1.2 Local Agency Agreement

Revised October 2019

1.2.1 LOCAL AGENCY ELIGIBILITY

All public or private not-for-profit organizations, including: Local Public Health Departments, Community-Based Organizations, and Federally Qualified Health Centers recognized by the Illinois Department of Human Services as possessing a demonstrated capability of directing such projects are eligible to apply for DHS MCH Program Grants.

A Local Agency must directly or through written agreement with another party:

  1. Provide ongoing health services for free, or at a reduced cost, to Illinois residents of areas, or members of populations, with substantial numbers of women, infants, and children.
  2. Meet staffing standards (See Staffing)
  3. Have the facilities and equipment necessary for the provision of case management services to women, infants, and children in a confidential setting.
  4. Report known or suspected child abuse or neglect to the area office of the Illinois Department of Children and Family Services (DCFS) in accordance with state and federal statutes.
  5. Be in compliance with Civil Rights non-discrimination laws and regulations.
  6. Assure confidentiality is maintained with collection, handling, and disclosure of client information during all aspects of a client visit.
  7. The agency must agree to help a program client apply for benefits under the Medicaid program.
  8. Physical facilities to be used for serving clients must be comfortable, safe, and clean, and must meet local requirements for fire safety, building construction, sanitation, and health. The agency must be able to furnish proof upon request that all such local requirements have been met. In addition, a space for meetings with clients that is conducive to privacy should be available.
  9. The agency must be capable of delivering services to the target population, demonstrate an understanding of the concept and delivery of case management services, and demonstrate (by written agreements or other means such as letters of support) linkages to relevant service and health care agencies serving the target area.
  10. The agency must be able to conduct outreach activities to the target population and medical providers in the geographic area to be served.
  11. Direct service staff for the program must meet the standards defined for each program in this manual.
  12. The agency must be able to provide services in medical, home, and other settings such as schools and churches.
  13. The agency must maintain an adequate and confidential client records system.
  14. Documentation of all services provided is to be maintained in the Cornerstone System in accordance with the guidelines set forth in the Department's Cornerstone User Manual
  15. The agency must maintain current standing orders and / or must have outlined steps to be followed for abnormal findings on EPSDT exams & developmental screenings documented and updated in the Agency Policy & Procedure Manual.

1.2.2 SUBCONTRACTING FOR SERVICES

  1. If an Agency must enter into a written agreement with another sub-recipient agency for the provision of services outlined in the Grant Agreement:
    1. Both agencies shall, in conjunction, meet all of the requirements for providing both health and administrative services and are subject to single audit requirements.
    2. The written agreement must define the program responsibilities of the sub-recipient agency and be approved by DHS prior to finalization of the agreement. The responsibilities include receiving training and monitoring by the Agency.
    3. A copy of such agreement must be on file at the Agency and with the sub-recipient Agency.
    4. Must follow Civil Rights non-discrimination laws and regulations.
  2. If an Agency must enter into a written agreement with another party or a private physician for the provision of the broader range of health services:
    1. The written agreement must define the responsibilities of each party and must be approved by DHS during the application process.
    2. A copy of such agreement must be on file at the Agency and with the third party.
    3. Must follow Civil Rights non-discrimination laws and regulations.

1.2.3 LOCAL AGENCY GRANT AGREEMENT

The Grant Agreement between the Local Agency and Department serves as the legal document obligating both parties to specify roles in the designated Maternal & Child Health (MCH) Program. The Grant Agreement contains conditions that bind the Local Agency to compliance with the following rules and regulations in addition to any rules and regulations identified in the grant agreement:

  1. Federal Regulations (eCFR 200)
  2. Illinois Title 77, Section 630 Maternal and Child Health Administrative Code
  3. Illinois Family Case Management Act [410 ILCS 45]
  4. Developmental Disability Prevention Act [410 ILCS 250]
  5. Prenatal and Newborn Care Act [410 ILCS 225]
  6. Grant Accountability and Transparency Act (44 Ill. Adm. Code 7000)
  7. Grant Accountability and Transparency Act [30 ILCS 708]
  8. Nurse Practice act (225 ILCS 65)
  9. The BMCH Policy and Procedure Manual
  10. The Cornerstone User Manual

Additional provisions of the Grant Agreement include:

  1. Grant award totals
  2. Reclamation procedures
  3. Termination procedures

Any violation of compliance with the requirements of the Grant Agreement may be grounds for termination or suspension of the Grant Agreement.

1.2.4 ALLOCATION OF MCH FUNDS

Once the amount of funds available to the Illinois Bureau of Maternal of Child Health is determined:

  1. The Department allocates awards to Local Agencies through a Notice of Funding Opportunity process.
  2. Administrative funds are allocated by use of a formula based on standardized costs per caseload.
  3. The Department - Agency Grant Agreement serves as the legal basis for disseminating funds to local programs. Grant agreements must be signed and properly obligated through the Department and the Illinois Comptroller. Payments are scheduled on a monthly basis. All payments will be reconciled based on submitted documentation. Failure of the Agency to submit documentation may result in a reduction to the total award.

1.2.5 LOCAL AGENCY - RIGHT OF APPEAL

Whenever the Department suspends or terminates a grant, the grantee may have such decision judicially reviewed. The provisions of the Administrative Review Law (Ill. Rev. Stat. 1989, Ch. 110, par. 3-101 et seq.) and the rules adopted pursuant thereto shall apply to and govern all proceedings for the judicial review of final administrative decisions of the Department hereunder.