Our core values are to work together with the community to
establish a network throughout Eastern Oregon that will:

• Advocate for persons eligible for services;
• Direct resources toward interventions that are cost effective
and consistent with the wishes of the individual and those
closest to them;
• Provide services that are sensitive to the culture and
background of those being served;
•Build on natural strengths of families and communities;
• Deliver timely response to needs;
•Embrace the principles of person-centered planning;
• Continue to support the efforts of self-advocates and family
members.

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Crisis/Diversion: Any situation in which an adult, who is
eligible for MR/DD services, is eligible for civil commitment
under ORS 427, in jeopardy of losing community support
systems, at imminent risk of civil commitment under ORS 427,
and without alternative resources available. Any situation in
which a child is eligible for services for individuals with DD, at
imminent risk of out of home placement, and without
alternative resources available.

Community Mental Health Program: An entity that is
responsible for planning and delivery of services for persons
with mental or emotional disturbances, drug abuse problems,
mental retardation or other developmental disabilities, and
alcoholism and alcohol abuse in a specific geographic area of
the state under a contract with State or local mental health
authority.

Consultants: Professionals who because of their credentials
and/or experience are utilized to develop interventions to
either prevent or alleviate diversion situations.

Division: The Seniors and People with Disabilities (SPD) office
of the Department of Human Services (DHS).

Eastern Oregon Human Services Consortium (EOHSC): A
consortium of nine community mental health programs and
their directors. EOHSC members make up the existing Eastern
Oregon Diversion region. EOHSC subcontracts the regional
diversion program to the Mid-Columbia Center for Living and
Morrow/Wheeler County Behavioral Health.

Imminent: Means that within sixty (60) days and without the
use of diversion services, the adult would be civilly court
committed to the Mental Health and Developmental Disability
Services Division under ORS 427, or the child would need out-
of-home placement.

Long Term Diversion: Long term diversion funds are held by
the division for the regional diversion program for the purpose
of preventing civil commitment or loss of placement. These
funds can be used to support long term services purchased
either through Regional 44 or 58 funding. Once long term
diversion is approved, adults by the region and children by the
state, the money’s are forwarded to the county of origin for
monitoring and expenditure.

Local 44: These are funds allocated to each county within the
region. The purpose of these funds are to prevent civil
commitment.

Quality Improvement Council (QIC): The quality
improvement council provides oversight and direction to the
regional diversion program.

Regional Diversion Program: The entity that is responsible
for assisting community mental health programs in managing
and procuring services for adults and children, eligible for
diversion services, who are at risk of civil commitment or loss
of placement. The regional diversion program has three
positions that provide support to community mental health
programs, providers, families, and self-advocates; these
positions are the adult coordinator, the children’s coordinator,
and the technical specialist.

Regional 44: These are funds allocated to the regional
diversion program for the purpose of preventing civil
commitment or loss of placement. The funds are controlled
and expended by the regional diversion program. These funds
are used for specific purchases that assist individuals from
being civilly committed or losing their placement.

Regional 58: These are funds held by the Division for the
regional diversion program for the purpose of preventing civil
commitment or loss of placement. These funds are used
specifically for Foster Care placements.

State Diversion Specialist: State employee who assists,
monitors, and supports both regional and community mental
health program DD staff in locating and funding diversion
services for individuals at risk of civil commitment or loss of
placement.

State Regional Coordinator: State employee who provides
direction and oversight of all Division services for DD
individuals in Eastern Oregon Region.

Utilization Review Committee (URC): The utilization review
committee evaluates, modifies, and approves requests for
regional long term diversion funds.

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General: The Quality Improvement Council will function as the
primary body for directing and monitoring the Eastern Oregon
Diversion program.

Meetings: The Quality Improvement Council will meet on alternating months at the Eastern Oregon Regional offices in
Pendleton. This meeting will be on the Friday following the
Regional Service Coordinators meeting.

Committee composition: There will be nine (9) Self-Directed
supports representatives, four (4) at-large representatives, one
(1) EOHSC representative, two (2) county Service Coordinators, two
(2) foster care providers, and one (1) vocational/residential
provider. Members will be appointed to insure representation
of both large and small counties

Advisory positions: Advising members are the Fiscal Agent,
the Eastern Oregon Crisis Service Coordinator, and the Seniors
and People with Disabilities (SPD) Regional Coordinator and
Diversion Specialist. .

Committee Functions:
1. Recommend crisis/respite services modification to
EOHSC Board of Directors.

2. Review revenue allocations.

3. Analyze trends and potential causes of crisis situations.

4. Submit annual report to stakeholders.

5. Explore future possibilities and look for better ways to
serve regional clients and the community.

6. Utilize all available means of communications, including
phone, fax, First Class E-mail and meetings.

7. Resolve resource deficiencies.

8. Identify resource development.

9. Review performance measures and benchmarks.

10. Update and/or amend policies and procedures.

11. Consider all appeals on funding and service decisions.

12. Recommend and approve all members of the Utilization
Review Committee and Quality Improvement Counsel.

Quorum: A quorum will consist of any six (6) voting
members. The designation of a proxy will not be allowed.

Terms: The term for each member will be four (4) years.
Terms will be established to allow for alternating
appointments, so that all members are not replaced at the
same time.

Appointments: Upcoming vacancies within the QIC will be
advertised throughout the region. Any interested individual
can either apply for or recommend another for that position.
The exception will be for county Service Coordinator and EOHSC
director vacancies. All recommendations, including county
Service Coordinators and EOHSC director, will be reviewed by the
QIC. The QIC will then make the final appointment.

Chairperson: The chairperson will be selected from one of the
voting members of the QIC. The QIC members will make all
nominations of the chairperson. The chairperson will be
selected by a silent vote. The chairperson will serve a one (1)
year term. The responsibilities of the chairperson are as
follows:
A. Develop QIC agenda.
B. Facilitate QIC meetings.
C. Provide oversight of all nominations and elections.
D. Appoint Appeals committee.
E. Assign responsibilities to regional staff when they are
unavailable.
F. Authorize voting via first class.

Vice-Chairperson: The vice-chairperson will be selected in the
same fashion as the chairperson.

Attendance: QIC members are expected to attend all
meetings. There will be six (6) meetings each year. Members
will be provided one excused absence each year. After the
second absence members will be asked to review their
commitment to the committee. A third absence will prompt a
committee review and vote on continued membership.

Orientation: New members will be provided an orientation to
the Eastern Oregon Crisis/Diversion system. The orientation
will concentrate on all aspects of the QIC responsibility. The
time and date(s) of the orientation will be arranged with the
new members. 

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General: The Utilization Review Committee will function as
the primary body that will monitor the regional resources
spent directly on service delivery. Their function will focus
primarily on long term diversion spending and budget
analysis. Short term diversion money will be allocated by the
Eastern Oregon Crisis Coordinator, but reviewed by the UR
committee.

Meetings: The Utilization Review Committee will meet
monthly to review funding requests.

Virtual Reviews: The Utilization Review Committee will have
access to the UR conference on First Class. First Class is a
virtual email program that allows for review of all long term
diversion requests. Only long term diversion requests will be
posted on the UR conference. The UR committee on occasion
will be asked to vote on long term diversion requests via this
technology. Virtual voting will only occur when there is either
two or less requests for that month and/or the total amount
per requested is less than $2000.00 per month. The QIC
chairperson has final authorization for virtual voting.

Committee Composition: There will be two (2) County Service Coordinators, two (2) Family members, one (1)
Residential/Employment provider, and two (2) Foster Care
providers. Members will be appointed to insure representation
of both large and small counties.

Advisory positions: Advising members are the Fiscal Agent,
the Eastern Oregon Crisis Service Coordinator, and the Seniors
and People with Disabilities (SPD) Regional Coordinator and
Diversion Specialist.

Committee Functions:

1. Review all individual crisis cases to monitor and
recommend how regional crisis bed funds are spent.
This review will include all plans of action to resolve the
crisis situation and stabilize the individual’s residential
placement.

2. Monitor the over use of regional crisis bed funds and
make recommendations for altering spending patterns
to EOSHC Directors.

3. Make recommendations for the action of general
systems improvement to the Quality Improvement
Council. This will include monitoring crisis beds and
funding availability.

4. Review all long term diversion cases every six months,
or as necessary, to determine continued funding,
reduction of funding, and/or termination of funding for
four (4) years after funding approval.

5. Ensure all other resources have been exhausted prior to
funding approval.

6. Ensure that all county funds have been utilized prior to
the approval of regional funding.

Quorum: A quorum will consist of four (4) voting members. A
quorum will only be required for meetings. No quorum
requirement will exist for virtual decisions. The designation of
a proxy will not be allowed.

(Option: There will be no quorum requirements for UR
committee; either in person or virtual).

Virtual Voting: First class will be utilized for a limited review
of UR requests, based upon QIC chairperson request. Members
of the UR committee will be required to vote on all requests
within five (5) working days. Members who do not submit a
vote within the required time frame will be assumed to have
voted “Yes” to the request.

(If no quorum requirement adopted, there is no need for the
“ no vote, is a yes vote” statement).

Terms: The term for each member will be four (4) years.
Terms will be established to allow for alternating
appointments, so that all members are not replaced at the
same time.

Appointments: Notification of upcoming vacancies will be
sent to all County Service Coordinators, Providers, and the QIC.
These individuals can submit nominations for the UR to the
QIC for review and approval.

Officers: The UR committee will be composed of no officers.
The Eastern Oregon Crisis Coordinator will assume the
responsibility of facilitating all meetings and Virtual
discussions.

Attendance: UR members are expected to attend all meetings.
There will be a maximum of twelve (12) meetings each year.
Members will be provided with two excused absences per year.
After the third absence members will be asked to review their
commitment to the committee. The QIC will be notified of a
fourth absence and will vote on the individuals continued
membership.

New members will be provided an orientation to
the Eastern Oregon Crisis/Diversion system. The orientation
will concentrate on all aspects of the UR responsibility. The
time and date(s) of the orientation will be arranged with the
new members. 

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1. Information disclosed during a meeting of the Quality
Improvement Council or the Utilization Review
Committee is to be kept confidential. A confidentiality
statement will be required of all members to sign.

2. The disclosure of protected information without client
consent is permitted within the agency and to other
providers when there is a need to know. The following
conditions must be adhered to (refer to ORS 179.505
section VI).

A. The provider supplying the information must
be involved in a program, diagnosis, treatment, or
training services.

B. Information recipients must be directly
involved in the client’s care or employed by this
agency.

C. Information disclosed is required for
implementation and evaluation of the service plan
for the client.

D. The meeting will be closed to individuals that
are not directly involved.

E. ORS 179.505 (section V) requires the
disclosing provider to place a statement in the
permanent record indicating the reason for the
disclosure, the information disclosed, and the
recipients of the information.

3. Be aware that the first class system is not secure,
therefore discretion should be used when the first class
system is the mode used for discussion when deciding
a case. The standard of practice will be that no client
names or identifying information will be transmitted
over first class. The regional program has assigned
numbers to each case that shall be used for
identification purposes.

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The Service Coordinator, provider, family member, and/or client have the right to appeal if they disagree with a decision made by the region or one of its oversight committees. The following procedure shall be followed: 1. A request for a process review shall be submitted to the Eastern Oregon Diversion program within ten (10) working days of the decision. 2. Implementation of all decisions shall be delayed for ten (10) days to allow an appeal to be made. On the eleventh (11) day the decision shall be implemented if no appeal is made. 3. If an appeal is made funding will continue at it’s current rate for up to thirty (30) days and/or until the appeal is finalized. 4. The appeal will go to a review panel comprised of, three (3) Quality Improvement Council members. The Crisis Service Coordinator will place a notice on first class notifying the QIC of the appeal. The acting chairperson will take responsibility to ensure the review panel is established and will evaluate all possible conflicts of interest. If there are not three (3) members available, based upon conflict of interest or unavailability, for the review, the QIC members may appoint a person at large from the region to assist in the review. 5. The panel will review the process used by the committee to make the decision. They may interview all the individuals involved in the case to gather pertinent information. A letter indicating their decision will be sent to all parties. Following this review the panel may make recommendations and suggestions on ways to improve the decision making process to the UR Committee. 6. The QIC review panel has the right to pass the appeal back to the UR committee if it is determined that the UR committee was initially provided with inadequate or incomplete information and/or the County Service Coordinator was unable to participate in the UR committee review. UR committee decisions, under these circumstances, can then be appealed again. 7. All decisions of the review panel will be final.

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1. County Service Coordinators, providers, and beneficiaries that are members of the Quality Improvement Council or Utilization Review Committee will abstain from voting on proposals that provide diversion funds when their county, agency, or family members are beneficiaries, or any reason there is a conflict of interest. 2. Members will abstain from voting when they have a business or personal relationship with the client, any relative of the client, the proposed provider or any relative of the provider. 3. Members will let the committee know when they are unable to make an impartial decision for any reason. Committee members will comply with the following guidelines when there is a conflict of interest: 1. Advise the committee when there is a conflict of interest. 2. Disclose the nature of the conflict. 3. Abstain from voting on all proposals relative to the conflict. 4. The minutes will reflect the names of members that are abstaining.

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Independent Contractors shall be utilized for a number of
functions. Their primary function shall be to support County
Service Coordinators, providers, families, and clients in an effort to
avoid diversion services.

The Eastern Oregon Regional Diversion program shall identify,
contract with, and pay of all Independent Contractors under
direct contract with the Regional program. No other
Contractors will be paid directly by the Regional program.

The Eastern Oregon Regional Diversion program shall ensure
that all Independent Contractors are authorized to function in
that capacity and have the competence to perform the
requested duties.

There will be no instance when a person shall be paid as an
Independent Contractor when they do not meet the minimum
qualifications of an Independent Contractor.

Individual Counties can choose to hire Contractors not
contracted with by the Region. Counties will then be
reimbursed by the Region upon receipt of an invoice for the
services of the Contractor. The Region, under these
circumstances, will not reimburse the Contractor directly.

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All individuals identified as Diversion eligible shall be enrolled
into the Regional CPMS.

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The Eastern Oregon Diversion program will conduct all rate
settings whenever funding is being requested from the Region.

The counties may have rate setting tools to assist them in
determining service payments, but all service payment rates
shall be established by the region for long term diversion.

The Counties shall not commit regional funding to any agency
or individual without the written permission of the region.

The region does rate setting for children entering long term
diversion. These rates will be established in conjunction with
the State. The State and region will assist the county in
developing a plan for presentation at the State.

The region will not negotiate rates when county funds are
being utilized for a diversion situation.

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Roles and Responsibilities:

1. Seniors and Persons with Disabilities Regional
Coordinator: Provide technical, support, and rule
clarification to the Regional program and counties.

2. Seniors and Persons with Disabilities Regional Diversion
Specialist: Provide technical, support, and rule
clarification to the Regional program and counties.

3. Regional Diversion program: Approve all funding for
adults and children. Ensure plans and rate setting are
completed in a timely fashion. Assist counties in
locating and securing residential placements, acquiring
consultants, establishment of in-home supports, and
distributing long term diversion plans throughout the
state. Certify and license children and adult foster
homes, monitor their compliance with State regulations,
and re-certify and license foster homes.

4. County of Origination Service Coordinator: Completion of all
plans and funding justification. Presenting their case to
the UR committee when requested. Attendance at all ISP
and IEP meetings. Problem solving and participating in
all diversion cases. Assuring all Diversion rule
requirements are being addressed and met. Follow
through with implementation of any Consultant
recommendations unless in conflict with either IEP or ISP
decisions.

5. County of Placement Service Coordinator: Assist Service Coordinator
of origin as arranged. When aware of issues with
placement or services provided make either county of
origin or region aware of issues as soon as possible.

Diversion Process:

Diversion refers to any concerns that counties have that could
effect a client’s ability to continue residing in their current
setting. The Service Coordinator must determine that the client is
eligible to receive benefits under OAR 309-41-310 and ORS
427. The Eastern Oregon Diversion program has final
authorization for determining eligibility for diversion services;
this decision can be appealed.

The county Service Coordinator will be required to assess their
current availability of funds in DD 49 (Family support for
children), DD 50 (residential services), DD 58 (adult foster
care), and Brokerage services prior to requesting regional
funding.

When no additional funding is available, the county Service Coordinator should immediately request diversion funding via a
submitted plan. The region will then assess the request to
ensure that it meets diversion criteria. All short term diversion
requests will be authorized by the regional program.

The region will pay for all plans, up to ten (10) days, at a rate
of $75 per day when regional staff are not accessible. County
Service Coordinators will make all attempts to contact regional staff,
during business hours, prior to the ten (10) day limitation in
order to establish an effective plan.

When it is apparent that the crisis will last longer than ninety
(90) days the county Service Coordinator shall develop a long term
diversion plan. This plan shall be submitted to the UR
committee prior to the sixtieth (60) day for review. Funding
will not occur without UR approval. Funding will stop on the
date identified in the short term diversion request unless
funding is approved for long term diversion.

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Roles and Responsibilities:

1. Seniors and Persons with Disabilities Regional
Coordinator: Provide technical, support, and rule
clarification to regional program and counties.

2. Seniors and Persons with Disabilities Diversion
Specialist: Provide technical, support, rule clarification,
and plan and funding approval for children in diversion.
Will present all funding requests to State funding
committee, along with assisting County Service Coordinator
and Regional staff in development of a plan and budget.

3. Regional Diversion Program: Approve all funding for
adults. Ensure plans and rate setting are completed in a
timely fashion. Assist counties in locating and securing
residential placements, acquiring consultants,
establishment of in-home supports, and distributing
long term diversion plans throughout the state. Certify
and license children and adult foster homes, monitor
their compliance with State regulations, and re-certify
and license foster homes.

4. County of Origination Service Coordinator: Completion of all
plans and funding justification one week prior to the UR
committee meeting. Presenting their case to the UR
committee when requested. Attendance at all ISP and IEP
meetings. Problem solving and participating in all
diversion cases. Assuring all Diversion rule requirements
are being addressed and met. Will monitor all diversion
funds to ensure they are utilized as described in the plan
and will provide all supporting documentation of
utilization of funds to the UR committee.

5. County of Placement Service Coordinator: Assist Service Coordinator
of origin as arranged. When aware of issues with
placement or services provided make either county of
origin or region aware of issues as soon as possible.

Diversion Process:

Diversion refers to any concerns that counties have that could
effect a client’s ability to continue residing in their current
setting. The Service Coordinator must determine that the client is
eligible to receive benefits under OAR 309-41-310 and ORS
427. The Eastern Oregon Diversion program has final
authorization for determining eligibility for diversion services;
this decision can be appealed.

The County of origin shall submit a long term, complete
package, diversion request to the region, within sixty (60)
days of requesting short term diversion. Unless the request is
for a child, then the request shall be submitted to the State for
approval, within the same time frame. Requests for Adults
shall be submitted to the UR committee for approval.

All long term diversion funds shall be evaluated for continued
funding, reduced funding, or termination of funding every six
(6) months for two years. Any termination or reduction of
funding shall be returned to the regional budget.

The Eastern Oregon Diversion program can only authorize long
term diversion funding for adults. All children funding is
approved and funded by the State. The Service Coordinator is still
required to submit a long term diversion plan to the region,
regardless of child or adult.

All short term diversion funding will be discontinued upon
expiration of the short term diversion plan

The region can recover long term diversion funding for both
adults and children. The practice shall be that all long term
diversion funds approved shall be considered regional money
up to four (4) years past the approval date. After four (4) years
the money shall convert to the county of placements
allocations.

The county of placement/origin shall inform the region of any
alterations in long term diversion funding to a client served by
regional/state funds for four (4) years of placement and/or
approval of funding.

Purpose
The Eastern Oregon Regional Crisis program desires to provide all potential providers the opportunity to have a fair, objective, and consistent process of selection when new services are being developed.

Coordination of Development
The Eastern Oregon Regional Crisis program will assist Counties in identifying development needs, associated costs, and selection processes. Counties of development will have the option of identifying individuals for placement and making final determination of provider agency. The County will have the option of utilizing the Eastern Oregon Regional Crisis programs Request for Proposals (RFP) policies and procedures.

Contract Review Committee
The Eastern Oregon Regional Crisis program will make every effort to include one representative from, The Department of Seniors and People with Disabilities, Eastern Oregon Regional Crisis Program, County of Development, and the Quality Improvement Council to act as the Contract Review Committee. Additional members may be appointed based upon the type of RFP being distributed.

No member shall participate when there is a known conflict of interest or prejudice.

Qualification
Potential providers need to be licensed or capable of being licensed, within thirty (30) days, of selection to provide desired service.

Potential providers need to show evidence that they have experience, or have policies and procedures and means of training staff, to address the types of supports necessary to maintain the health and well-being of the individuals whom services are being requested.

Pre-Qualification
When determined by the Contract Review Committee to be in the best interest of the contracting process a pre-qualification request can be required of interested bidders. Bidders will be notified of pre-qualification outcome within thirty (30) days of receipt of material by the Contract Review Committee.

Disqualifying Conditions
Any bidder may be disqualified from consideration for any of the following reasons:
a. The Bidder has been convicted of a criminal offense as an incident in obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract.
b. The Bidder has been convicted under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty that currently, seriously and directly affects the person’s responsibility as a contractor.
c. The Bidder has been convicted under state or federal antitrust statutes.
d. The Bidder has committed a violation of a contract provision that is regarded by the Contract Review Committee to be so serious as to justify disqualification. A violation may include but is not limited to a failure to perform the terms of a contract or an unsatisfactory performance in accordance with the terms of the contract. However, failure to perform or an unsatisfactory performance caused by acts beyond the control of the Bidder may not be considered to be a basis for disqualification.
e. The Bidder does not carry workers’ compensation or unemployment insurance as required by statute, unless this is waived by conditions specified in the RFP.

RFP Cancellation
The Contract Review Committee can cancel all bids when:
a. It’s in the public interest to do so.
b. When no qualified Bidders submit responses to the RFP. Under this circumstance the Contract Review Committee reserves the right to reissue the RFP.

Evaluation Factors
The RFP will specify all terms and conditions necessary for a successful response. All terms and conditions will be weighted by importance when being evaluated by the Contract Review Committee.

Emergency Awards
The Contract Review Committee has the authorization to award a contract, without RFP, under circumstances that require immediate development to preserve the health and safety of individuals to be served, and/or when imminent risk of civil commitment exists. Awards will be made within sixty (60) days of the Contract Review Committees determination that either condition exists.

Procurement of Product or Service
Under ORS 279.850 the Eastern Oregon Regional Crisis program reserves the right to procure services from an existing qualified non-profit agency for disabled individuals for employment and alternative to employment services without a RFP.

Selection Process
The individual, family, guardian, or others selected by the individual, have the final say on who will be the provider.

The Contract Review Committee will independently score each response to the RFP.

The scores will be tabulated by an independent reviewer not part of the RFP process and mutually selected by the Contract Review Committee.

The independent reviewers’ finding will be forwarded to the Executive Director of the County in which development will occur. The Executive Director will then have ten (10) days to discuss with individual, family, guardian, or selected individual the RFP outcome and either cancel RFP or make an award.

Appeals of Selection
Bidders who chose to appeal the selection of the Contract Review Committee shall, within three (3) business days after receipt of notice of non-selection, notify the Executive Director of the County of Development their wish to appeal.

The Executive Director will have thirty (30) days to convene a meeting, with members of their Board or Management team, to review the information and/or materials prepared by the Bidder which indicate possible bias, conflict of interest, and/or oversight during the selection process by the Contract Review Committee.

The Executive Director will have fifteen (15) business days upon hearing and reviewing prepared information to make a decision. The Executive Directors decision will be final.

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