HomeMy WebLinkAbout20022757.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 2.000, SOCIAL
SERVICES DIVISION POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Department of Social Services has presented revisions to the
Operations Manual, Section 2.000, Social Services Division Policies and Procedures, to the
Board of County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, copies
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, ex-officio Board of Social Services, that the revisions to the Operations
Manual, Section 2.000, Social Services Division Policies and Procedures be, and hereby are,
approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 14th day of October, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: aell �,/ /-f� EXCUSED
fi �, v' • �� Vaad, Chair
Weld County Clerk t. the
r: ��
t David . g, Pro-Ter
BY: .i.�_
Deputy Clerk to the
M. J. eile
APPROVE As TO FO 1 V/�`
is H. J rke
my A rriey
Ro ert D. Masden
/
Date of signature: 0�/
7
2002-2757
SS0029
00 . 3S
Social Services Division Policies and Procedures
2.810 Core Services Provider Billing And Request For Reimbursement
Added 10/7/02 Requirements
A. Requests for payment must be submitted in complete form to the Core
Services Specialist and date stamped no later then the 25th day of the
month following the service month. Any requests for payment received
after the 25th of the month following the service month will not be
honored. Complete form is considered by the Department to be but not
limited to:
1. Authorization for Contractual Services form must have all sections
completed except for sections 5 and 7. The form must be
completed in pen and be the original.
2. Request for Reimbursement form(s) must have all sections
completed with each client's complete information from the
referral from clients receiving services and not receiving services.
All client names, household numbers, referral numbers, approved
entry date and approved exit date must be take off the referral in
complete form. The form(s) must be completed in pen and be the
original(s)
3. Program Project Report form must have number of households
referred during the month, number of households enrolled during
the month, number of households served during the month, number
of households discharged during the month, monthly expenditure,
expenditures to date, child's name, direct service date and date
service ended completed. All other sections need only be
completed when applicable.
4. Client Verification form(s)must be completed entirely for clients
that are receiving services for that month. Client signatures must be
done at the time of service. Any Client Verification form received
with services, but without a client's signature will not be paid. All
participants in attendance must sign the verification form(s). If
there are children that can't sign, then the parent can sign for the
child. The form(s)must be completed in pen and be the
original(s).
5. Monthly Progress Report for each client that reflects presenting
problem(s) of the client/family, specific services provided, extent
Adm\manssl5.jag
Social Services Division Policies and Procedures
of client(s)participation and commitment to the program, client(s)
progress to date and anticipated discharge date.
6. All renewal requests are the responsibility of the provider. Renewal
requests must be in writing and reflect cause for renewal. The
requests must be submitted to the Department of Social Services
60 days prior to the end of the original service date. Social
Services will reserve the right to request a meeting on any request
the Department need clarified.
B. An Initial Case Management Plan on each referred family is required
within 30 days from the date the Contractor received the referral. The
Case Management Plan will be monitored and modified monthly to
measure progress towards goals. Copies of the Case Management Plan
must be sent to the caseworker,program area supervisor, and the Core
Services Specialist. The plan, at minimum,must include goals, timelines
and measurement of success. If the plan is not received within the
specified time span,payments may be delayed or not honored.
C. Requests for payments that are submitted by the no later then the 15th day
of the month following the service month will have an initial review
process for any missing or incorrect information. After the initial review
process, if there is any missing or incorrect information, the provider will
be telephoned the day the initial review is completed. The provider will
have the option to come pick the request for payment information up and
correct it before the 25th day of the month following the service month. If
the provider declines this option, payment will not be on any client service
that has missing or incorrect information. The initial review process will
be limited to the following:
1. Authorization for Contractual Services form is missing information
in the required section(s) or missing
2. Request for Reimbursement form(s) are missing information in the
required section(s) or missing
3. Program Project Report(s) are missing information in the required
and applicable sections or missing
4. Provider Survey(s) are missing when applicable
Adm\manss15.jag
Social Services Division Policies and Procedures
5. Client Verification forms(s) are not original(s), missing
information, or missing
6. Initial Case Management Plan(s) are missing when applicable
7. Monthly Progress Report(s) are missing information or missing
8. Missing Renewal(s)
9. Other(Department will specify)
The Initial Review Process Letter referenced is Attachment A.
Adm\manssl5.jag
Social Services Division Policies and Procedures
Attachment A
INITIAL REVIEW PROCESS LETTER
Date:
Telephone Contact
Dear: •
(Agency Name)
An initial review of your billing statement for indicates missing information,
which prevents the Weld County Department of Social Services from accepting your bill. Please refer to
the checklist below, which identifies the items in question:
Authorization for Contractual Services form is missing information in the required section(s)or
missing
Request For Reimbursement form(s)are missing information in the required section(s)or missing
Program Project Report(s)are missing information in the required and applicable section(s)or
missing
Provider Survey(s)are missing by client if applicable
Client Verification form(s) are not original(s),missing information, or missing
Monthly Progress Report(s) are missing information or missing
Initial Case Management Plan(s)are missing when applicable or missing
Missing Renewal(s)
Other(Specify)
In order to receive further consideration of payment for these services,you must resubmit your bill with the
requested changes listed above by no later than the 25th calendar day of the month following the month in
which the services were provided. At that time, the Weld County Department of Social Services will
identify,by letter, any additional problems with your bill, which were not apparent during the initial review
of your billing statement. To avoid delays in payment or non-payment,please be thorough and accurate.
If you have any questions,please feel free to call me at 352.1551, extension 6382.
Sincerely,
Nevin Williams or Designee
Common Support Lead Worker
Agency Representative Telephoned Date: Time:
Agency Representative Picking Up Bill Date: Time:
Actin\rnanss15.jag
F DEPARTMENT OF SOCIAL SERVICES
7 ? ^^' _ :i r I 0 it PO BOX A
h _
GREELEY,CO 80632
1irg �r-r-� -, - WEBSITE:www.co.weld.co.us
F C t_: I J Administration and Public Assistance(970)352-1551
Child Support(970)352.6933
iii ,
COLORADO MEMORANDUM
TO: Glenn Vaad, Chair Date: October 7, 2002
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services ao_ • ,
C. 9t
RE: Revision to Section 2.000, Social Services tvision Policies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is a revision to Section 2.000, Social Services Division
Policies and Procedures, Weld County Department of Social Services Operations
Manual. This revision was reviewed at the Board's Work Session on October 7, 2002,
2002.
The revision is to add Section 2.810, Core Services Provider Billing and Request for
Reimbursement Requirements. The policy is being added to identify the types of
information and forms needed to provided accurate and thorough billings to the
Department by vendors and to provide an initial review process to identify any missing or
incorrect information by vendors. The Department's intent, through this policy addition,
is to provide timely payments to vendors.
If you have any questions, please telephone me at extension 6510.
2002-2757
Hello