Please direct all program related information and questions to:
401 South Clinton, 4th Floor
Chicago, IL 60607
Fax 312- 793-4666
Healthy Families Illinois provides intensive home-visitation services to new and expectant families, with income less than or equal to 200% of the Federal Poverty Level. The goal of the home visitation services is to strengthen the parent child relationship, encourage healthy child growth and development and nurture parents in their role as the child's first teacher. Healthy Families Illinois (HFI) - Assists expectant and new parents identified as having a significant risk for child abuse/neglect to reduce that risk through intensive home visiting services.
II. Policies & Procedures
In addition to any policies/procedures distributed by the Department via letter or memorandum, providers must adhere to the program specific policies and procedure identified below.
Healthy Families Illinois providers must adhere to the twelve critical elements and related standards as described in the Healthy Families America Self- Assessment Tool and related Healthy Families Illinois Compliance Expectation Chart.
III. Contract and Amendment Process
The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:
- Community Service Agreement, containing the standard contract language used for all Department contracts
- Exhibit A, containing Scope of Services/Purpose of Grant
- Exhibit B, containing Deliverables
- Exhibit C, containing Payment Information
- Exhibit D, containing Contact Information
- Exhibit E, containing Performance Measures
- Exhibit F, containing Performance Standards
- Exhibit G, containing State Agency Contracts
- Attachment E
- The Program Manual, attached by reference to the Agreement, contains the program service provisions.
The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.
There are two types of amendments to an executed Community Service Agreement.
- Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
- Formal amendments - A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
- Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
- Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services.
*NOTE: A Community Services Agreement end date should only be June 30 due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.
- Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services.
- Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services.
- Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
- The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
- The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
- The Department may provide a staffing formula for the program.
V. Provider Responsibilities
- Providers must submit for Department approval a Program Plan in a format and timeframe provided by the Department.
- Subject to Department review and approval, providers will maintain and adhere to written policies and procedures for at the least the following elements:
- The characteristics of the population targeted for services, including at a minimum geographic area, age, race, ethnicity, language and income. -The Eligibility Tool or Family Stress Checklist must be used to identify potential participant's risk for child abuse and or neglect.
- Participants must be screened for eligibility prenatally or within two weeks of birth.
- Tracking trends related to the target population and adjustment to program plans as indicated.
- Provision of services that are culturally relevant to the population served. Cultural relevance includes, at a minimum, age, race, ethnicity and language
- Increase/decrease in the intensity of home visiting services
- Termination of home visiting services
- Outreach and re-engagement
- Monitoring by caseload and program, the percentage of families who receive 75% or more of the expected home visits.
- Maintenance of a supervisory log/ledger containing documentation of supervision, team meetings, field observations, training and other staff development
- Maintenance of a training log for each direct service staff and supervisor documenting the completion of all job specific and ancillary training
- Benchmarks for annual acceptance and retention rates
- On-going quality assurance, including client/staff survey
- Community advisement
- Compliance with mandated reporting requirements
- Compliance with the Health Insurance Portability and Accountability Act of 1996
- Developmental Delay Screening, utilizing a research-based screening tool, must be completed at the intervals required by the program model. (For Parents as Teachers programs Hearing and Vision Screenings must also be completed at the intervals specified by the program model)
- Providers will assist participating families to connect with medical providers, and when appropriate, Family Case Management and the Women, Infant and Children (WIC) program.
- Providers will participate in the Department's efforts to improve the health and well-being of families enrolled in program services.
- Prior approval from the Department must be secured prior to any anticipated change in to the program model.
- The Provider is required to comply with performance standards as delineated by the Department and referenced in letter.
- The Provider may be asked to participate in approved demonstration or pilot programs.
Supervision, Staffing, Education and Training Requirements
- Program staff should be representative of the ethnic/cultural diversity of the community served and meet the following educational requirements.
- The ratio of supervisors to direct service staff must not exceed 5 full-time direct service staff per full-time supervisor.
- Full-time direct service staff must receive at least 1.5 hours of individual supervision per week. Part-time staff must receive at least 1 hour of individual supervision per week. Supervisors are to maintain a log and documentation of the content of each individual supervision.
- Supervisors, hired after September 1, 2004, must have at least a Bachelor's degree; Family Assessment and Family Support Workers must have at least a high school diploma, or its equivalent.
- Supervisors and Home Visitors, must have role-specific training, as required by the specified program model, within six months of hire. Additional training required by the program models must be completed within the timeframes specified by the model.
- Providers will maintain, at a minimum, an individual case record for each family enrolled in the home-visiting program.
- Utilizing a format provided by the Department, providers will submit a Quarterly Narrative and Data Collection form by the last day of the month following the end of each Quarter.
- With written consent from the participant, the provider will use the Cornerstone information management system, or its successor (s), to record all information on program participants, and the activities of program staff.
VI. Department Responsibilities
The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Services.
VII. Support Services
The Provider may provide supportive services specified in its approved Program Plan.
VIII. Billing Instructions
Providers shall use the following methodology to document the use of these funds:
- The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
- Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
- Expenditure documentation shall be submitted in a format, defined by the Division of Family and Community Services on a monthly basis, within fifteen days of the end of the month reported.
- The Provider shall submit expenditure documentation by one of the following means to both of the individuals listed below:
- Mailing Address
100 South Grand East, 2nd Floor
Springfield, IL 62762
- Andrea Palmer
401 South Clinton, 4th Floor
Chicago, IL 60607
217-524-2491 AND 312-793-4666
email@example.com AND firstname.lastname@example.org
- Send a copy of the Expenditure Documentation Form to the HFI program.
- All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
Expenditure Documentation Form Instructions
Expenditure Documentation Form (pdf)
IX. Program Monitoring
The Provider will permit Department staff to conduct reviews of the Provider's records of the delivery of HFI services to participating families. The purpose for these reviews will be to assure that services are being provided in a manner consistent with the requirements of the program and this Attachment.
X. Program Budget
- Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.
- The Provider shall submit a spending plan to the Department for review and approval. The proposed spending plan will include documentation by line item of anticipated expenditures for the purchase of goods and services necessary to conduct program activities.
- Changes above a specified amount in the spending plan require prior approval from the Department.