home Care Aide
Carmen Puccini, Home Care Aide
Stacy Jahn, Senior Office Assistant
Public Authority Advisory Committee
The Public Authority Advisory Committee meets annually, and for special
meetings when needed. The meetings are held in the Adult and Aging Division’s
Carnelian Conference Room located at 3725 Westwind Blvd., Suite 101 in Santa
Rosa. For more information, call 707-565-5700.
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Numbers to Remember:
IHSS Public Authority
Main: (707) 565-5700
Toll Free: (800) 938-9501
Fax: (707) 565-5720
Spanish: (707) 565-5707
Registry: (707) 565-5700
USPP: (707) 565-5719 Toll Free: (800) 601-4222
Insurance Benefits-Dublin Insurance Services: (888) 838-5370
(925) 803-1880
IHSS Program
Main: (707) 565-5900
Toll Free: (800) 938-9501
Payroll or Timesheet: (707) 565-2852
To Start a New Provider: (707) 565-2852
To Report a Workplace Injury: 565-2852
To Report Fraud: (707) 565-6984/(877) 595-4477
Adult Protective Services (APS)
Report Abuse: (707) 565-5940 Toll Free: (800) 667-0404
SEIU-UHW-W (Service Employees International Union – United
Healthcare Workers – West)
(707) 526-4825
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Toll Free: (800) 585-4250
Caregiver Handbook
Sonoma County
In-Home Supportive Services
Public Authority
3725 Westwind Blvd., Suite 101
P. O. Box 1949
Santa Rosa, CA 95402-1949
Phone: 707-565-5700
Fax: 707-565-5720
Visit our Web Site:
www.sonomacounty-ihsspa.org