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This document serves as an attachment to the Illinois Department of Human Services (IDHS) Uniform Grant Agreement (UGA) and sets forth supplemental obligations between the provider and the Department. The Attachment provides the provider's requirements beyond those in the Agreement and is intended to clarify programmatic areas of the Department of Human Services Division of Mental Health (IDHS/DMH) programs. Providers are strongly advised to consult the IDHS/DMH provider Manual for additional information on requirements and guidelines regarding the delivery of and payment for services under this Uniform Grant Agreement. The IDHS/DMH Provider Manual is incorporated into this attachment by reference and is made part of the contract and attachment requirements.
The provider shall comply with all applicable federal, state, and local rules and statutes, including, but not limited to, the following:
The provider shall comply with all applicable requirements for services and service reporting as specified in the following Department manuals and/or handbooks:
Through this agreement with the provider, the Department purchases one or more mental health programs or services, which are to be provided and then reported or billed to the Department and/or HFS under the following broad categories.
This Uniform Grant Agreement may include grant funding for programs or portions thereof that involve some services and activities that have not been converted to a fee-for-service basis.
The provider's obligation in receiving capacity grant funds is to expend the funding for allowable expenses required to meet the program's objectives or reconcile with services based on Exhibits in the Uniform Grant Agreement and to report to the Department on appropriate deliverables. As it meets the program objectives, a provider may determine that some program activities supported by these grant funds are billable services. However, when a provider bills for an activity under a capacity grant program, the provider is not to report the activity or the expenses as part of the grant funded deliverable, as this would result in counting the activity more than once in meeting the provider's obligation.
The Department must track capacity grant awards through its accounting system, please see the Uniform Grant Agreement, Part One, Article I, Paragraph 1.2 for funding amounts. In the reconciliation of allowable expenses, the Department expects the provider to demonstrate allowable expenses for the total of these lines for each program, not portions of the award that may be associated with specific accounting service codes or provider service sites.
The programs that comprise capacity grants vary among providers, and not all providers are currently funded for each of these programs. Full descriptions of capacity grant programs are located in Exhibit A of the appropriate grant agreement.
The capacity grant programs must meet the following guidelines:
Services and Programs covered by the federal Social Services Block Grant are included in the Donated Funds Program. If you have any questions or require further information, please contact IDHS Division of Family and Community Services at (312) 793-0683.
Services paid on a fee-for-service basis are reimbursed after the services are delivered. Payments are made based on a bill or claim from the provider containing the appropriate service documentation as directed by the Department and/or the Illinois Department of Healthcare and Family Services. Third party payers must be billed prior to DMH because DMH is the payer of last resort. Providers are prohibited from submitting Medicaid and Non-Medicaid claims to the Department for any services delivered to enrollees in the Integrated Care Program.
Capacity grants are made by the selected payment method by the grantee and approved by DMH.
The Department may adopt a different payment schedule, reporting requirements, and monitoring activities for special projects. The details of these special projects will be specified in an exhibit describing the scope of service for the special project and will be on file with the Department.
The funds obligated under this total annual award are intended by the Department to support programs and services for individuals for the entire twelve-month period of the State fiscal year referenced herein. The provider shall ensure that all programs and services funded by this award are available for the entire twelve-month period of the fiscal year regardless of when full disbursement of the award occurs (unless prior written authorization is obtained from IDHS/DMH). The Department reserves the right to stop all payments to providers who cease providing programs and services during the contract year without the prior written approval of the Department.
The Department maintains the right to reserve funds in this Uniform Grant Agreement based on budgetary considerations. Providers subject to reserves will be notified in writing of the amount and duration of the funding reserve.
Providers that receive $200,000 or more annually in funding from the Division of Mental Health for mental health services, or that have a residential program are required to have their funded mental health services, including residential/services nationally accredited. Accreditation may be by one of the following national accreditation entities: The Council; CARF, The Rehabilitation Commission; The Joint Commission; Council on Accreditation of Services for Families and Children; or American Osteopathic Association, Healthcare Facilities Accreditation Program. As evidence of the accreditation, providers will submit to the IDHS Bureau of Accreditation, Licensure and Certification a copy of their current accreditation certificate, accreditation report, and all correspondence about corrective actions required to maintain accreditation status.
Providers delivering court-ordered forensic services must comply with 725 ILCS 725 5/ 104-15, 104-16, 104-17 and 104-25 and 730 ILCS 5/5-2-4 and the provisions of the IDHS/DMH Community Forensic Handbook. Providers must also participate in IDHS/DMH forensic-specific training prior to offering forensic services as well as ongoing training offered by IDHS/DMH.
The provider shall not employ an individual in any capacity until the provider has inquired with the Illinois Department of Public Health as to information in the Health Care Worker Registry and has inquired with the Illinois Department of Children and Family Services as to the information in the Child Abuse and Neglect Tracking System (CANTS) concerning the individual. For new employment applicants, if the Registry and/or CANTS has information substantiating a finding of abuse or neglect against the individual, the provider shall not employ him or her in any capacity. For currently employed staff, if the Registry and/or CANTS has information substantiating findings of abuse or neglect, the Department will expect the provider to act in accordance with its personnel policies and procedures and take steps to ensure the protection of individuals served by the provider as deemed appropriate.
The provider certifies that it is in compliance with all requirements and regulations issued pursuant to the Health Care Worker Background Check Act (225 ILCS 46).
For individuals receiving DMH services under this Uniform Grant Agreement, the provider shall, if clinically appropriate and as directed by a physician, serve as representative payee or arrange for representative payee for benefit payments under the Social Security Disability Insurance program and/or the Supplementary Security Income program.
For each individual receiving representative payee support, the provider will ensure that the individual's treatment plan includes goals, objectives and rehabilitation interventions designed to build the skills needed for the individual to progress toward self-management of their own funds.
Where the provider will function as the representative payee of record, the provider may be compensated for administrative and clerical support activities related to the management of funds per the rules and procedures of the Representative Payee Program of the Social Security Administration, SSA Payee Program.
The provider shall notify Program Staff if a specific monitoring activity is believed to be redundant with specific accreditation standards for which the provider has been previously determined to be currently in full compliance. If satisfactory resolution of the issue is not achieved with Program Staff, the issue should be advanced to the Director of IDHS/DMH for resolution.
Monitoring will be conducted by Department staff and its agent or contractors within various offices of the Department, including but not limited to, the IDHS/DMH; Bureau of Accreditation, Licensure, and Certification; Office of Contract Administration; and Office of the Inspector General.
Monitoring may consist of, but is not limited to, the following review activities:
The provider shall adhere to IDHS policies and procedures for submitting data to the Department and for maintaining data security for all data submitted to, or received from, the Department.
The provider shall have policies and practices which reflect formal mechanisms, which ensure the outreach toward, and participation of individuals, their families, and/or other interested parties in the planning, development, delivery, and evaluation of and satisfaction with clinical services.
Providers are expected to educate individuals receiving services or the parent/guardians of children/youth receiving services toward participation in developing their plan for care, treatment and services including a crisis plan. The individual's, child's parent/guardian's, and when appropriate, youth's participation in developing his or her plan for care, treatment, services, and crisis plan is documented on the individual treatment plan as well as a separate note in the individual's clinical record. The note includes the provider's process for involving individuals, and child/youth parent/guardians in their care, treatment, and service decisions. The process shall consider and respect the individual's, and parent/guardian's and youth's views. All efforts to involve individuals in consumer-generated crisis planning are to be made and documented before employing a provider-generated crisis planning. Provider-generated crisis planning is to be replaced with consumer-generated crisis plan that is consistent with trauma-informed care. A copy of the written treatment plan will be provided to the individual, parent/guardians, and youth. The expectation is that services delivered to children will be Family Driven, as defined by the Federal-Substance Abuse Mental Health Services Authority.
The provider is responsible for maintaining an internal process for receiving and responding to grievances from individuals, families, or members of the community.
The provider shall respond to a request by the Department for general information (for example, a legislative inquiry) within ten (10) working days of the written request for information. For emergency forensic inquiries, the provider shall respond within forty-eight (48) hours of receipt of the request.
Federal Mental Health Services Block Grant funds (CFDA 93.958) allocated to a mental health grant provider shall not be used for the following:
The provider agrees to notify the DMH Housing Coordinator thirty (30) days in advance of making any application to the federal Department of Housing and Urban Development (HUD) for HUD Section 811 or Continuum of Care programs for community-based Permanent Supportive Housing development funding for persons with mental illnesses.
The provider further agrees not to include the Department as a funding source on any application without the express written consent of the DMH Housing Coordinator.
The provider shall ensure that consumer registration data on file with the Department or its agent are complete and are updated per department requirements to accurately reflect for each consumer receiving services their current status and condition, including information on diagnosis and functional capacity, whenever the consumer's treatment plan is updated, or the provider discontinues serving the consumer. For required data elements refer to the provider Manual.
Continuity of care is a core tenet of responsible community mental health care. The provider is required to participate in a continuity of care activity to minimize barriers between and among inpatient, outpatient, emergency room, and other key health care boundaries in the local community. The Division will facilitate this planning process during the fiscal year and send notice to its providers about local service coordination event(s) that support continuity of care for customers of mental health services and supports.
In the event of a State-declared disaster, agencies funded through this contract for Medicaid, Non-Medicaid, and/or capacity grant programs shall participate in training for, and response to, an IDHS/DMH activated emergency response plan.
Providers receiving a Uniform Grant Agreement or who are under another business agreement with IDHS/DMH to provide evidence-based practices must demonstrate fidelity to evidence-based practice models.
IDHS/DMH or its agent may develop and produce electronic and paper products designed to inform individuals about services, benefits, rights or the service delivery system such as updated copies of the IDHS/DMH Consumer and Family Handbook, notices for consumer and/or family telecalls. Providers shall assist IDHS/DMH or its agent with distributing these materials by placing or posting copies of written material produced and provided by IDHS/DMH or its agent in waiting areas, and by notifying individuals of available electronic information by providing and posting the website address for the information starting at the time of registration/enrollment and continuing throughout the consumer's service contract.
Illinois Department of Human ServicesJB Pritzker, Governor · Grace B. Hou, Secretary
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