STATE OF WASHINGTON



348615022860000STATE OF WASHINGTONDEPARTMENT OF SOCIAL AND HEALTH SERVICESAging and Long-Term Support AdministrationHome and Community Services DivisionPO Box 45600, Olympia, WA 98504-56001178560-63500H15-061 – Policy and ProcedureAugust 26, 2015TO: Home and Community Services (HCS) Division Regional AdministratorsArea Agency on Aging (AAA) Directors FROM:Bea Rector, Director, Home and Community Services DivisionSUBJECT: Updated Activity Tracking Forms and New Shopping Service Code: SA266 Transition Services: Shopping/paying- client not presentPurpose:To inform staff that a new service code has been configured in CARE and ProviderOne: SA266 Transition Services: Shopping/paying- client not present. This code should be used to authorize a contracted provider who will perform shopping or issue payments when the client is not present. Now that the new code is available, all Activity Tracking forms have been updated.Background:The ability to purchase needed items is an important factor in successful transition from an institution to the community or to provide stabilization for an individual who is at risk of losing their placement. Purchasing tasks were added to the Statement of Work in the Community Transition and Training Specialist (CTTS) contract per MB H12-023 and H14-078. The contracted provider must meet all of the qualifications in the CTTS contract to perform purchasing, including having a separate business account. The contracting agency can verify that a separate business account will be used for purchases or payments by asking the contractor to sign a self-attestation (see sample below). A contractor who meets the qualification and holds the CTS/RCDA subcode of the CTTS contract may issue payments on behalf of clients who are eligible for HCS waiver/ state plan services, Roads to Community Living (RCL) or WA Roads. This includes payments for security deposits, first/last month’s rent (CFC only), utility hookup fees or emergency rental assistance (WA Roads only). When authorized to perform these tasks for HCS clients enrolled in waiver or state plan services, the contractors are referred to as Individual Transition Services Providers (ITSP). ITSPs cannot perform shopping tasks. Clients eligible for RCL or WA Roads may receive CCG (Community Choice Guide) services. CCGs must include the Transition Planning subcode of the CTTS contract. Authorized work that is performed in the presence of the client is considered standard CCG work and should be paid at the usual CCG rate. For CCGs who are paid at a tiered rate and who meet the qualifications to perform shopping/paying tasks: If a client is present when a qualified CCG is shopping, the CCG is compensated at the contractor’s CCG rate. If the client is not present, the CCG is compensated at the contractor’s shopping/paying rate.MB H15-015 provided direction to staff regarding how a provider was to track their activity. It included a workaround that is no longer necessary.What’s new, changed, orClarified Authorizations to contracted providers must be created in P1 prior to any work being performed. Case workers should use the Sustainability Goals screen in CARE to communicate details, tasks and timelines to the contractor. When a contracted provider is authorized to purchase an item or make a payment and be reimbursed, the contractor is: 1) compensated for the time spent shopping or issuing payment; and 2) reimbursed for the actual amount spent on items authorized for purchase or payment. Purchasing tasks performed with no client present may be compensated at a rate that is different than other tasks the contractor performs. A new shopping service code SA266 Transition Services: Shopping/paying- client not present has been configured to allow for variability in rate (see Service Code Data Sheet, below). The CCG Activity Tracking form issued in MB H15- 015 has been updated to include code SA266 (see attachments, below). This MB supersedes MB H15-015, which has been rescinded. CCGs should now follow the instructions on the Activity Tracking Forms included below. The CCG webinar presentation that was offered earlier this year has been updated to include the new service code and is attached below. A new Contractor Activity Form for an Individual Transition Services Provider (ITSP) who is authorized to issue payments for security or utility deposits or emergency rental assistance (per MB H14-078) has been created. NOTE: Any and all DSHS payments made to a contracted provider are reportable on the provider’s 1099, including when a contractor is reimbursed after using business funds to make authorized purchases or payments. Reportable income is not the same as taxable income. If a provider has questions regarding reimbursement and how to file their business taxes, they are encouraged to seek professional tax advice.ACTION:The contractor may only make purchases after authorization in ProviderOne and specific written information regarding the purchase from the case worker.By October 1, 2015, all new authorizations used to compensate a contracted provider for the time spent shopping or paying when the client is not present must use service code SA266.To reimburse the provider for the item(s) or service purchased, authorize the appropriate service code in ProviderOne.Authorizing case workers (both AAA and HCS) should ensure the CCG they are communicating with has the revised Activity Tracking form.A new Tracking Form for Payments Made has been created and should be used by Individual Transition Services Providers and CCGs to track when they make authorized payments for security and utility deposits, first month’s rent (CFC only) and WA Roads Emergency Rental Assistance.Authorizations to compensate a contracted provider for individuals on RCL or WA Roads when the provider will assist with shopping/paying:The contractor must have the Transition Planning subcode in their CTTS contract.When the CCG will shop with the client present, authorize SA263 Community Choice Guide:When the client is present, it is anticipated that the CCG will provide some training or instruction as shopping occurs. This could include navigating a grocery store, budgeting, healthy eating, etc. Shopping while the client is present is considered regular Community Choice Guide work and is paid at the provider’s CCG rate.Shopping with the client present is a service only available for clients eligible for RCL (3100) or WA Roads (3120).When the CCG will shop without the client present, authorize SA266 Transition Services: Shopping/paying- client not present:The rate should be authorized at the provider’s contracted rate for G shopping for transitional or stabilizing goods is a service only available for clients eligible for RCL (3100) or WA Roads (3120).The CCG can only shop and bill their time for one client at a time (e.g., they cannot grocery shop for two clients on one shopping trip and bill the same time for both clients).When the CCG will pay for and be reimbursed for security deposits and utility hookup fees authorize SA266 Transition Services: Shopping/ paying- client not present:Authorize two quarter hour units (OF) per payment issued. The rate should be authorized at the provider’s regular CCG rate (see MB H14-078 for more information).The intent of this service is that the contracted provider is simply writing a check and putting it in the mail or running a credit card over the telephone.If there is a situation that the contractor is authorized to make a payment in person due to a timeliness issue, and the time spent making the payment is greater than 2 units, the provider should be compensated at the actual time spent making the payment, but at the Shopping rate (this option is only available through RCL or WA Roads). When the Community Choice Guide will pay and be reimbursed for Emergency Rental Assistance authorize SA266 Transition Services: Shopping/ paying- client not present:Emergency rental assistance can only be authorized for clients eligible for WA RoadsAll procedures to authorize Emergency Rental Assistance must be followed. This includes:Documenting needStaffing the case with a supervisorObtaining approval from the ALTSA Housing Specialist (see Emergency Rental Approval Request below). All approvals must be documented in the SER in CARE.Authorizations for clients eligible for CFC CTS or RCDA when an Individual Transition Services Provider (ITSP) will be reimbursed for paying security deposits and utility hookup fees authorize SA266. The contractor must have the CTS/RCDA subcode in their CTTS pensation for issuing a single payment is 1 “Each” at the negotiated rate per payment issued with a maximum compensation of $32.00 (see MB H14-078 for more information). This service is available to clients eligible for CTS and RCDA.A contracted provider who works with both RCL/WA Roads and CTS/RCDA clients must have both the Transition Planning and CTS/RCDA subcode in their contract (see MB H12-023). The workaround created for case workers to use when a contractor is paid at a tiered rate is no longer necessary and must be discontinued now that SA266 Shopping/Paying-no client Present code is available in ProviderOne and MB H15-015 has been superseded by this MB.All contractors will track Shopping/paying without the client present and CCG (when applicable) and claim their time following procedures outlined on the Instructions of the attached Activity Tracking forms:The Tracking Form is available in both Excel and Adobe Acrobat (which can be downloaded for free by CCGs who do not have access to Excel).10668010147300CCGs must document separate tasks performed each day by the total minutes (for example, three 4 minute phone calls made throughout the day equals 12 minutes of CCG; a 2 minute phone call, 43 minutes with the client and 52 minutes of shopping equals 45 minutes of CCG and 52 minutes of shopping. See the Tracking Form, attached below).Tasks performed will be rounded in the following way (this occurs automatically on the Excel version of the Tracking Form, below. A reference tool is available below for providers who do not have Excel.):Add the total minutes worked on both CCG and Shopping each day;If the total number of minutes worked each day for CCG or Shopping task results in an uneven number of quarter-hour units, round the remainder number of minutes as follows: Round 1 to 7 minutes down to zero unitsRound 8 to 14 minutes up to one unitStandard document imaging protocols should be followed when the Tracking Form is received. Depending on local guidance, the section of the Tracking Form that describes activities, tasks and services provided by the CCG may be copied and pasted into a SER as a communication tool. This is not necessary since the Tracking Form becomes a part of the Electronic Client Record (ECR). The CCG can claim weekly, bi-monthly or monthly and must submit their Tracking Form to the authorizing case worker on the day they claim. A Tracking Form for Payments Made has been created to track when a provider has solely issued a payment and is being compensated with 2 OF or 1 EA (per above guidelines).Authorized payments made and later reimbursed are not tracked using a specific form, but the new Tracking Form for Payments Made does include a place to note how much the contractor paid (this may not be the actual amount reimbursed if there are any disputed charges).REFERENCESMB H12-023 MB H14-078ATTACHMENT(S): Individual Transition Services Provider’s Self Attestation Form\sTracking Form for Payments Made(Deposits, etc.)Emergency Rental Approval Request \sCCG Tracking Form (PDF) CCG Tracking Form: Weekly CCG Tracking Form: MonthlyCCG Tracking Form: AGENCY Rounding Reference Tool CCG WebinarService Code Data Sheet\sCONTACT(S):Debbie Blackner, NFCM Program Manager (360) 725-2557 Debbie.blackner@dshs. Tracey Rollins, CFC Program Manager360-725-3216rollita@dshs. - ................
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