Maternal & Child Health Program Manual

Bureau of Maternal and Child Health Program Manual

I. Introduction, Programs and Definitions

A.  Introduction

Case Management (CM) Programs provide outreach and coordination of medical and oral (dental) health, and social services for low-income families (below 200% of the federal poverty level) with a pregnant woman, infant, or child with special needs (medical, social, psychological, environmental). The focus is on pregnant women in order to impact birth outcomes with the primary goals to decrease infant morbidity and mortality, decrease prematurity and very low birth rates, and assure access to appropriate medical and dental care and other needed community services to eligible families in the State of Illinois.

The mission of the case management programs is to improve the health status of women via appropriate pre-conception, inter-conception, prenatal and postpartum care; thereby, improving the incidence of infant morbidity and mortality, premature births and low birth weight, and to aid in the medical care, and growth and development of infants and children.

The programs in general serve income-eligible pregnant and postpartum women, and infants and children up to two years of age who are at risk due to poverty or eligible medical conditions. High Risk Infant Follow-up (HRIF)/APORS targets infants and children up to two years of age who meet eligible medical criteria/diagnoses. HealthWorks focuses on medical care for DCFS wards 0-5 years, pregnant wards, and infants and children of DCFS wards.

The programs work in collaboration and cooperation with local public health departments, not-for-profit health and social service agencies, FQHCs, county boards of health and numerous other organizations, such as MCH Advisory Council, Illinois Public Health Association, Illinois Department of Public Health, Illinois Maternal and Child Health Coalition, and Illinois Department of Healthcare and Family Services.

B.  Programs

Better Birth Outcomes - Known as Intensive Prenatal Case Management in FY13, this program provides prenatal health education, linkage and coordination of care with primary and specialty medical care and other social services, referrals to childbirth education and parenting classes, access to contraceptive services and overall care coordination to pregnant women with risk factors that lead to poor birth outcomes. Identified through administration of a standardized risk assessment tool, risk criteria include previous pre-term birth, alcohol or substance abuse during pregnancy, diseases that affect pregnancy, homelessness, low educational attainment and domestic violence. The risk assessment is also used by care coordinators to develop and implement individualized plans of care to enrolled women.

Goals of the program are to: 1) decrease the incidence of infant mortality and morbidity resulting from lack of adequate prenatal care; 2) improve pregnancy outcomes; and 3) reduce the incidence of prematurity and low birth weight.

Family Case Management - The program provides access to medical care, pediatric health education and counseling, developmental screening, and referrals to other community services as needed. The target population for FCM is pregnant women and infants. The program serves special populations, such as incarcerated pregnant women of the Cook County Department of Corrections via Cermak Health Services and high-risk inter-conceptional women through the Women's Health Behavioral Program at the University of Illinois.

DCFS wards and high-risk infants are case managed through two initiatives that are components of Family Case Management:

  • Medical Case Management of DCFS Wards: The program provides medical case management services to all Wards in the legal care and custody of DCFS and placed in substitute care from birth through age five (5) years, and pregnant DCFS Wards and children of parenting DCFS Wards. Medical case management refers to medically-related services provided by a person trained or experienced in medical or social services as described in 77 Ill. Adm. Code 630.220.
  • HWIL works in collaboration and cooperation with DCFS and others such as medical and social service providers to assure that the ward receives all services needed to promote health and well-being.
  • APORS/High Risk Infant Follow-Up: HRIF is federally funded by Case Management and Title XX Health Support Services funds, to provide case management services to families with high-risk infants identified by the Adverse Pregnancy Outcomes Reporting System (APORS); high-risk pregnant women identified by Level II Perinatal facilities; infants diagnosed with a high risk condition after newborn hospital discharge; and/or infants and children at medical and/or environmental risk because of an adolescent parent, drug-abusing parent or high-risk situation identified by the public health nurses. In addition to Title XX Health Supports Services funds, Medicaid and/or medically indigent funds may be used to provide services to high-risk clients. The goals of HRIF services are: promotion of optimal growth and development; teach the family care of the high-risk infant; prevent complications; decrease morbidity and mortality; decrease stress and the potential for abuse; and ensure early identification and referral for further treatment and evaluation.

Healthy Start - Healthy Start provides intensive case management services, including medical care to high-risk pregnant, post-partum and inter-conception women and their children up to two years of age, who reside in designated catchment areas of Chicago. The medical care must be provided by a licensed physician or an advance practice nurse supervised by a physician. In addition to case management, Healthy Start provides health education to help women understand the importance of inter-conception care, developmental milestones, and growth of their children.

Pregnant women eligible for enrollment are identified through administration of a standardized risk assessment tool; risk criteria include previous pre-term birth, alcohol or substance abuse during pregnancy, diseases that affect pregnancy, homelessness, low educational attainment, and domestic violence.

Special Projects

Doula - The word "doula" comes from the ancient Greek meaning "a woman who serves" and is now used to refer to a trained and experienced professional who provides continuous physical, emotional, and informational support to the mother before, during, and just after birth; or who provides emotional and practical support during the postpartum period.

Studies have shown that when doulas attend birth, labors are shorter with fewer complications, babies are healthier and they breastfeed more easily.

Low-income teen mothers, the majority of whom are receiving Temporary Assistance for Needy Families, who are receiving evidence-based home visitation services at targeted selected sites are eligible to receive Doula services. Offered during the prenatal and perinatal period for up to 12 weeks postpartum, the teens receive: prenatal classes, assistance in developing a birthing support plan, frequent prenatal home visits, accompaniment by the Doula through the labor and delivery, and extensive postpartum home visiting.

Fetal and Infant Mortality Review - In cooperation and collaboration with the Department and the Illinois Maternal and Child Health Coalition, the University of Chicago develops a strategic plan to decrease infant mortality in targeted communities. As a part of this effort, the University develops and implements a system of review of fetal and neonatal deaths within the metropolitan Chicago area.  Cases are referred through the statewide APORS reporting system. Activities specific to this project include establishment of a system to maintain confidentiality of persons who have experienced a perinatal loss, identifying cases appropriate for contact and interview, conducting home interviews when agreed upon by referred women, staffing a community case review team that meets quarterly, and extracting data from medical records to determine possible impacts on fetal or neonatal loss.

Findings of the review, the quarterly team review meetings and the chart extractions are compiled into an annual report that is shared with community leaders and others who have the ability to impact change in communities and provider settings. Women who agree to voluntary enrollment in a case management program are then referred for inter-conceptional care case management to help reduce the likelihood of a subsequent poor birth outcome. Additionally the University participates in the activities of the Perinatal Care Statewide Quality Council.

The Fetal Infant Mortality Review process is mandated by the federal Healthy Start program. The Department has four (4) funded Healthy Start locations within the Chicago area.

Illinois Maternal and Child Health Coalition - The Illinois Maternal and Child Health Coalition (IMCHC) works in partnership with the Department of Human Services to support and enhance the provision of maternal and child health services by engaging in activities that support the goals of the Illinois maternal and child health system and the Department's case management programs.  Specifically, IMCHC works to improve the quality of care and the capabilities of the case management service providers for the program of:  Better Birth Outcomes, Family Case Management and Healthy Start.  Through public and provider information campaigns state-wide, the Coalition provides services that prevent preterm birth and low birth weight and also provides specific training and technical assistance designed to improve the quality of school-based health centers in Illinois.

The Coalition is responsible for developing and facilitating quarterly provider meetings that focus on current maternal and child health issues in the northern, central and southern areas of the State.  They also conduct an annual statewide conference for organizations with an interest in maternal and child health wellness.

Bureau of Maternal and Child Health Special Projects

The Division of Family & Community Services may have many Special Projects with individual agencies, the details of which are on file. These projects are generally operated by a small number of providers and are often supported by short-term federal grants.

The Department will designate the scope of services for the special project that the Provider is authorized to conduct by means of a letter. If the Provider is funded for more than one special project, the letter will detail the scope of services by special project.

C.  Definitions

See the Appendix for the definitions of commonly used terms and acronyms by the case management programs.

II. Policies and Procedures

A.  Policies

  1. The Department's policies for contractual programs are contained within the Community Services Agreement, the Bureau of Maternal and Child Health Attachment U and the Program Manual.
  2. Providers who receive funds for program administration are required to submit an annual program budget.
  3. The Department will communicate changes and/or clarifications of policy during Provider meetings and/or in writing.

B.  Procedures

  1. The Department's procedures for contractual programs are outlined in the Program Manual. Instructions for submitting billings and completing forms are provided at the beginning of the contract period.
  2. The Department will communicate changes and/or clarifications of procedures during Provider meetings and/or in writing.

III.  Contract/Amendment Process

A.  Contract

The contract between the Department and the Provider consists of several parts:

  1. Community Service Agreement containing the standard contract language used for all Department contracts;
  2. Community Service Agreement Attachment U containing contract language specific to the Bureau of Maternal and Child Health;
  3. Exhibit C and D showing the contact information, program type, methods of payment and reconciliation, and the estimated funding amount;
  4. Exhibit B an Addendum further detailing services to be provided, due dates, and payment information;
  5. this Program Manual and links containing the program service provisions, forms and instructions for submitting and completing billing, and other forms; and
  6. the Provider's approved request for funding and budget, if applicable.
  7. The Department will initiate the contract, send it to the Provider for review and signature, obtain the Secretary's signature and return a copy of the executed contract to the Provider.

B.  Amendment Process

  1. The Department will initiate a two party signed amendment when Attachment U is being added to an existing contract.
  2. The Department will modify the contract by letter notification when it:
    1. extends the contract beyond the original expiration date; and/or
    2. revises the services purchased as shown on Exhibit B and Exhibit C; and/or
    3. increases or decreases the estimated funding amount; and/or
    4. revises the Program Manual due to a change in federal or state law or other reason of substance, when warranted.

IV.  Exhibit B/Exhibit C - Deliverables/Costs/Payments

A.  Exhibit B - Deliverables:

The program services, number of individuals to be served, and outcomes are detailed in Exhibit B.

B.  Exhibit C- Costs/Payment:

The funding level for each program is based upon a Department approved budget for the services detailed in the Program Manual and/or the Provider's request for funding, when applicable. The funding level for each program is shown in Exhibit C.

The Department will utilize one (1) of the methods of payment and reconciliation specified in Exhibit C.

V.  Provider Responsibilities

The Provider will provide the program(s) specified in Exhibit B and Exhibit D in accordance with the following provisions. Exceptions to these provisions must have the written approval of the Department.

Better Birth Outcomes - Services to be provided include, but are not limited to:

  1. Serve only residents of Illinois who are within the a specific geographic area defined by the Department , or who are members of a designated population with a common special need, including but not limited to incarcerated populations, women with developmental disabilities, and women temporarily residing in domestic violence shelter or homeless shelters as defined in the BBO Outreach Policy.
  2. The Provider will build and maintain strong relationships with the medical community, including OB/GYN medical practice physicians and hospital emergency room and labor and delivery personnel, for both enhanced care coordination and for early identification and referral of pregnant women to services.
  3. The Provider will conduct mandatory outreach activities, so as to identify, recruit and enroll pregnant women into services within the first trimester of pregnancy.
  4. The Provider will build and maintain strong working relationships with community-based social services agencies also serving pregnant women and is required to enter into Memoranda of Understanding with medical providers, WIC agencies, and local health departments within their service area.
  5. The Provider will utilize a standardized Prenatal Health Education curriculum.
  6. All women are to receive education and support around family spacing, reproductive life planning, a healthy lifestyle and linkage with contraceptive services, including assistance in completion of the Illinois Healthy Women application.
  7. The Provider will promote and support the Illinois WIC program breastfeeding philosophy through the provision of educational materials and information about breastfeeding.
  8. The Provider will make reasonable efforts to assure Medicaid/insurance status of all BBO clients, providing information on Medicaid enrollment and enrollment with the Illinois Health Insurance Exchange.

Family Case Management - Services to be provided include, but are not limited to:

  1. Provide case management services to an assigned caseload of pregnant women and infants and high-risk children. The assigned caseload is set yearly and derived from a portion of the total grant.
  2. Provide services to clients in the catchment areas designated by the Department. When enrolling in Family Case Management the Provider needs to be mindful of the program requirements of the Better Birth Outcomes Program and Healthy Start, and of any applicable regional, county or city transfer policies.
  3. Use the Department's standardized prenatal health curriculum in the delivery of prenatal education.
  4. Providers will make reasonable efforts to assure that infants of enrolled pregnant women are appropriately immunized, receive well-baby services (EPSDT) and developmental screenings at designated periodic intervals.
  5. Use the Cornerstone system to record and Family Case Management client services and staff activities.
  6. Providers will establish and maintain Policies and Procedures related to the Family Case Management Program, which will include quality improvement indicators.
  7. Providers will perform and document Outreach efforts to build and maintain their caseload.
  8. Providers will be expected to attend staff development and training that is required by the Program or the Department of Human Services.
  9. Providers will be expected to meet and maintain the standards for program certification.
  10. Engage in Outreach efforts to locate eligible high-risk clients within their assigned geographic area, with priority given to locating and enrolling Medicaid-eligible pregnant women.
  11. Collaborate with other service providers in the community for service development and integration.

For providers who have HealthWorks Medical Case Management and/or the APORS/High-Risk Infant Follow-Up components of Family Case Management:

Medical Case Management of DCFS Wards - Services to be provided include, but are not limited to:

  1. Provision of medical case management services to all DCFS Wards, birth through age five (5) years, and pregnant DCFS Wards and children of parenting DCFS Wards, residing in the Provider's service area. The Provider will obtain previous health care histories on each DCFS Ward in the care and custody of the Illinois Department of Children and Family Services at the time of the execution of this Agreement and are assigned to the Provider for medical case management services; ensure that DCFS Wards receive preventive health care services; ensure that DCFS Wards select a Primary Care Provider; develop health care plans for inclusion in each DCFS Ward's service plan; and ensure that follow-up health care services are received as medically appropriate.
  2. The Provider shall meet with the Lead Agency at least quarterly to monitor, review and discuss the provider's compliance with the performance standards specified on page 15 in DCFS HealthWorks Lead Agency Program Manual HealthWorks of Illinois.
  3. The Provider shall follow the DCFS Statewide Medical Protocol for Drug Endangered Children (DEC) in illegal methamphetamine labs and the related outline for role and responsibilities of the HealthWorks Lead Agency and Medical Case Management Agencies. The DEC Protocol addresses the medical needs of the children living in homes where methamphetamine and/or illegal drugs are being manufactured. This protocol is in conjunction with the Statewide Operational Agreement between DCFS and Illinois Law Enforcement agencies for responding to families involved in drug manufacturing where children are expected to be present or found in the home.
  4. DCFS Wards assigned to the Provider must remain active cases while the DCFS Ward is in the care and custody of the Department of Children and Family Services and resides in the Provider's service area. Case management activities must be terminated when the DCFS Ward leaves the care and custody of the Department of Children and Family Services or when the DCFS Ward reaches six (6) years of age, (except for pregnant DCFS Wards, who should remain as active cases) or when the DCFS ward moves out of the Provider's service area.

APORS/High Risk Infant Follow-Up - Services to be provided include, but are not limited to:

  1. The Provider will follow-up on all referrals initiated by regional perinatal centers or the IDPH Adverse Pregnancy Outcomes Reporting System.
  2. The Provider will follow-up with all infants who are referred with an Infant Discharge Record within two weeks of receipt of the IDR.
  3. A minimum of six (6) visits should be made by the follow-up nurse at intervals determined by the infant's chronological age of four, six, 12, 18 and 24 months.
  4. The Provider is expected to have referral relationships with other programs having a direct connection to high-risk follow-up, including, but not limited to, WIC; Primary Care, and Early Intervention.
  5. The Provider who is not a local public health department will maintain a strong working relationship with the local health department within their service delivery area.
  6. The Provider will conduct home visits to high-risk pregnant and postpartum women in order to assess the woman and the family environment and facilitate the early intervention for identified problems.
  7. Home visits for the high-risk infant are conducted in order to identify as early as possible those conditions requiring further evaluation, diagnosis and treatment; and assure an environment that promotes the infant's optimal growth and development.

Healthy Start - Services to be provided include, but are not limited to:

  1. The Provider will operate and maintain a Healthy Start Family Center to provide case management services to high risk women, and their children up to two years of age. Medical care must be provided on site.
  2. The Provider will conduct Outreach efforts to identify and recruit high-risk pregnant women for participation in the program.
  3. Client incentives or gift certificates may be used to motivate women to participate in services.
  4. The Provider will host one-day health education workshops, topics which include, but are not limited to: breastfeeding, SIDS/hazards of co-sleeping, fetal alcohol spectrum disorders, pregnancy-induced hypertension, gestational diabetes, pre-term labor, family planning/pre- & inter-conceptual care, immunizations, sexually transmitted diseases/HIV/AIDS, prenatal mood disorders, substance abuse, and domestic violence.
  5. All clients will receive educational materials about the importance of well-child visits and EPSDT services.
  6. The Provider will give information on the availability of free transportation assistance and how to access transportation services to all Medicaid/Medicaid-eligible clients.

Bureau of Maternal and Child Health Special Projects

The Department will designate the scope of services for the special project that the Provider is authorized to conduct by means of a letter. If the Provider is funded for more than one special project, the letter will detail the scope of services by special project.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Services.

The Department will monitor the delivery of case management services through the certification review process and site visits, and review of the Department's Cornerstone reporting system data and other documentation as required by the Maternal and Child Health Services Code and the respective program Exhibits.

VII. Support Services

It shall be the responsibility of each local agency provider to coordinate the services provided through the CM programs with other sources of care in the community, such as:

  1. Local Health Departments
  2. Neighborhood Health Centers
  3. Federally Qualified Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Child Care Centers, Early Head Start, Head Start and Preschool for All
  7. Local Hospitals
  8. Local Physicians and Physician Groups
  9. Local Children and Family Services Programs
  10. Community-Based Organizations providing substance abuse treatment and mental health services
  11. Regional Perinatal Centers
  12. Local Early Intervention Programs for Infants and Toddlers with disabilities
  13. Home visiting programs such as Healthy Families Illinois, Nurse Family Partnership, Maternal and Infant Early Childhood Home Visiting
  14. Other related social service agencies

Please refer to the program-specific Exhibits for additional requirements.

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. 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.
  2. Program requirements may differ regarding expenditure documentation. Providers will be provided with the specific expenditure documentation forms and instructions to meet those requirements.
  3. 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.
  4. Expenditure documentation must be submitted in the format defined by the Division of Family and Community Services. Expenditures must be received by the Department no later than the 15th day of the month following the month of service. Any change in this schedule must be submitted in writing to the Department. Final billings must be received by the 15th day of the month following the end of the Agreement period.
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  6. The Provider shall allocate and report all related program expenditures. This is a requirement of the federal award.

The Provider shall submit expenditure documentation by one of the following means for the following Program(s):

Better Birth Outcomes

Family Case Management (includes HealthWorks MCM and APORS/HRIF)

Healthy Start

Bureau of Maternal and Child Health Special Projects

IX. Program Monitoring

The Department will monitor program operations in accordance with federal regulations, applicable state statutes, and administrative rules.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

Providers will enter Budgets into a web-based system for review and approval by the Bureau Chief, Program administrator or designee. Final Budget Approval is done within the Office of Contract Administration.

Appendix

APORS - Adverse Pregnancy Outcomes Reporting System. High Risk Infant Follow-up Case Management Program for all infants ages birth to two years who meet diagnostic criteria for follow-up.

ASQ3 - Ages and Stages Developmental Screening Tool

BBO - Better Birth Outcomes; in FY13 known as Intensive Prenatal Case Management services.

CBO - Community-Based Organization

DCFS - Department of Children and Family Services

DDST II - Denver Developmental Screening Tool

DFCS - Division of Family and Community Services (within DHS)

DHS - Department of Human Services

EPDS - Edinburgh Postnatal Depression Screening

EPSDT - Early and Periodic Screening, Diagnostic and Treatment, a preventive child health initiative that provides initial and periodic examinations and medically necessary follow-up care.

EI - Early Intervention

FCM - Family Case Management

FIMR - Fetal Infant Mortality Review

FQHCs - Federally Qualified Health Centers

HFI - Healthy Families Illinois, an intensive home visiting program to prevent child abuse in designated eligible families.

HFS - Illinois Department of Healthcare and Family Services

HWIL - HealthWorks of Illinois, Medical Case Management for DCFS Wards Program

HRIF - High Risk Infant Follow-up; sometimes used interchangeably with APORS.

HS - Healthy Start

IDPH - Illinois Department of Public Health

IPHA - Illinois Public Health Association

IDR - Infant Discharge Record from birth hospital or perinatal center

IMZ - Immunizations

MCH - Maternal Child Health

MCM - Medical Case Management for DCFS Wards

MEDI - Medicaid Assistance Information for Medicaid Providers, operated by HFS

MIECHV - Maternal and Infant Early Childhood Home Visiting Program, an intensive home visiting program for eligible designated clients.

NFP - Nurse Family Partnership, an intensive home visiting program for eligible families where all home visits are made by registered nurses.

PHQ-9 - Patient Health Questionnaire

PPMD - Postpartum Mood Disorders

QA - Quality Assurance; a Continuous Quality Improvement (CQI) program.

WIC - Supplemental Nutrition Program for Women, Infants and Children

State Authoritative Sources:

As the Provider, in addition to State and Federal rules and regulations governing the programs you deliver, you are responsible for complying with all of the State sources below, if applicable:

Administrative Orders:

Contractual Services defined:

Professional and Artistic Services defined:

Purchasing, Contracting and Leasing:

Contract filing and late filing affidavits:

Lease of office and storage space and facilities:

Fair Employment Practices:

Governmental Ethics:

Expenditure Authority:

Contract Signatures:

Payment for Goods and Services:

State Contracts:

Human Services Provider Contracts:

Requirement to Purchase from Department of Corrections:

Child Care Service Contracts (Only Applicable to Child Care Contracts):

Purchase of Recyclable Products or Supplies:

Change Orders in Public Contracts:

Invoice Voucher Certification Clause: