1 of 10 Approved Provider List Q: When will the CCFA/WA approved provider list be available? Only Providers who have received a fully executed contract will be listed as an approved CCFA/WA provider. This list will become available, prior to the contract effective date (July 1) and will be distributed to all DFCS County Staff, statewide, once all contracts have been fully executed. Service Authorization/Referral Q: How can Providers ensure to receive Service Authorization/Referral Forms when DFCS County Offices refer for crisis services during non-business hours? Inform the DFCS County Staff that the service cannot be conducted without the Service Authorization/Referral. Q: Will one standard Service Authorization/Referral be used by all DFCS County Offices when referring services? Yes. As of July 9, 2012, all DFCS County Offices will use the same Service Authorization/Referral (SHINES) when referring services. Q: Can DFCS County Offices be required to utilize the services of all contracted CCFA/WA providers who service their areas? No. It is the discretion of DFCS County Office s to use or decline of use of contracted CCFA/WA Provider. It is encouraged that DFCS County Office staff and Providers build relationships to ensure foster care children and their families receive quality services. Q: How can a Provider become approved to work in a specific DFCS Region? It is the Provider s responsibility to contact the CCFA/WA State Office Unit to receive approval to add/remove DFCS Regions from its service delivery area. CCFA Q: Is the coordination of the medical/dental/health check a one time fee? Yes. The coordination of the medical/dental/health check is a one time fee per CCFA. Q: Are all children coming into foster care required to have a psychological evaluations? No. As of fiscal year 2013, psychological evaluations are conducted only upon recommendation or need.if a case worker deems a psychological evaluation needs to be conducted, the service must be referred and billed under PUP services. *Remember: Trauma Assessments are now a CCFA requirement for all children entering foster care.
2 of 10 Q: Clearly identify the requirements for a completed and updated CCFA. The Family Assessment is the foundation of the family case plan and will also assist judges, CASA s, Citizen Panels, and other providers working with the child and family to gain a better understanding of the family s history. The Family Assessment shall include, but is not limited to: o Reason for Referral o Household Composition/Key Data o Clinical Observation o Prior Agency Involvement o Living Arrangements o General Financial Status and Employment History o Health of All Household Members o Marriage Status o History of Criminal Activity (parents and children) o Education Status o Relationship between Parent and Child o Relationship between Placement Resource and Child o Family and Community Resources (i.e. Transportation) o Family's Strengths and Needs o Relatives and resources for support, placement, and possible permanency o Efforts to place siblings together and reasons they were not placed together, if applicable o Native American Heritage o Reason child is placed a substantial distance from their home, if applicable. o Genogram o Summary, Conclusions, and Recommendations o Participation in FTMs o Coordination of Medical/Dental/Health Check o Coordination of Trauma Assessment o Relative/Non-Relative Care Assessment and Home Evaluation (when authorized) Q: Is the Coordination of Medical/Dental/Health Check billed per child or is it an all-inclusive fee? The Coordination of Medical/Dental/Health Check is an all-inclusive fee for all children in the family. This CCFA component is to be billed one time per CCFA. Q: If a family has already had a completed CCFA within the last twelve (12) months, will a new-initial CCFA be needed? No. If a child/family has already had a completed CCFA within the last 12 months a new, a formal CCFA Evaluation is not required. An updated CCFA Evaluation may be required if the child/family s information has changed within the 12 month period. If the previous CCFA is older than 12 months, a new-initial CCFA must be completed. Q: If former Provider completed a CCFA and DFCS requests a new CCFA from a different Provider, would the new request for the CCFA be considered an initial assessment? Yes. If DFCS requests a new CCFA from a different Provider, the Provider will have to start the CCFA from the beginning; therefore the assessment will be an initial CCFA.
3 of 10 Q: Is a development evaluation required for all children entering foster care? Yes. Children ages 0-17 entering foster care are required to have a health check screening and a dental exam conducted within 10 days of entering care. For children ages (3) and under, the health check must include a dental screening. For children ages (4) and above, a dental exam must be completed. The Health Check and dental exam provides DFCS with information regarding the health needs of the child and further guides the development of the case plan. Q: Who conducts development screenings for children under age (4)? Developmental screenings for children under four (4) are referred Babies Can t Wait under the Department of Public Health (DPH). More info for Babie s Can t Wait can be found by visiting the DPH website. Trauma Assessments (CCFA) Q: What is the difference between Trauma Assessment and Trauma Assessment Tools? A Trauma Assessment is a modality (type of assessment) used to critically evaluate the nature, quality or ability of a person. Trauma Assessment Tools are methods designed to gather and measure evidence for assessment with the purpose of guiding therapy or treatment decisions. Q: What is the difference between receiving Trauma Assessment Training and Trauma Assessment Certification? Training is a hands-on approach to learning the basics of the modality or assessment. Training provides a working knowledge of how to assess and examine results using a variety of methods. Certification is a industry recognition of an individual who shows a competency on the guidelines, codes and assessment standards. The state of Georgia does not, yet, have a certification process for Trauma Assessments. However, various researchable resources offer grant opportunities through which to obtain such learning experience and industry recognition, in other states. Q: What professional credentials are needed to obtain Trauma Assessment Training and to conduct Trauma Assessments? A professional must be licensed in counseling or social work to complete Trauma Assessment Training and conduct Trauma Assessments. Q: Is there a list of recommended Trauma Assessment providers in Georgia? Yes. The CCFA/WA State Office Unit can provide, upon request, a list of recommended Trauma Assessment providers in Georgia. Q: Is there a specific standard regarding the practice of Trauma Assessment tools? Yes. Only evidence based Trauma Assessment tools should be used; no pilot tools. Q: Are Trauma Assessments Medicaid billable? Yes. The Department of Community Health (DCH) categorizes Trauma Assessments under CMO Medicaid (comprehensive assessments).
4 of 10 Q: Is there any age group to young for Trauma Assessments? Yes. Trauma Assessments are to be conducted on children age four (4) to seventeen (17). Wrap-Around Q: Is the maximum of $5000.00 for Wrap-Around services per family, per fiscal year? Yes. The maximum of allowable services dollars is restricted to $5000.00 per family per fiscal year; even if the family is removed from one Provider and placed with a different Provider. Through SHINES, the Case Worker will be able to see the dollar amount already spent on the family and will be able to determine whether or not a waiver will be needed for the provision of additional services. Q: What tracking mechanism will be used to inform DFCS County Staff and Providers of the dollars available to be spent on servicing the family? DFCS County Staff will have the capacity to inform Providers of the available dollar amounts per family. This allows DFCS County Staff to gauge, in advance, whether or not a waiver is needed for services. Q: Can counties dictate the credentials requirement as to what Provider staff can conduct "counseling" or "therapy"? The state of Georgia requires licensed professionals (Master level professionals must be provisionally licensed and under the supervision of a licensed professional) to conduct counseling or therapy services. Q: As federal governing bodies move toward Trauma Focused Therapy, will children already in foster care be required to receive Trauma Assessments? Yes. As of fiscal year 2013, children already in foster care will be required to have Trauma Assessments, as well as, all children who come into care. Trauma Assessments for children already in foster care will be conducted under In-Home Intensive Therapeutic Services. Q: Can CCFA/WA referrals authorizing overnight arrangements for child/ren be billed under Wrap-Around and under what code? As of fiscal year 2013, emergency placements for Wrap-Around Services, when authorized, are to be billed under UAS 518 code 00. This code is ONLY to be used to pay a state approved WRAP provider for miscellaneous cost associated with caring for a foster care child overnight when no other placement can be found. An approved waiver from the Regional Director is required. These cost may include, but are not limited to, hotel, meals, basic clothing (diapers), special needs (toothbrush, soap, deodorant). The vendor should pay all charges and be reimbursed. The hourly cost associated with a state approved WRAP provider assisting with the care of a foster care child placed in a hotel overnight, when no other placement can be found, is to be billed to UAS 518 code 47. An approved waiver from the Regional Director is required.
5 of 10 Mileage Q: When does billing for mileage begin and end? Mileage begins at the point in which the provider leaves his/her designated work station to conduct service for the client. If the provider has a central office, to which all staff and subcontractors report, mileage must begin from the Provider Office. If the Provider does not have a central office and works from home, mileage must begin from the Provider s home. Mileage ends when the provider returns the client to his/her destination. An address for mileage MUST be logged for every origin (start point) and destination (end point). A physical address must be captured on the mileage form. Listings such as home, office, or county line will not be accepted. Physical addresses for all contracted CCFA/WA providers are on file at the State Office. Providers please utilize appropriate addresses as this information can be audited. Q: Are funds for mileage paid out of the Wrap-Around $5000.00 family maximum per family, per fiscal year? Yes. Funds for mileage paid out of the Wrap-Around $5000.00 family maximum per family, per fiscal year Q: How can the start and end point for mileage be logged when working with clients from differentiating programs, without violating HIPAA law? The mileage log only requires the start and end address of the points visited when working with CCFA/WA clients. No identifying information regarding the non-ccfa/wa client is being requested. Q: Should mileage be entered on the Service Authorization? No. The Case Worker does not enter mileage on a service authorization in SHINES. Regional Accounting will manually add mileage, billed on the Wrap-Around invoice, when the payment is processed. The reason for this is the Case Worker generally does not know the exact number of miles the provider will drive. This has always been the case, in SHINES, for all mileage paid. Q: Should Regional Accounting pay the Provider if the mileage the Provider lists, on the mileage form, exceeds the amount of miles verified by MapQuest? If there is any discrepancy between the mileage listed on the Provider s mileage log versus what is verified by MapQuest, contact the CCFA/WA Unit at the State Office. The State Office staff will contact the provider to request documentation and investigate the mileage discrepancy. The investigative finding will determine whether the provider is paid what s billed on the mileage log or the amount of mileage that is verified by MapQuest. Q: When billing for mileage, how should per service be defined (round trip or one-way)? Service is defined as per trip or round trip, whichever is deemed appropriate and identified by the Case Manager on the Service Authorization.
6 of 10 Transportation Q: When does billing for transportation begin and end? Transportation begins at the point in which the Provider picks-up the client and ends when the Provider drops-off the client to his/her destination. Providers please document any circumstance which may cause the hours of transportation to exceed the comparable number of miles as verifiable by mapquest. This information can be audited. Q: When billing for transportation, how should per service be defined (round trip or one-way)? Service is defined as per trip or round trip, whichever is deemed appropriate and identified by the Case Manager on the Service Authorization. Q: Can a Provider be listed as a transportation only service? A Provider can be listed as a CCFA/WA, CCFA Only, Wrap Only provider. It is the discretion of the contracted CCFA/WA Provider to accept or deny referrals for services. Q: Who provides notification when the state approved mileage rate changes? Field Fiscal Services notifies DFCS Staff of mileage rate changes once this information is received from the State Accounting Office. CCFA/WA Providers will be notified by the State Office CCFA/WA Unit. Q: How should transportation services that require supervision be authorized and billed? Transportation services requiring supervision should be authorized, separately, for transportation and In- Home Case Management services. The Provider is to bill for transportation when solely transporting the client to and from his/her destination. The Provider is to bill for In-Home Case Management only during the period of time when In-Home Case Management services are being conducted. Q: If there is a crisis occurs during a transportation service, how should the crisis be authorized and billed? Crisis Intervention services are prohibited while the transporter is driving. If a circumstance occurs, during transportation, that requires immediate attention the transporter must pull over in a safe manner, thus stopping the transportation service. Only when the transportation service has stopped can a Provider stabilize and manage the behavior of a child. As Crisis Intervention may not have been authorized at the time the transportation service was referred, thorough records for such occurrences must be documented and reported so that the Case Worker can authorize the Provider to bill for the Crisis Intervention Service, which took place, in the midst of transporting the client. Q: Are Providers allowed to begin billing the hourly rate for transportation when driving to and from the client? No. Mileage is reimbursed at the state approved rate for miles driven to and from the client, as well as, miles driven while transporting the client.
7 of 10 Waivers Q: What is the anticipated timeframe to receive a response after submitting a waiver request to DFCS? Waiver response time will vary per DFCS County processing standards. Q: Should waivers be approved before service delivery to the client? Yes. If the Case Worker foresees a service will exceed the allowable limits, the waiver must be requested before the service is authorized. Q: What is the waiver process? There is no set form for the request of a waiver. An email from the Regional Director or Director of Field Operations, whichever is appropriate, will be accepted. The approval from the appropriate authority MUST include the original waiver request. An email that only states approved will not be accepted. The waiver requirements for Mileage are as follows: Under $150; no waiver needed. $150-$300 must be approved by the Regional Director Over $300 must be approved by the Director of Field Operations The waiver requirements for Wrap-Around are as follows: $5000-$8000 must be approved by Regional Director Over $8000 must be approved by the Director of Field Operations Deliverables Q: CCFA/WA contract deliverables state Providers are to submit monthly summary reports. To whom should this report be submitted? Providers are to submit a monthly report to their assigned CCFA/WA Compliance Specialist, at the State Office, no later than the 10th of each month. This criterion will begin August 1, 2012. Q: CCFA/WA contract deliverables state Providers are to submit Client Satisfaction Surveys. What percentage of clients are Providers required to survey? How often should Providers submit the survey and to whom? Providers are to ensure Client Satisfaction Surveys are completed on one hundred percent (100%) of their clients and the surveys are be placed in the client's file. This criterion will begin August 1, 2012 Q: Will the Client Satisfaction Survey be designed in a way that allows fair evaluation of Providers and services to the client? Yes. A standard template will be disseminated to all CCFA/WA contracted Providers. The survey will be designed to assess overall customer service; timeliness of service, provider-client interaction, and value of client skills learned through work with Provider agencies. Q: What is the consequence if a Provider does not attend quarterly provider meetings, as stated in the CCFA/WA contract? CCFA/WA contracted Providers who do not meet contract deliverables will be contacted and informed of the corrective actions necessary to remain in compliance. Failure to comply with corrective measures will result in contract suspension or termination.
8 of 10 Q: What actions should be taken if a Provider constantly submits CCFAs late? If the CCFA/WA State Office Unit is informed of such negligence toward contracted services, the Provider will be audited and a Corrective Action Plan will be implemented to identify issues and recommend corrective actions necessary to improve the quality of service provided. If improvements are not made deficiency may result in contract suspension or termination. Payments Q: Will DFCS consider aligning invoice submission with the timing of payments for the various programs? Foster care payments occur throughout the month. Q: What is the anticipated payment turn around time for approved invoices? Once approved invoices reach and are processed by Regional Accounting, the payment turn around time is five (5) days. Q: If the Provider submits an invoice with incorrect mileage rates, should the invoice be returned to the Provider to be corrected? Yes. The Provider should be contacted when invoices have are submitted incorrectly and informed of the changes to be made. The Provider is responsible for making the changes and resubmitting the invoice(s) as requested. Q: Should Providers bill medicaid for Wrap Services? Yes. If the Provider/Support Network is medicaid approved, the Provider is encouraged to bill medicaid for medicaid billable services. Payment for mileage will be paid from Wrap funds. Invoices Q: Can CCFA/WA Invoices include a designated space to capture the total amount spent to date, per service, per fiscal year? DFCS County Staff will have the capacity to inform Providers of the available dollar amounts per family. This allows DFCS County Staff to gauge, in advance, whether or not a waiver is needed for services. Q: If we receive an invoice that is handwritten, should it be rejected? Yes. All invoices should be completed and/or corrected by the Provider. Invoices should be typed, printed, and the hardcopy signed before submitted for payment. Typing the billing information using the electronic form will help to prevent calculation errors. Providers should retain a copy of all submitted invoices in their records.
9 of 10 Background Checks Q: What is the Georgia Department of Human Services (DHS) OIS (Office of Investigative Services) requirement for background checks regarding DFCS contracted Providers? OIS background checks are to be conducted every five (5) years for ALL DFCS contracted Providers (Provider staff and/or subcontractors). FTM Meetings Q: How are Providers compensated for the facilitation of FTMs (Family Team Meetings)? In-Home Case Management allows for the compensation Provider facilitation of FTMs. AUDITS Q: How will CCFA/WA Providers be audited? Provider audits will be conducted through random selection. Thirty-day notification will be provided prior to the audit. During the audit, CCFA/WA Unit staff and Fiscal Staff will conduct a full review of the agency s documents, files, invoices and quality of work. Any information provided to the CCFA/WA Unit for enrollment/re-enrollment must be maintained at the Provider s location. A continual, full compliance file of agency documentation, staff and sub/contractors is expected of all contracted Providers. CCFA/WA Provider Trainings, Meetings and Other Information Q: When will Advance Skills and Back to Basics training be available and how often? Both the Advance Skills and Back to Basics Training are under review. Information regarding these trainings and availability will be forthcoming. Q: Will the CCFA/WA website be available for Providers to access to obtain program forms and information? The CCFA/WA website is under construction and all contracted Providers will be notified when the website is functioning. Providers are advised to contact their assigned CCFA/WA State Office Compliance Specialist regarding program inquiries and/or concerns. Q: Will CCFA/WA Providers have the opportunity to earn Continuing Education Units (CEUs) for completing training related to CCFA/WA services? Advance Skills Training (when available) and TF-CBT (Trauma-Focused Cognitive-Behavioral Therapy) training offer CEU credits. Q: How can Providers increase their chance at receiving referrals for services? Providers should make contact with the DFCS County Offices, within their contracted service delivery areas, to schedule appointments to formally introduce and develop reliable, qualitative relationships with County Staff, to encourage the potential of services referrals. Q: What is the process to expand or decrease a Providers service delivery area?
10 of 10 It is the Provider s responsibility to contact the CCFA/WA State Office Unit to receive approval to add/remove DFCS Regions from its service delivery area. Q: What is required of CCFA/WA providers when adding new staff/subcontractors to their agency? In order for CCFA/WA providers to add new staff to their agency, the following information must be submitted to the CCFA/WA Unit: An updated organizational chart specifying the new staff/subcontractor position, degree, and professional license (if applicable) OIS Clearance Letter (background check) Georgia Driver s License Signed Malpractice Face Sheet Education Verification (in the form of Resume, Original Transcript, or Professional License) Declaration of Insurance (Auto and/or Professional Liability (if agency does not provide coverage for its staff and/or subcontractors) Verification of Training Completion (Back to Basics, Advanced Skills)