Upload
abdul-gaines
View
29
Download
1
Embed Size (px)
DESCRIPTION
Services to At Risk Youth (STAR). FY 13 STAR Program, Billing Guidelines & Overview of Contract Monitoring The Call-In Number is 1-877-848-7030 Passcode: 5935164. Billings VS Database. Billing and Database data entry are different and typically would not coincide. - PowerPoint PPT Presentation
Citation preview
FY 13 STAR Program, Billing FY 13 STAR Program, Billing Guidelines & Overview of Contract Guidelines & Overview of Contract
MonitoringMonitoring
The Call-In Number is 1-877-848-7030The Call-In Number is 1-877-848-7030
Passcode: 5935164Passcode: 5935164
Billing and Database data entry are different and
typically would not coincide. Database information cannot be used for billing
purposes. Billing Procedure
Submit Billing Forms to Contract Manager/Contract Technician on a Monthly basis
Billing Forms include Purchase Voucher (Form 4116x) STAR Purchased Expenditure Report Freeze Form Client Services Summary (database report) Back up documentation to show how # sessions were
derived
Billings VS Database
STAR Request for Proposal
STAR Program Manual
STAR Training PowerPoint and Q&A Document
Policy Clarification Emails Please Contact your Contract Manager for
questions as they will provide Training & Technical Assistance
Where to go for Program Assistance
STAR RFP
STAR Program Manual
STAR RFP Training STAR Q&A
Primary Caregiver (PCG)--the caregiver or parent registered in the STAR Program, receiving a
delivered service type, and entered into the STAR database as the principal caregiver of the Target Youth (TY). This person does not have to be a guardian or head of household. They do have to live in the same household.
Secondary Caregiver (SCG)—the caregiver or parent registered in the STAR Program, receiving a delivered service type, and entered into the STAR database as a key caregiver of the Target Youth. SCG must live in the same household unless it is a parent in a divorce situation. In addition, in order to qualify as an SCG, the SCG must have a similar role to the care, discipline, and needs of the TY. It is not automatic that the other household members even if actual family will meet the requirement of an SCG.
Other Caregiver (OCG)—Caregivers who assist the PCG and/or SCG with care of the youth, who may or may not live in the same household, may or may not be a relative. OCG’s are able to participate in the family counseling process; however, their involvement cannot be billed.
Required Core Services— Family Counseling (FC), Individual Youth Counseling (IC), Youth Skills Group (YSG), Family Skills Group (FSG), Respite/Emergency Care, Universal Child Abuse Prevention (UCAP)/Street Outreach, Crisis Intervention, Toll-Free Hotline, Resource/Referral, Case Management
Billable Core Services– FC, IC, YSG, FSG, Respite/Emergency Care Billable Type of Clients---Registered TY, Registered Siblings, Registered PCG, Registered SCG
who receive a billable core service Session—a period during which counseling/group meeting are held. If a session lasts more
than the minimum or in the same day; it is only counted as one session.
Definitions
Family Counseling (Billing)
Each session that a Target Youth and Primary Caregiver/Secondary Caregiver attend and meet the Program requirements (listed below and in the approved plan of operation) is billed on a monthly basis.
The chart provides a variety of scenarios on how to bill for those sessions.
Family Counseling (Program) Only face-to-face sessions can be billed Each session must be a minimum of 35 consecutive minutes face-to-face. Most
counseling sessions last longer than the minimum. In order to have the greatest positive impact on a family; sessions should last longer than the minimum requirement.
Clients must participate in more than one counseling session, with an expected average of three (3) hours of counseling per client.
Clients with less than three hours should have the justification sufficiently documented in their file.
Only one family counseling per day/per family is billable
Billing & Program Guidelines for Family Counseling
Microsoft Excel Worksheet
Counseling provided to registered Youth on an
individual basis. Bill each session under Individual Counseling. Only one session per registered youth per day
is allowable. A session can last from the minimum to
several hours, but is only counted and billed as one session.
Billing and Program Guidelines for Individual Counseling
Group based, parenting classes provided to caregivers. Only registered PCG and SCG are able to be billed. If the PCG and SCG both attend each session, only 1
session is billed. If either the PCG or SCG attend a session, 1 session is
billed. If OCG attends a session without the PCG or SCG; you
cannot bill the session. If the PCG and/or SCG and the OCG attend a session; 1
session is billed. Any unregistered caregiver including unregistered families
who attends a group must be counted towards Universal Child Abuse Prevention (UCAP) in the database.
Billing & Program Guidelines for Family Skills Groups
Group based, life skills classes for youth. Only registered youth are able to be billed. If a registered youth and an unregistered
sibling attend the group, 1 session of YSG can be billed for the registered youth.
Any unregistered youth including unregistered sibling who attends a group must be counted towards Universal Child Abuse Prevention (UCAP) in the database.
Billing and Program Guidelines for Youth Skills Group
Universal Child Abuse Prevention is one of the
core, required components of the STAR program.
The costs are included in the unit rates negotiated and approved.
It is required to input all UCAP to include street outreach into the STAR database.
It is required to keep samples and documentation of the types of UCAP and Street outreach activities such as media campaigns documentation, brochures, etc.
Universal Child Abuse Prevention (UCAP)
Services to registered Youth who need a short time
out/cooling off period to prevent child abuse/neglect.
Services to the PCG are required in order to swiftly reunite the youth with their family.
Each full day is billable per registered youth who is in emergency care. In order to bill, all service requirements listed in prior training, in Program Manual, and RFP must be provided.
As a reminder, the use of emergency care is a last resort and eligibility and amount of time in emergency care will be closely monitored.
Emergency Care
Contracts are chosen by the Contract Oversight and Support (COS) division of DFPS
based on the risk value of a contract. All PEI contracts are considered the highest risk in the agency due to funding stream. Contractors must ensure that all federal and state rules and regulations are met for
fiscal, administrative and programmatic elements of the contract. 3 Types of Monitoring
Ongoing Monitoring—this is monitoring that occurs throughout the year including billing reviews, performance measure reviews, etc.
On-site Full Monitoring—this type of monitoring is a site visit that includes fiscal, administrative and program monitoring for a minimum of 3 months worth of transactions and files. There is preliminary information that PEI must receive prior to the onsite visit (PEI will provide timeframe of when and type of information to submit). Documents must be received by PEI in the timeframe set in order to reduce the
amount of time spent onsite and to ensure a faster turnaround of the results of monitoring and is a contractual requirement.
Targeted Monitoring (Desk Review)—this type of monitoring is a desk review (it can include a site visit) with typically administrative and either fiscal or program elements are reviewed. However, in many cases, all three levels of monitoring (fiscal, administrative and program) are performed with a minimum of 2 months worth of transactions. Documents must be received by PEI in the timeframe set to ensure a faster
turnaround of the results of monitoring and is a contractual requirement.
Contract Monitoring
Contract Monitoring will begin as early as January
2013 for STAR. Monitoring will include Programmatic,
Administrative and Fiscal components of the contract.
Contractors will be required to submit information to DFPS within a specified timeframe via the upload process, FedEx, and to have all original documents and files ready for review when contract manager visits in person or during a desk review. It is important to note that any information PEI requests is a contractual obligation.
Overview of Contract Monitoring
PEI will review all components of client files to ensure deadlines strong service delivery mechanisms, and quality core services are provided to include, but not limited to: Action Plans Progress Notes Registration Form (2075) Assessments Resource/Referral Data accuracy (service units entered in STAR database) Protective Factor Survey Completed Follow-Ups
Interview of Clients Interview with Program Director Interview with Program Counseling Staff (this is a one on one session with DFPS and
individual staff) Interview with STAR clients
PEI will randomly select clients to complete on-site or telephone interviews Contractors will not be present during the interviews
Performance Measure Attainment Service delivery to include, but not limited to, policies/procedures, toll-free hotline,
listing in 2-1-1, reporting abuse/neglect procedures, etc. UCAP and Street Outreach was provided
Very rural areas that do not have a homeless population must show official documentation from the city/county.
Program Monitoring
Background Checks ICSQ Reviews Training General Policies and Procedures Personnel files
I-9’s Application for Employment/Resume Job Descriptions
Administrative Monitoring
Review Policies and Procedures regarding fiscal
management An example, adequate oversight including
separation of duties is performed, subcontractor oversight/monitoring
Review Single Audits/Independent Audit reports Review billing submitted
Cross referencing information from client files (progress notes) with what was billed to ensure accuracy and ensure that DFPS was billed properly.
If the progress notes (to include time in/out to verify amount of time) do not support what was billed based on what contractor was submitted; contractor will be required to refund DFPS those sessions.
Fiscal Monitoring
Once the monitoring is completed on-site or as
a desk review; your contract manager will send an initial monitoring report with the results.
Contractors are able to respond to the findings/issues in the initial monitoring report with supporting documentation, a corrective action plan (if applicable), and/or repayment of disallowed costs (if applicable). Once that information is obtained, a final monitoring report is issued to conclude the monitoring.
Monitoring Report
If you have questions throughout the contract
year, please email your contract manager
Closing