Transcript 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
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 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
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Purchase Voucher (Form 4116x)
STAR Purchased Expenditure Report
Freeze Form
Client Services Summary (database report)
Back up documentation to show how # sessions were
derived
Where to go for Program
Assistance
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 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
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Definitions
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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.
Billing & Program Guidelines for
Family Counseling
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Family Counseling (Billing)
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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)
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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 and Program Guidelines for
Individual Counseling
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 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 & Program Guidelines for
Family Skills Groups
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 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 and Program Guidelines for Youth
Skills Group
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 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.
Universal Child Abuse
Prevention (UCAP)
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 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.
Emergency Care
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 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.
Contract Monitoring
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Contracts are chosen by the Contract Oversight and Support (COS) division of DFPS based on the
risk value of a contract.
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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
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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).
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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.
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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.
Overview of Contract
Monitoring
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 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.
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Program Monitoring
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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 2-11, 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.
Administrative
Monitoring
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 Background Checks
 ICSQ Reviews
 Training
 General Policies and Procedures
 Personnel files
 I-9’s
 Application for Employment/Resume
 Job Descriptions
Fiscal Monitoring
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 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.
Monitoring Report
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 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.
Closing
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 If you have questions throughout the contract year,
please email your contract manager