The purpose of the quarterly meetings and the on-site reviews are to strengthen the overall compliance of the contractual requirements by the Provider and IDHS-DRS.
Quarterly Meetings
The IDHS-DRS Contract Advisor and Provider will meet quarterly to review utilization on the contract, Amendments/Modifications, to reconcile billings, and discuss issues or concerns. Billing for that quarter will be finalized during the review.
Missed billing for 1st and 2nd quarter, will be submitted no later than the last business day of January. Missed billing for 3rd and 4th quarter will be submitted no later than the 5th business day of July. No reimbursement for billings submitted after those deadlines will be approved.
On-site Review
The on-site review conducts a review of Provider files and WebCM information related to services provided during the review period, which is past three years. Areas of concern are identified, and corrective action is taken to bring the contract into compliance.
The IDHS-DRS Contract Advisor will contact the Provider at least a month in advance to find a time that works for everyone. Feedback is gathered from the Local IDHS-DRS Offices that work with the Provider prior to the review date.
During the review, a minimum of ten percent of customers being served, or no more than a total of 10 customers for each contract type are reviewed. The IDHS-DRS Contract Advisor identifies the Provider files to review. If the Provider is working with multiple IDHS-DRS Local Offices, at least one customer should be selected from each office.
After the on-site, the IDHS-DRS Contract Advisor will take the following next steps.
- If there are no issues or findings, a letter and a copy of the on-site will be sent to the Provider.
- If the provider has any findings, which means they are not in compliance in any of the required areas:
- Within one month, the Provider must submit a corrective action plan to DHS-DRS Contract Advisor detailing what steps they will take to become in compliance. The corrective action plan will be reviewed by IDHS-DRS Contract Advisor.
- Within six months, there will be a follow up visit to assess compliance.
- If the Provider is in compliance, the corrective action plan will be closed, and a letter sent to the Provider.
- If the Provider is not in compliance, another corrective action plan must be completed and another six-month review set.
- If the Provider is in compliance. The corrective action plan will be closed, and a letter sent to the Provider.
- If the Provider is not in compliance, compliance issues will be discussed, and considerations to renew the contract will be made.
Pre-Employment Career Training (PECT) Program:
There will be additional in-person visits required under this contract. At the beginning of the school year, the Provider, IDHS-DRS counselor, and the IDHS-DRS Contract Advisor will meet and set dates for the quarterly in-person visits. Both the IDHS-DRS counselor and the IDHS-DRS Contract Advisor will visit twice a fiscal year to observe an instruction period of the Pre-employment Transition Services (Pre-ETS).
