Welcome To The. Broward County Human Services Department. Community Partnerships Division FY2016 Provider Information Workshop

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1 Welcome To The Broward County Human Services Department Community Partnerships Division FY2016 Provider Information Workshop

2 Topics Of Discussion Provider Resources Invoicing Quarterly Reports Other Required Reports

3 Speakers: Efrem Crenshaw Special Projects Coordinator III Aseque Tareq Accountant I Stefanie Wickers Administrative Manager II

4 AccessBROWARD Registration Step 1: The AccessBROWARD link will take you to the registration page to create an account. Fill in the fields, and then click Create My Account. ***To ensure future s from AccessBROWARD are not treated as spam and you receive all notifications, please add to your account contact list.***

5 AccessBROWARD Registration Cont. Step 2: The next page will prompt you to confirm your account. Step 3: Once you have confirmed your active , click the link provided within the to open the sign in page.

6 AccessBROWARD Registration Cont. Step 4: Once you have signed in check mark Community Partnerships Contracted Provider and click Save Changes to apply your subscription. Once you have saved your subscription any notifications for the Community Partnerships Contracted Provider group will be sent to your . *To ensure future s from AccessBROWARD are not treated as spam and you receive all notifications, please add no- org to your account contact list.

7 Contracted Provider Handbook WebPage Community Partnerships Division ( Pages/Default.aspx) Click the green box that says Contract Provider Handbook

8 Provider Handbook General Information Section Section Information Children s Services Administration Section Health Care Services Section Homeless Initiative Partnership Section Ryan White Part A Appendix

9 General Fund Contract Invoicing

10 Regular Invoice Submission ORIGINAL (submitted monthly) o Original invoice o System generated summary report ORIGINAL QUARTERLY (submitted quarterly) COPY o Quarterly Outcome and (submitted monthly) Demographic Reports o Copy of invoice o Copy of system generated summary report o System generated detail activity report o Certificate of payment to subcontractors and suppliers

11 Invoices Containing Corrected Billing Information Additional or Disallowed ORIGINAL (submitted monthly) Original invoice System generated summary report for current invoice Before and After system generated summary reports from month in which services were rendered Completed Required Services Documentation form for all added or disallowed billing COPY (submitted monthly) Copy of invoice Copy of system generated summary report for current invoice System generated detail activity report for current invoice Copy of Before and After system generated summary report from month in which services were rendered Copy of completed Required Services Documentation form for all added or disallowed billing

12 Invoice Review When the invoice is received, the Community Partnerships staff reviews the invoice for correctness. Incorrect invoices will be voided and returned and may delay payment. The revised invoice must include a new signature and date upon resubmission. Late submission (past date due) of invoices and or other documents will be noted on monitoring reports and may result in a remedial or corrective action.

13 Invoicing AND BACK BILLING SCHEDULE Month of Service Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Invoice Due* Nov 15 Dec 15 Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Corrections Due* Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Nov 15 Nov 15 ***IMPORTANT*** Providers with FY 14 or newer contracts are only allowed to back bill once for any given month. *If due date falls on a weekend or a County observed holiday, invoices/correction packets are due the next business day.

14 Invoice, Page 1 FY (page 1 for Contracts with Match). Board of County Commissioners, Human Services Department. DATE STAMP AREA Billing Period: October-12 Contracted Services Invoice. Agency Name: Customer #. Contract #: Address 1. Program Name: Address 2. Program #: City, St, Zip. Contract/Prog. Amount: A. Grand Total $ For Units Delivered This Month (from page 2, "A"). B. Match this month. C. Net Amount Requested for Reimbursement/Month. On Time Late D. Net Amount Requested Year-to-Date. E. Match Contribution YTD. F. CERTIFICATION: The undersigned, as an authorized signator for the contract between Broward County and hereby affirms and certifies that the services billed herewith have been delivered to clients on behalf of Broward County per agreement, that all clients served have met the program eligiblity requirements, and that sufficient written information is available to document services. Provider also represents to County that no other reimbursement is used for invoiced services. G. Approved Signator Name (typed): Title: H. Authorized Signature: Date: THIS SECTION FOR COUNTY USE ONLY. Division Reviewer/Date: CERTIFICATION OF PAYMENTS TO SUBCONTRACTORS AND SUPPLIERS. Exhibit C Required. Not Required; subcontracting not authorized by COUNTY Fund/Agency/Organization/Object: I hereby certify that the backup documentation is complete, accurate, supports the payment and pricing requested and is on file in the Division. Administrative Services Reviewer/Date: Outcomes met for quarter? Yes, invoice not adjusted.. No, invoice adjusted. Submission of previously unbilled units: Y or N. If "Y", submit additional backup documentation to substantiate the unbilled units of service. Are any disallowed units from previous monitoring visits or Medicaid or Medicare payments included in this invoice? (Y or N. If "Y" then see p.2.) Comments:

15 (# Invoice, Page 2 FY 2014 (page 2) Agency Name: Billing Period: October-12 Contract #: Program Name: Program #: A. Board of County Commissioners, Human Services Department. Contracted Services Invoice Grand Total Units Billed (add additional sheets if more than 17 types of units). Unit/Service Type. (Unit Cost). x. Units this Taxonomy. month- # Disallowed Units). = Total $ Value. 1 x - = 90% of Total $ Value of Units. Total Billable Value YTD. Annual Maximum. 2 x - = 3 x - = 4 x - = 5 x - = 6 x - = 7 x - = 8 x - = 9 x - = 10 x - = 11 x - = 12 x - = 13 x - = 14 x - = 15 x - = 16 x - = 17 x - = Total Billable Value for This Month (to page 1, "A"). 1 Total Match This Month. 2 Previous Month YTD. 3 Required Contribution (10% of the amount billed year-to-date):

16 Service Activity Report REQUIRED SERVICES DOCUMENTATION Agency Name: Billing Period: Contract #: Taxonomy/Unit: Program Name: Program #: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Client ID: date of entry: date of exit: Total units: 3rd Party Payments Type: Total # units this page: Total 3rd party $$ this page: FIRST PAGE ONLY: Grand total # units: Grand total 3rd party $$: Verified by:

17 General Fund Contract Quarterly Reports

18 Quarterly Reports Demographic Report Outcome Report Narrative Report o Introduction program information, such as changes to staff, staff training, data trends, challenges & successes for the program o Outcomes Improvement/Decline in performance, formula used, how were clients determined to be included/excluded, what was the biggest challenge for indicators that did not meet performance goal, and steps being taken to address any areas where performance is below standard or is decreasing o Utilization information on the agency s utilization for the quarter and YTD

19 GENERAL FUND QUARTERLY REPORTS DUE DATES Quarter Period Due Date 1 Oct. 1 Dec. 31 Jan Jan. 1 Mar. 31 Apr Apr. 1 June 30 July 15 4 July 1 Sept. 30 Oct. 15 ***IMPORTANT*** *If due date falls on a weekend or a County observed holiday, quarterly reports along with the invoices are due the next business day.

20 Demographics Form Provider's Name: CIRCLE THE QUARTER#: Program name/number: Contract#: Date completed: CIRCLE ONE Original or Revision Qtr Qtr Qtr Qtr Total a. Number of Clients at the beginning of quarter. 0 b. Number of NEW Clients entering services during quarter. 0 c. Number of Clients (discharged in FY14) re-entering services during quarter. 0 d. Total of Line A, B and C e. Number of Clients discharged during quarter. 0 f. Total number of Clients at the end of quarter g. Total number of UNDUPLICATED Clients served, year-to-date D a t e S t a m p Data below must reflect the total of ALL (unduplicated) clients served year to date for this Agreement (See f. above). Total Est Pov. Level AGE Total all Under Over ages < > GENDER M F M F M F M F M F M F M F M F M F M F M F RACE / ETHNICITY 1. Asian Black White Haitian Hispanic 7. Native American Other Total An unduplicated client is defined as an individual who is counted one time during the contract year, even though that individual may receive multiple services or have more than one episode of care.

21 Qtr Qtr Qtr Qtr Qtr Qtr YTD YTD Provider's Name: Agreement #: Program Name/Number: 1 Submission Status (Circle appropriate status): Revision. Original. Circle Quarter #: Outcomes Form Date Rec'd: Preparer Name/Title (Print): Preparer Signature: Approver Name/Title (Print): Approver Signature: Item. 2 3 Outcome Measure #. Indicator #. Relevant Clients: Clients who have received the service referenced in the indicator. Item Qtr Total # of Clients receiving services referenced in indicator 4 during each quarter. 0 # Clients pending first evaluation (have not been in services 5 long enough). 0 # Clients who dropped out of program and were unable to be 6 evaluated (Only Children's Services Providers). 0 # Clients unable to be evaluated (data missing, and other - 7 explain in narrative). 0 8 # Clients previously evaluated for the indicator. 0 # of Clients meeting time frame to be evaluated for the 9 indicator # of Clients attaining the Indicator % Attainment reported for the Quarter. #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! Item Outcome Measure # Indicator # Relevant Clients: Clients who have received the service referenced in the indicator. Item Qtr Total # of Clients receiving services referenced in indicator 4 during each quarter. 0 # Clients pending first evaluation (have not been in services 5 long enough). 0 # Clients who dropped out of program and were unable to be 6 evaluated (Only Children's Services Providers). 0 # Clients unable to be evaluated (data missing and other - 7 explain in narrative). 0 8 # Clients previously evaluated for the indicator. 0 9 # of Clients meeting time frame to be evaluatedfor the indicator # of Clients attaining the Indicator % Attainment reported for the Quarter. #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

22 o Program Information o changes to staff o staff training o data trends Narrative Report o challenges & successes for the program o Outcomes o Improvement/Decline in performance o Formula used to determine performance o how were clients determined to be included/excluded o what was the biggest challenge for indicators that did not meet performance goal, and o steps being taken to address any areas where performance is below standard or is decreasing

23 Narrative Report (cont d) outilization oquarter and YTD utilization outilization rate (below, on, or exceeding target for utilization) osignatures two signatures required

24 IMPORTANT! Beginning with FY 14 contracts, CPD will deduct 3% of the third invoice of any quarter in which a performance indicator is not met within 5% of the outcome goal for that quarter. Beginning with FY 16 contracts, in the event a provider exhausts their funding prior to the end of the contract term in which a 3% deduction is warranted, the provider will reimburse the County the amount that would have been deducted.

25 Other Required reports

26 The following reports must be submitted to Contract Grants Administrator within 30 calendar days of receipt by Provider: o Monitoring reports issued by agencies or funding sources for similar services. o Accreditation reports o Single audit reports

27 Client Satisfaction Survey Blank Copy of Provider s Client Satisfaction Survey Due when Agreement is executed, and when updated Compiled Client Satisfaction Survey Due annually by July 15 th with 3 rd quarter report

28 IMPORTANT! All required reports must be received on or before the due date to avoid suspension or delay of payment.

29 The Paper Color for FY 16 Invoices is Canary Yellow

30 Additional Questions? CALL US AT: (954) CSA (954) HIP (954) HCS

31 Thank you for viewing

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