Functions and Responsibilities of Host Agencies for Local Ombudsman Programs

The responsibilities of a host agency will include, but not be limited to, the following: (1) recruit and retain sufficient staff to serve as ombudsman representatives within an assigned geographic area; (2) coordinate with the State Ombudsman Program regarding certification requirements for qualification as an ombudsman representative; (3) provide personnel management, but not the programmatic oversight, of ombudsman representatives associated with the local ombudsman program, including employee and volunteer representatives; (4) ensure personnel policies and practices do not prohibit ombudsman representatives from performing the duties of, or from adhering to, the access, confidentiality, and disclosure requirements of the Ombudsman Program; (5) ensure ombudsman representatives have the capacity to receive, investigate, and resolve complaints; (6) retain complete records for the local ombudsman program; (7) comply with confidentiality requirements set forth in 101 CMR 30.15, M.G.L. c. 6, § 16CC, and 42 U.S.C. 3001 et seq.; (8) publicize the existence and function of the local ombudsman program and the Statewide Long-term Care Ombudsman Program; (9) ensure an ombudsman representative has appropriate Ombudsman Program identification; (10) establish financial and administrative systems and procedures that comply with the provisions contained in 45 CFR 74 (Administration of Grants) Sub-part H (Standards for Grantee and Sub-grantee Financial Management Systems), as well as requirements developed by EOHHS, the State Ombudsman, and the federal government; and (11) comply with regulations and policies developed by the State Ombudsman and carry out all other activities consistent with the requirements of M.G.L. c. 6A, § 16CC and 42 U.S.C. 3001 et seq.