Ohio Administrative Code

19.03 PDF: Any person may learn the time and place of any public meeting held by the Ohio department of aging (ODA) and any public comment period and public hearing on ODA administrative rules by any of the following methods:(A) View the notice on https://aging.ohio.gov/news-and-…

19.03 PDF: If the general assembly appropriates funds for the senior facilities program (program) or if the Ohio department of aging (ODA) receives a gift or grant for the program, ODA shall adopt rules to define the program's terms, eligibility requirements, application process,…

19.03 PDF: (A) Introduction: This chapter regulates ODA employee access to the confidential personal information that ODA maintains.(B) Definitions for this chapter:"Access" as a noun means an instance of copying, viewing, or otherwise perceiving, whereas "access" as a verb means…

19.03 PDF: For personal information systems containing CPI, whether manual or computer systems, ODA shall do the following:(A) Requirements to access CPI: ODA manages its personal information systems on a "need-to-know" basis whereby the information owner determines the level of …

19.03 PDF: An authorized employee may access CPI for any of the following reasons:(A) A public records request.(B) A request from a person for the list of CPI that ODA maintains on that person.(C) A constitutional provision or duty.(D) A statutory provision or duty.(E) An adminis…

19.03 PDF: The following statutes and rules make personal information maintained by ODA confidential:Sections 111.41 to 111.47 of the Revised Code for not treating the name, address, and other personally-identifiable information of a person as public records if the person is a ce…

19.03 PDF: For personal information systems that are computer systems and contain CPI, ODA shall do the following:(A) Access restrictions: Require a password or other authentication measure to access CPI that ODA keeps electronically.(B) Acquisition of a new computer system: When…

19.03 PDF: As used in this chapter:"Action plan" means a plan that that an ombudsman develops in conjunction with the client as part of the complaint-handling process. The plan includes strategies and actions for the ombudsman to take and target dates for the ombudsman to meet."A…

19.03 PDF: (A) Ombudsman:(1) There are four types of an ombudsman:(a) Ombudsman candidate.(b) Ombudsman associate.(c) Ombudsman specialist.(d) Ombudsman program director.(2) Paid staff of the office are certified as either ombudsman specialists or ombudsman program directors. A r…

19.03 PDF: (A) An ombudsman candidate may perform the duties of an ombudsman associate or ombudsman specialist while under the supervision of a certified ombudsman specialist or program director.(B) Ombudsman associate:(1) An ombudsman associate may do any of the following:(a) Co…

19.03 PDF: (A) A candidate may qualify for certification as an ombudsman associate if the candidate successfully completes at least thirty-six hours of ombudsman associate certification training that includes lecture-format education, homework, and field experience and passes the…

19.03 PDF: (A) The SLTCO shall provide or govern certification training content for ombudsman program directors, ombudsman specialists, and ombudsman associates.(B) At its own expense, each regional program shall provide its ombudsman candidates with the SLTCO certification train…

19.03 PDF: (A) Candidates shall complete their training, including the certification exam, before the following deadlines:(1) Ombudsman associates: three months after the first day of training No later than sixty days after meeting all the ombudsman associate training requirement…

19.03 PDF: (A) 45 C.F.R. 1324.13(c)(2)(iii) and 1324.13(d) establish a requirement for all program staff or volunteers who have access to residents, files, records, and other information of the ombudsman program who are subject to disclosure requirements to undergo training to be…

19.03 PDF: (A) An ombudsman candidate may observe and receive instruction in the provider's operation and procedures at an SLTCO-approved experiential learning site in a manner that is consistent with the respect and privacy requirements established in division (A) of section 372…

19.03 PDF: (A) Deployment and certification exams: The SLTCO shall develop deployment and certification exams that are fair and that test candidates on content received through the training under rule 173-14-05 of the Administrative Code. Any time curriculum is modified, and at l…

19.03 PDF: (A) Ombudsman administrative system: The SLTCO shall maintain an ombudsman administrative system to retain the following information on each ombudsman:(1) The ombudsman's name, address, and telephone number.(2) The ombudsman's qualifications.(3) The ombudsman's classif…

19.03 PDF: The separation of an ombudsman from the office may occur through termination by the regional program or sponsoring agency with which the ombudsman is employed, decertification, voluntary separation, or removal of the candidate for certification.(A) Decertification or r…

19.03 PDF: (A) Each ombudsman shall complete the following annual continuing education requirements:(1) Ombudsman associate: eighteen hours.(2) Ombudsman specialists: eighteen hours with a minimum of nine of those hours earned through attendance at SLTCO-sponsored education.(3) O…

19.03 PDF: (A) Staffing requirements: Each regional program shall have a full-time program director. If a sponsoring agency administers more than one regional program, each regional program shall have full-time supervision provided by a certified ombudsman program director in tha…

19.03 PDF: (A) Definitions for this rule:(1) "Conflict of interest" has the same meaning as described or defined in 42 U.S.C. 3058g(f), 45 C.F.R. 1324.21, or Chapter 102. of the Revised Code.(2) "Financial interest" means an ownership interest or investment in a provider by an om…

19.03 PDF: An ombudsman shall identify, investigate, and resolve complaints made by, or on behalf of, clients and relate to the action, inaction, or decisions of providers or representatives of providers of long-term care services, public agencies, or health and social services a…

19.03 PDF: (A) A regional program director or designee shall refer any of the following complaints to the SLTCO:(1) A complaint posing a conflict of interest that cannot be remedied by reassigning the complaint to another ombudsman.(2) A complaint the client wants the SLTCO to in…

19.03 PDF: (A) All referrals made by an ombudsman shall contain the pertinent facts known to the ombudsman and be subject to the confidentiality and consent requirements in rule 173-14-16 of the Administrative Code. Any confidential information transmitted shall be marked as conf…

19.03 PDF: (A) Reporting:(1) The complaint case record shall include only objective observations of items revealed during the course of the investigation, including the client's physical condition, behavior, conversations, and when appropriate to a complex complaint, any data req…

19.03 PDF: (A) Systems advocacy includes, but it not limited to, evaluating and making known concerns and issues regarding long-term care by doing all of the following:(1) Prepare an annual report, according to 42 U.S.C. 3058g(h)(1), 45 C.F.R. 1324.13(g) and 1324.15(l)(1), and di…

19.03 PDF: (A) ODA publishes the list of region designations on its website.(B) When requested by the SLTCO, nothing in this rule prohibits one regional program from providing ombudsman services in another region in the discretion of the SLTCO. Last updated November 12, 2025 at 7…

19.03 PDF: (A) No sponsoring agency may serve as a regional long-term care ombudsman program unless designated by the SLTCO.(B) Except as otherwise provided in paragraph (A) of this rule, no sponsoring agency may qualify as a fully-designated regional program unless it complies w…

19.03 PDF: The SLTCO may designate a sponsoring agency as a new regional long-term care ombudsman program (regional program) only if the sponsoring agency complies with all the structural standards established in paragraph (B) of rule 173-14-22 of the Administrative Code and subm…

19.03 PDF: (A) Each regional program in conjunction with the SLTCO shall develop an ombudsman plan with a budget that describes activities to cover at least one year and program development. Plans may include the future development of funding sources or the future direction of th…

19.03 PDF: (A) The SLTCO shall conduct a designation service review (DSR) no less frequently than every two years to determine whether the regional program may continue its designation as a regional long-term care ombudsman program. In addition to the DSR, the SLTCO may conduct a…

19.03 PDF: (A) The SLTCO may withdraw, or change to provisional, the designation of a regional program for cause. Cause may include any of the following:(1) The regional program's failure to follow policies and procedures, or provide services, that comply with sections 173.14 to …

19.03 PDF: (A) In all cases where the SLTCO seeks to decertify a certified ombudsman or to remove an ombudsman candidate for certification, the SLTCO shall notify the party against whom action is to be taken, as well as the regional program with which the party is affiliated and …

19.03 PDF: (A) The Ohio department of aging (AGE) shall collect an annual bed fee of six dollars for each bed maintained for resident use by each of the facilities listed in division (A) of section 173.26 of the Revised Code.(B) Annually, AGE shall provide each of the facilities …

19.03 PDF: (A) Any individual or organization may make a complaint about the action or inaction of an ombudsman.(B) The SLTCO or the designated investigator shall provide each ombudsman with standard information about the process outlined in this rule.(C) The office shall investi…

19.03 PDF: (A) Introduction: This chapter governs planning and service area designations and changes to designations; an intrastate funding formula; AGE's area agency on aging designations and changes to designations; area plans; monitoring and corrective actions; and withdrawal …

19.03 PDF: (A) ODA publishes the list of PSA designations on its website. The existing PSA designations as of July 1, 2024 are retained unless changed through the process listed in paragraph (E) of this rule.(B) ODA designates and make changes to designated PSAs according to 45 C…

19.03 PDF: (A) The IFF determines how AGE distributes the state's Title III and Title VII Older Americans Act funds to each PSA, unless federal or state laws instruct AGE to distribute the funds in another manner. The standards to prepare, develop, and publish the IFF are establi…

19.03 PDF: (A) ODA publishes the list of AAA designations on its website. The existing AAA designations as of July 1, 2024 are retained unless changed through the process in this rule.(B) ODA shall designate and change AAA designations in compliance with 45 C.F.R. 1321.19. All de…

19.03 PDF: (A) Each AAA shall comply with all the following standards:(1) All requirements for an AAA in this chapter and Chapters 173-3, 173-4, and 173-9 of the Administrative Code.(2) The requirements under 42 U.S.C. 3026(a)(1) and 45 C.F.R. 1321.55 to establish a comprehensive…

19.03 PDF: (A) Monitoring: ODA shall monitor each AAA to ensure grant awards are used for authorized purposes and in compliance with state and federal statutes, regulations, and the terms and conditions of each award.(B) Reporting and corrective-action plans (CAPs):(1) ODA shall …

19.03 PDF: (A) ODA shall withdraw an AAA's designation in compliance with 45 C.F.R. 1321.21.(B) ODA shall accept any voluntary withdrawal of designation in writing pursuant to 45 C.F.R. 1321.19(a)(2) which acts as ODA's withdrawal of designation without any right of appeal.(C) OD…

19.03 PDF: (A) AGE establishes requirements for AAA commercial relationships in compliance with 42 U.S.C. 3020c and 45 C.F.R. 1321.9(c)(2)(xiv).(1) For purposes of this rule, a "commercial relationship" means any AAA legal agreement or contract, for the AAA to provide or facilita…

19.03 PDF: (A) Definitions for this rule:(1) "Direct service waiver" means permission for an AAA to directly provide a service paid with Title III-B, III-C, III-D, or III-E Older Americans Act funds or senior community service funds in lieu of procuring for a provider(s) to provi…

19.03 PDF: (A) Introduction: This chapter regulates AAA-provider agreements for services paid, in whole or in part, with Older Americans Act funds.(B) Definitions: The definitions in rule 173-2-01 of the Administrative Code apply to this chapter. Last updated February 3, 2025 at …

19.03 PDF: (A) Authority: Each AAA shall enter into AAA-provider agreements ("agreements") to develop and implement a comprehensive and coordinated system of services for consumers and their caregivers. Each AAA is ultimately responsible to AGE for ensuring that all state and fed…

19.03 PDF: (A) General procurement standards:(1) When an AAA procures services paid, in whole or in part, with Older Americans Act funds, the AAA is subject to the requirements in 2 C.F.R. 200.318 to 200.3270 and 2 C.F.R. Part 300.(2) 2 C.F.R. 200.1 establishes the micro-purchase…